Internal Memo / Policies / Staff Handbook / Manual

Introduction

The primary purpose of internal communication is to share information, especially from the human resource perspective. Whilst it is often best to speak face to face or by telephone, this is not always possible. There are various other ways to facilitate communications within the same organisation, whether or not it is located in Hong Kong.

A. Internal Memo

An internal memo (short for memorandum) is a less formal way to send messages between members of an organisation. It is generally not on the company letterhead but in a simple standardised format with headings similar to that of an e-mail - "To", "From", "Date" and "Subject". Instead of e-mail addresses, the "To" and "From" should state the name and the department of the sender and recipient(s). It can also be addressed to a job title (e.g. CFO), the entire department, or company.

The body of the memo should be concise and clear to read, and in a polite and courteous tone. Like most letters, it is best if the memo is made up of three parts - introduction, body, and conclusion.

B. Staff Handbook 

A staff handbook sometimes referred to as an employee handbook, employee manual, or company policy manual is a book that employers give to employees. Not only is it a good idea to provide new employees with the employee handbook on the first day of employment as part of the induction, but it is also a useful reference for existing employees to ensure that they have all the necessary information and if they have any questions. 

A staff handbook is usually created by the human resource department to convey information that employees must know about employment and work. It should be regularly updated as an online resource which can help to reduce the number of questions directed to the human resource department. It is one of the most important documents in human resources, so it should be accurate, complete, and up to date.

C. Content of the Staff Handbook

As stated above, a staff handbook should include employment and job-related information that employees need to know. It usually includes the following types of content: 

1. Culture of the Company

The staff handbook should contain welcome statements, company mission, purpose or vision, company values, company history, the reasons for success, company goals, and objectives. It should provide clear advice to employees on how to contribute to the future success of the company and create a culture of fairness and consistency.

2. Human Resource Information and Company Benefits

The staff handbook should contain human resource information for full-time employees and/or part-time employees regarding their commencement of employment, conditions of employment (e.g. salaries, working hours, holidays and leave arrangements), company benefits, medical benefits, pensions, and termination of employment.

3. Key Company Policies, Rules, and Procedures

The staff handbook should contain key company policies that employees should know about – employee appraisal, promotion, transfer, demotion, salary increase, regulatory requirements, sexual harassment, alcohol and drug use, attendance requirements, confidentiality, privacy policy, disciplinary and grievance procedures, grounds for termination, use of telephones, computer, equipment, internet and email and use of motor vehicles, emergency procedures and for handling work-related injuries.