Writing a Handbook for an Organization

Writing a Handbook for an Organization
Detailed Instructions for Writing the Handbook

The Title Page of the Handbook has the following information:
Organization Name
Month, Year
Names of Group Members
Name and e-mail or phone of group member who has backup copy
You may design the title page anyway you want as long as you have those elements shown above.
The pages of your handbook should be numbered except for the Title page.  The Table of Contents should refer each section of the handbook to page numbers.
The rest of the handbook (except the cover letter and signature page) must be in the format shown below:
1.0   Introduction to the Organization

  • History

The Kaupins Company (known as the “Company” in the rest of the handbook) has had a rich history of making transporters for the star traveler.  The company started when Ebeneezer Kaupins invented the geomorphic process about fifty years ago in his secret laboratory in Minneapolis, Minnesota.
The geomorphic process led to the production of the first transporter room in 1956.  The transporter caught the interest of the Defense Department and has been used by the department ever since.

  • Organization Facts

The Company makes an average of ten transporters per year solely for the Defense Department.  The Company is also developing special crystals that may be used to create warp drive.
2.0   Selection Policies
2.01  Recruiting Leadership
The selection and recruiting director will be in charge of all recruiting efforts in the Company.  If any Company department has a need to hire an individual, contact the selection and recruiting director first.
2.01.01  Internal Job Posting
Company jobs may internally be posted for at least five (5) working days.  These jobs will be shown on the green bulletin board in the break room.  Management has the option of not posting Company jobs via the bulletin board.
2.01.02  External Advertising
The sales and recruiting director will be in charge of developing any external ads and finding appropriate media.



Explanation of the Handbook Example

To save time in preparing the handbook, the example shown on the previous page is representative of the format I desire.  I need consistency among the groups so I can mix and match sections of the handbook among the various groups in class.
Title Page:
The title page just needs those five pieces of information (Company Name, Handbook, Month and Year, Names of Group Members, Name and e-mail or phone of group member who has backup copy).  I don’t care how you put the information on that page (type size, location of information, etc.).  Just put it on one page and include it as part of the handbook.  You may play with beautiful designs on this page but this is totally optional.  Any design must use Microsoft Word.
Major Headings:
The headings labeled 1.0, 2.0, 3.0, 4.0 must be 18-point type, Times New Roman.  These headings are in bold.  Do not put the headings in all caps and do not indent.
Double-space after the major heading.  Do not use the major heading style contained in the existing company handbook if there is one.
Minor Headings:
The headings labeled 1.01, 3.02, 5.10, 10.03 and so on are minor headings and must be 12-point type, Times New Roman.  These headings are in bold.  Do not put the minor headings in all caps and do not indent.
Double-space after the minor heading.
Very Minor Headings:
The headings labeled 2.01.01, 3.10.01 and so on are very minor headings and must be 12-point type, Times New Roman.  These headings are in bold.  Do not put the minor headings in all caps and do not indent.
Double-space after the very minor heading.
Other Format Information:
All of your handbook (including the title page, cover page, table of contents, and appendices) should be in one file.
Internet Reference Pages
You will be creating “Internet Reference Pages”.  You must use Microsoft Word to create the pages.
All you need to do is to find great sources on the Internet that the organization could use to help with its handbook.  Find as many as you can.
The title page of the “Internet Reference Pages” is as follows:

Internet Reference Pages

Resources for the Handbook

by (Group Names)
Human Resource Management Class
Month and Year
The second page begins with “For Section 1.0” or whatever section you are starting with.  An example is shown below:
For Section 2.0      Selection Policies
2.03 Immigration Policy
Department of Immigration  http://www.immigration.gov/
This address shows information on laws associated with immigration.
2.03 Immigration Policy
Henry’s Law Service http://www.henryslaw.com/
This address provides some legal means to get a green card.
2.04  Disability Accommodation
Disabilities Association  http://www.disabilities.com/
This address shows information on the Americans with Disabilities Act.  The association provides companies with guidance on how to incorporate handicapped individuals in the workplace.

Explanation of the Internet Reference Pages Example:
Major headings are 18 point, Times New Roman, bold.  Double-space after the major headings. If you do not have an Internet address for a major section (e.g., For Section 1.0 Introduction to the Company), do not include it in your Internet page.
For minor headings, use the phrase “2.04 Immigration Law I-9” for example.  Use 12-point type, Times New Roman, bold. If you do not have an Internet address for a minor section (e.g., “1.03 Mission”), do not include it in your Internet page.
After each minor heading, on the next line, list the title of the link, show the link address, then write a brief paragraph of what is in that link.  The link address is underlined.  Microsoft Word will automatically do this for you.  Use 12-point type, Times New Roman for the link title and the paragraph.
I need one e-mail copy of the Internet pages.  The Internet References Pages should be in a separate file from the handbook.
Find as many appropriate links as you can.  Quality and quantity are important.
The handbook and Internet Reference Page examples shown in this document are fictitious.  The web sites do not really exist.  Your websites, however, should really exist.
Other Notes

  1. E-mail Only. Any HR-related materials that you write yourself such as job descriptions, application forms, and grievance forms should be e-mailed to me.


  1. Citing References vs. Internet Reference Pages. You may cite references that you used in a document separate from the handbook and the Internet Reference Pages.  The Internet Reference Pages provide useful websites for the client that you might or might not have used in the development of your handbook.


  1. Variances. If you or your client wishes to change any of the rules that I have provided, contact me and you could get a variance to the rules.  I need to formally write down the variance so your group does not get penalized.


  1. Creativity. I have not covered all the needs of the clients through these rules.  You are free to be creative in any area that I have not covered.  If you have any questions whether your creativity is permissible, just ask me.


  1. Difficulties. If you have any difficulties in coordinating with your group members, contact me as soon as you can.  I do not do peer review ratings at the end.  I totally focus on final output.  If there is significant inequality of workload, provide a very brief report of what section one member or a group of members completed by the due date.


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