DISCLAIMER: This post gives a general overview of employee policies. It is not legal advice, and I am not your attorney. If you require information or advice applied to your unique situation, please make an appointment to discuss it with an employment attorney in your jurisdiction.
As a small business owner, it’s important to ensure that your organization is operating in compliance with state and federal employment laws. Creating an employee policies folder online is one way to comply with New York State’s December 2022 law requiring employers to make all federal and state posters available on the employer’s website or by email. You must also notify employees that the documents are available electronically. Below is an easy, five-step process to comply with that law. We’ll show you how to create an employee policies folder using secure online file storage software. This is especially helpful if you have not yet created an employee handbook; it will serve the same function.
Choose Your Platform
First, determine the platform you want to use to store your employee policies folder. There are several options available, but some of the most popular ones are Google Drive, Dropbox, and OneDrive. These online software options allow you to store, share, and collaborate on files from anywhere in the world, making them perfect for small business owners who may have remote employees or field workers. Before you make your final selections, we recommend you consider:
- Security. If you are using an unpaid version of file storage software, assume it is not very secure. Paid versions typically offer encryption and real-time access locking, among other features.
- Cost. At the time of this writing, upgrades from free versions cost between $10.00 and $20.00 per user. This is usually far less expensive than penalties for non-compliance. It can also pay for itself through improved workflows.
- How and Where Your Data is Stored. If you end your relationship with your online storage provider, you will want your folders returned to you in a format a new provider can read. You will probably also want your data to be stored in the country where your business was formed and primarily operates.
Create the Main Folder
Once you’ve chosen your platform, the next step is to create the main folder for your employee policies. This should be a separate folder from your other business files and should be organized in a way that makes it easy for your employees to find the information they need.
Create These Subfolders
Within the main folder, create subfolders for each of the following categories:
- Bulletin Board – notices, posters, and other information required to be displayed in a conspicuous location in your workplace
- Job Descriptions – detailed job descriptions for each position in your business
- Minimum Wage, Overtime & Breaks – information about your policies regarding minimum wage, overtime, and breaks
- Operations Manual – various policies and procedures for running your business
- Sexual Harassment Prevention – policies and procedures for preventing sexual harassment in the workplace (If you have not yet adopted such policies, you can get started with New York State’s Model Policy.)
- Vacation and Sick Pay – policies regarding vacation, paid time off, Safe and Sick Leave pay, and unpaid leave
Upload Required Posters and Key Documents
Once you’ve created your subfolders, the next step is to upload the relevant documents to each folder. For example, in the Bulletin Board, you will upload all the mandatory federal and state posters that you also post physically in your workplace. In the Job Descriptions folder, you will upload a separate document for each job description. And so on.
Share the Folders with Employees
Finally, you’ll want to share the employee policies folder with your employees. Depending on the software you chose, you may be able to share the folder directly with your employees’ email addresses or provide them with a link to the folder. Be sure to let your employees know where to find the folder and encourage them to review the information regularly. When I create or update employee handbooks for my clients, I often give them monthly email messages they can schedule to remind employees about policies they frequently have questions about.
In sum, creating an employee policies folder may seem like a daunting task that you need to get to someday. Online tools make it easier than ever to get started, and they usually have additional features that can improve your processes–and your employee relations. Remember, it’s about creating a mutually beneficial partnership toward compatible goals, and this is one way to keep employees informed about your goals.
Want a more comprehensive solution?
Why Your Employee Handbook Isn’t Enough for Today’s Workplaces