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The Practice Management Knowledge Community (PMKC) identifies and develops information on the business of architecture for use by the profession to maintain and improve the quality of the professional and business environment.  The PMKC initiates programs, provides content and serves as a resource to other knowledge communities, and acts as experts on AIA Institute programs and policies that pertain to a wide variety of business practices and trends.

    

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Employee Handbooks: Starting from scratch!

  • 1.  Employee Handbooks: Starting from scratch!

    Posted 05-24-2017 06:43 PM
    A member contacted me yesterday about employee handbooks. As part of a recently established firm, they were looking for more information about employee handbooks: what to include in them, perhaps some examples. 

    • If you've recently created a handbook, what resources did you use to write your own?
    • If you've had a handbook for a while, what are some of the more recent updates you've made to reflect changes in practice?
    • Are there any non-standard policies that you've included in your handbook to great success?
    • Do you have any partial or full examples that you'd like to share?
    • Any words of wisdom not otherwise prompted by the questions above?

    Thanks!

    ------------------------------
    Emma Tucker
    Specialist, Knowledge Communities
    The American Institute of Architects
    Washington DC
    ------------------------------


  • 2.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-24-2017 07:16 PM

    To follow up, here are the few resources I've been able to send so far:

     

    • The Architect's Handbook of Professional Practice, Fifteenth Edition (AIA Store or library) has a couple mentions of employee handbooks:
      • Chapter 5, section 9, (pages 281-282) has a couple paragraphs about employee handbooks, including tips such as:
        • Employee expectations may vary based on location
        • Employment standards may vary based on state regulations
        • Consult with your state's industrial relations board or an attorney who specializes in labor/employee relations.
      • On page 453 (Chapter 8, section 1) of the AHPP there is a sample employee handbook table of contents.
      • I'd also suggest reviewing the entirety of Chapter 8 in the AHPP, which is on Human Resources. In particular, section 1 is a Human Resources Management Overview, but the others may also be useful.
    • From the Iowa Women in Architecture Best Practices, there is a two page section (pages 66-67 of the document) in the Communications chapter that is specifically about maintaining a written employee handbook, but the entire document includes other recommendations on policies that may prove useful.
    • In the book Law for architects: What you need to know by Robert F. Herrmann and the attorneys at Menaker & Herrman LLP (AIA store or library), chapter 6 is based on the question "What employment issues do I face as an architect?"

     

    Of course, I've also directed the member with the original question to this discussion board, so your recommendations are much appreciated!



    ------------------------------
    Emma Tucker
    Specialist, Knowledge Communities
    The American Institute of Architects
    Washington DC
    ------------------------------



  • 3.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-25-2017 05:34 PM

    There are so many changes happening right under our noses, that we invested about $1,000 to pay an HR consultant to bring our employee manual current and in compliance with state and national labor laws. She continues to keep us informed of changes we need to make to remain compliant.

     

    Most recently this included employee leave rights for domestic violence, sexual assault or stalking. Some is so subtle that I plan to continue using a professional for our employee handbook.

     

    The Society for Design Administration (SDA) website www.sdanational.org has forums and discussions where members share information on such topics as HR, contracts, finance, etc. Members also have access to forms and templates useful to the A/E industry, including job descriptions.

     

    Also recommended is Employment Practice Liability insurance (EPL). This does not relate to your direct question, but something that's become a hot topic recently. Obviously this is not something you make known to our employees, but it's relatively affordable protection, just in case...

    Employment practices liability insurance, known in the trade as EPL insurance or EPLI, provides coverage to employers against claims made by employees alleging discrimination (based on sex, race, age or disability, for example), wrongful termination, harassment and other employment-related issues, such as failure to promote. 

     

    Betsy Nickless, SDA/CDFA

    Business Manager
    SDA National Past President
    Canstruction
    ® Orange County Co-Chair

    MARK SCHEURER ARCHITECT

    20250 Acacia Street, Suite 260

    Newport Beach, CA 92660

    949•483-8688

    BetsyN@msa-arch.com

     

    MSA LOGO Iconimage012.png@01D1C650.E57FB410 image013.jpg@01D1C650.E57FB410 image014.jpg@01D1C650.E57FB410Twitter-pink                                                                                                                

     






  • 4.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-26-2017 06:28 PM
    when people  ask me  if i'm enjoying retirement i'm just going to refer them to this letter.  no offense to the writer  is  intended, the world  we have to inhabit  is getting less hospitable by the minute.






