When it comes to setting a professional tone for your workplace, nothing beats a well-produced employee handbook. Far more than just pages of policies, your handbook can represent your organization’s culture, help with legal compliance, and serve as an everyday reference for your team. At Dumont Printing, we’ve guided countless organizations—large and small—through the journey of bringing their handbooks to life in print. We’d like to share our top five best practices for printing employee handbooks, ensuring your document is both functional and visually impressive.
1. Choose the Right Binding for Durability and Ease of Use
The binding you select affects not only the handbook’s lifespan but also how often your employees actually consult it. At Dumont Printing, we understand that different organizations have different needs:
- Saddle-stitch binding: Ideal for organizations with concise handbooks (typically under 64 pages). This cost-effective method keeps the handbook slim and easy to flip through at a glance.
- Spiral or coil binding: Perfect for handbooks used for reference and training. These lay flat on a desk, making it easy to locate policies during onboarding or team meetings.
- Perfect binding (softcover): For comprehensive handbooks with many sections. Provides a polished look and a sturdy spine, enhancing shelf life.
The right binding strikes a balance between budget, frequency of updates, and usage habits within your team.
2. Focus on Functional Design Elements
It’s not just what’s inside that counts. Smart design decisions can make your handbook much easier to navigate and keep up-to-date:
- Section Tabs: Color-coded or laminated tabs help employees quickly find what they need, reducing frustration and supporting policy compliance. Assign a unique color for sections like HR, Benefits, and Health & Safety.
- Perforated Pages: An acknowledgment page or forms with a perforated edge allow employees to tear, sign, and return critical documents easily.
- Expandable Inner Pockets: Handy for storing the latest memos, updates, or personalized welcome letters.
- Consistent Headers & Footers: Page numbers and section labels make digital references and policy discussions easier across remote, hybrid, and in-person teams.
3. Balance Aesthetics and Readability
The choice of fonts, color palette, and paper finish says a lot about your organization. Yet, clarity and readability always come first:
- Font Style and Size: We recommend a clean, professional typeface like Garamond or Arial in 12pt size. Larger headers catch the eye and help with section breaks.
- High-Contrast Design: Section headers in a distinct brand color (such as a deep blue or your company’s accent) aid recall and user navigation.
- Paper Quality: Matte or silk finishes reduce glare for comfortable reading. A sturdy sheet weight (like 80–100 lb text) keeps pages crisp over time.
- Cover Stock: A heavier, coated cover with your logo and title tells new employees they’re joining an organization that cares about details.
4. Meet Legal and Policy Requirements
Your employee handbook isn’t just informational—it’s a crucial legal document. Our clients are often surprised at how many compliance details can be worked into the print process:
- Clear Legal Disclaimers: The “At-Will Employment” notice and other critical disclaimers must stand out—consider bold type or colored backgrounds for emphasis.
- Revision Dates and Version Numbers: Including these in footers shows the handbook’s currency and supports future audit trails.
- Archival-Quality Print: Legal requirements sometimes specify minimum legibility or archival life. We work with inks and finishes that maintain clarity for years to come.
- Accessibility: Thoughtfully designed handbooks (adequate contrast, readable fonts, clear structure) support legal accessibility mandates for visually impaired employees.
5. Plan for Distribution, Tracking, and Updates
With hybrid workplaces, global teams, and regular policy reviews, it’s never been more important to have a strategy for disseminating and tracking your handbooks:
- Print and Digital Tracking: QR codes printed discreetly on the inside or back cover provide direct access to the current digital version for remote staff and compliance documentation.
- Serial Numbers or Batch Codes: Unique codes let you track who received which version—vital for regulatory environments or confidential updates.
- Update Inserts: Design with pockets or plan for periodic reprints. We also support variable data printing and mailing, making it simple to distribute customized or revised pages as your policies evolve.
- Acknowledgment Forms: Include reply cards or signature pages so HR can record receipt and review electronically or physically.
The Dumont Printing Difference
Our experience spans everything from healthcare onboarding to casino staff training to bank compliance manuals. We believe a professional handbook isn’t just a box to check—it’s a cornerstone for clear culture and seamless operations. We’ll walk you through every option, from format to shipment, ensuring your materials are practical, attractive, and aligned with your brand. Plus, our full-service approach—from design assistance to variable data printing and fulfillment—means you can scale from startup needs to global distribution without a hitch.
Tips for Streamlining Your Handbook Print Project
- Collaborate Early: Work closely with your HR and legal teams before submitting files to print. Finalize policy language and legal notices to avoid costly reprints.
- Request Physical Proofs: Always review a hard-copy proof for color, layout, and paper feel before approving your full run.
- Budget for Quality, Not Just Quantity: Remember, your handbook could influence compliance, engagement, and first impressions for years—invest in professional materials and services.
- Plan for Updates: Policies evolve—ask about our capabilities for small-batch, quick-turn updates or mailing inserts directly to your employees.
Conclusion: Create Employee Handbooks That Truly Work
When you invest in the right print process, your employee handbook becomes more than words on paper—it’s a living tool that builds culture, limits organizational risk, and supports every member of your team. At Dumont Printing, we take pride in guiding organizations of all sizes through the nuances of professional printing and distribution. If you’re ready to give your handbook the finish it deserves, connect with us today to discuss your project. Let’s build a guide your team will actually use—and be proud to own.