  • 5.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-25-2017 05:47 PM
    As an architect, labor law is something that I didn't particularly study in school, nor did I have any desire to do so. Nor do I have the stomach to keep up with the subtle differences between state and federal case-law and state and federal legislation that seemingly changes on a daily basis. Especially in my home state of California. I wouldn't expect an HR law expert to know how to design their own building, and I sure wouldn't expect that to be the best use of an architect's time would be to write their own employee manual. I would especially believe that to be the case for an architect who is just starting a new business and needs to focus on business development.

    Here are a couple of ideas: 1) Find an HR consultant in your area and have them write one for you and keep it updated on a regular basis. I did this and it cost about $1,500. Prices may have changed since then, but its probably less that you think. 2) Being a small business with new employees, you will also probably need a payroll service to assist in preparing payroll and payroll related reporting to the government. Have your payroll service prepare and maintain an employee manual for you. Many payroll services (Such as ADP or Paychex) offer this service as an add-on your normal payroll processing.

    In either of these scenarios (I've done both) you should be given a questionnaire or have a sit-down interview with the people preparing your firm's employee manual. Your answers will then tailor the final product to truly be individualized to your firm - but compliant with the law.

    Hope this helps. There are many more important things a new design firm owner can do than write their own employee manual. That would be my advice.

    All the best,

    ------------------------------
    Gordon Rogers AIA
    EAS Department Executive
    Kitchell CEM, Inc.
    Rocklin CA
    ------------------------------



  • 6.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-25-2017 06:31 PM

    Emma,

     

    If your members firm has an SDA member, they can get help creating an employee handbook for their firm.

    We have members all over the US and Canada who can collaborate on employee handbooks.

    www.sdanational.com

     

    Kind regards,

     

    Natalie Newman, SDA | Administrative Assistant

     

    JENSEN HUGHES

    Advancing the Science of Safety

     

    2099 S. State College Blvd. | Suite 540 | Anaheim, CA 92806

    O: +1 714-450-1700 ext. 70012

    nnewman@jensenhughes.com | www.jensenhughes.com

     






  • 7.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-25-2017 07:25 PM
    We have an employee handbook that Quality Transitions (www.qualitytransitions.net) created for us.  Basically, he collaborated with us to edit his boiler plate, really solid RI Handbook.  I'm sure if you contacted Dave Nichols, and mentioned my name, he would share his standard document for your state and help you customize it for your firm.  For less than $500, it has been worth every penny.

    He also provided all the necessary employee forms.  He's a great resource and has helped me hire and fire, the right way.

    --
    Frank C. Karpowicz, AIA LEED AP BD+C
    Certified Passive House Consultant

    F | K | A
    Frank Karpowicz Architects
    26 South County Commons Way
    Unit A5
    Wakefield, RI 02879
    401.782.4604





  • 8.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-26-2017 08:33 AM

    Members may find it helpful to contact the Society for Human Resources Management (SHRM) www.shrm.org  to locate a consulting professional knowledgeable in federal and state employment statutes who can assist with preparation of an employee handbook. Handbooks are legal documents that play a role in guiding management as well as defending the firm when disputes occur with employees. They should be prepared and periodically updated by knowledgeable parties.

     

    Phil

     

    Phil Kabza FCSI CCS AIA

    SpecGuy Specifications Consultants

    8812 Bridgeport Bay Circle

    Mount Dora FL 32757

    (704) 367-1991 v

    phil@specguy.com

    www.SpecGuy.com

     

     

     






  • 9.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-29-2017 07:21 PM
    I might have missed it in this discussion, but I am thinking:  "why do you need an Employee Handbook ?"  The corollary thought is that the only employees that I have had that ever cared about an Employee Handbook were employees that I ultimately didn't want.  Just think'in.

    ------------------------------
    William Adelson AIA
    Senior Manager, AOR
    SunPower Corporation
    San Diego CA
    ------------------------------



  • 10.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-30-2017 05:29 PM
    While I agree, any HR person will tell you that a manual is supposed to  be there to protect you when that one employee you don't want makes a case that they were let go without cause.

    ------------------------------
    Betty Trent AIA
    Architecture Plus
    Austin TX
    ------------------------------



  • 11.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-30-2017 05:48 PM

    If there ever happens to be a dispute by an employee, the Employee Handbook will be looked to for company policy, etc.

     

    It calls out procedures for violation of company policy, paid holidays, etc. Better safe than sorry.

     

    Betsy Nickless, SDA/CDFA

    Business Manager
    SDA National Past President
    Canstruction
    ® Orange County Co-Chair

    MARK SCHEURER ARCHITECT

    20250 Acacia Street, Suite 260

    Newport Beach, CA 92660

    949•483-8688

    BetsyN@msa-arch.com

     

    MSA LOGO Iconimage012.png@01D1C650.E57FB410 image013.jpg@01D1C650.E57FB410 image014.jpg@01D1C650.E57FB410Twitter-pink                                                                                                                

     






  • 12.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-30-2017 05:54 PM
    William, that is a good question.  I would say for a very small firm an employee handbook may not be needed.  However, in our case, with 20+ employees, and in larger firms, there are policies that really need to be put in writing.  It is a good way to avoid confusion and ambiguity when different people have different opinions about certain policies.  Having said that, it is also nice to work in a place that has enough flexibility regarding written policy to allow things to be adjusted for special circumstances.

    The term "handbook" is a bit misleading, at least in our case, because it may only be a few pages.  Regardless of its length, it is the place to document your policies for taking time off, flex time, holidays, bereavement, etc.  You also need to document benefits such as insurance, 401k, continuing education, etc.  Various HR policies and office standards may also be documented in an employee handbook.  It is actually a benefit for employees to have a place to reference these kinds of things.
    Regards,
    Brad A McKenzie, AIA
    Project Architect
    SAPP DESIGN ASSOCIATES ARCHITECTS
    3750 S. Fremont Springfield, MO 65804
    P417-877-9600 (ext. 228)  F417-877-9696  E: mckenzie@sdaarchitects.com
    www.sdaarchitects.com | Facebook Twitter | CONFIDENTIALITY NOTICE





  • 13.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-30-2017 06:49 PM
    An employee handbook protects the Architect/Firm as much as it provide guidance to your employees.  It gives your managers a fair and objective way to deal with employee requests, disciplinary issues as well as set policies regarding appearance, behavior, etc. There's really no reason you should have to start from scratch as there are a number of boilerplates available online (check the Society for Human Resource Management website for a sample).

    With regard to Mr. Adelson's comment, having that handbook in place and acknowledged by the employee can give you better standing in dealing with those employees whom you "ultimately [don't] want".  

    We update ours every few years to deal with ever-evolving trends, such as visible tattoos, music headphones and social media policies; these are factors that were not even imagined in years past.







  • 14.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-31-2017 06:40 PM

    All great comments. Don't forget to include in your employee handbook at-will employment (for California and probably other states), EEO, anti-harassment language, leaves that are now required due to recent legislation (meal and rest periods), that the company owns email communication, etc.

     

    A wise investment of $1,000 to hire someone to assure that your handbook is in compliance with all labor laws.

     

    Also a signed  acknowledgment that the employee has received a copy of the handbook and agrees that they are responsible to read and abide by the policies contained therein, that the firm may change policies from time to time, the firm may change the employees hours, wages, and working conditions. It's carefully crafted to cover the employer.

     

    If you're in California and need someone to help with your handbook, I can highly recommend Anita Nygaard of www.e365hr.com

     

    Betsy Nickless, SDA/CDFA

    Business Manager
    SDA National Past President
    Canstruction
    ® Orange County Co-Chair

    MARK SCHEURER ARCHITECT

    20250 Acacia Street, Suite 260

    Newport Beach, CA 92660

    949•483-8688

    BetsyN@msa-arch.com

     

    MSA LOGO Iconimage012.png@01D1C650.E57FB410 image013.jpg@01D1C650.E57FB410 image014.jpg@01D1C650.E57FB410Twitter-pink                                                                                                                

     






  • 15.  RE: Employee Handbooks: Starting from scratch!

    Posted 05-30-2017 08:34 PM
    Emma--

    I have attached two sections of our office manual.  The first is "Personnel Practices", and the second is "Project Records".  We consider them works in progress, as they are tweeked from year to year.  They were sourced from AIA documents published in the 1980's and 1990's; and they have served us well during the past 30 years of professional practice.   


    ------------------------------
    Michael Chait
    Chait & Company, Inc.
    North Hollywood CA
    ------------------------------

    Attachment(s)

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    OMSECA2016.pdf   153 KB 1 version
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    OMSECF.pdf   92 KB 1 version