Hiring your first employee feels like leveling up from solo sprinting to relay racing, and the baton is your culture. Before you post that job ad, set a foundation that is clear, fair, and legally sound. The right policies save you from headaches, hard lessons, and surprise invoices, and they make your tiny rocket ship look credible to candidates who have options. If you have ever skimmed a startup blog at 2 a.m., you know there is plenty of noisy advice.
This guide filters the signal with plain language and a dash of paranoia. If you prefer a shortcut, thoughtful startup consulting can translate these ideas into solid templates that match your market, stage, and risk tolerance. Below are the ten policies to finalize before the first person signs an offer, so you start strong, stay compliant, and keep morale high from day one.
Describe your hiring stages from application to offer. Spell out who screens resumes, who conducts interviews, and how decisions are made. Include how you define the role, where you post jobs, and the criteria you use to evaluate candidates. Add a clear statement against discrimination, along with accommodations for candidates with disabilities.
A documented process keeps bias in check and prevents last minute improvisation. Candidates notice consistency, and it reflects your values. It also protects you if a rejected applicant raises concerns about fairness or accessibility.
Explain how you set salary bands, equity ranges, and any signing bonuses. Define exempt and nonexempt roles, pay schedules, and how overtime is calculated and approved. If you offer equity, outline the vesting schedule, cliffs, and what happens upon termination.
Misclassifying employees can produce dramatic penalty bills. Put rules in writing so managers do not promise perks you cannot deliver. A transparent structure avoids awkward renegotiations and helps close great candidates quickly.
State your expectations for respectful behavior in the office, in chat tools, and in any work related setting. Define prohibited conduct, including harassment, bullying, and retaliation. Provide multiple reporting channels, at least one outside the direct manager, and commit to prompt, impartial investigations.
Explain what happens after a report is made, who investigates, and how confidentiality is handled. Promise protection from retaliation and give examples of corrective actions. This sets a tone of psychological safety from day one.
Clarify standard work hours, core collaboration windows, and expectations around responsiveness. Describe how time is tracked, how breaks are taken, and how overtime must be preapproved. For flexible schedules, note how to document hours and how availability is communicated to teammates.
Local rules around overtime and breaks change often. Bookmark official resources and make one person responsible for updates. Your policy should reference the current law and your timekeeping system, not a manager’s memory.
Outline paid time off, sick leave, parental leave, and any unpaid leaves that may apply. Describe eligibility, accrual, carryover, and how employees request time off. Include how holidays are observed, what happens if a holiday falls on a weekend, and whether your company closes between major holidays.
Clarity prevents calendar drama. Set minimum notice for planned vacations, define blackout periods if needed, and require documentation only when appropriate. Treat sick time as a health tool, not a test of loyalty.
Explain which employees are eligible for health insurance, dental and vision, disability coverage, and retirement plans. Note waiting periods, enrollment windows, and who pays what. If you offer stipends for wellness or home office equipment, specify amounts, receipts, and renewal dates.
You may not launch every benefit on day one. Say so, and document your plan to review options at headcount milestones. Candidates appreciate honesty about timing and costs, especially when equity is part of the package.
Require all employees to protect confidential information and assign inventions and work product to the company. Explain what counts as company IP, including code, designs, data, and documentation. Make it easy to understand what can be shared publicly, and what belongs in private repositories.
Founders often blur lines between personal projects and company work. Add language that clarifies preexisting IP and the process for disclosing side projects. This prevents disputes when someone revives an old repo that looks suspiciously like a product feature.
Define who can work remotely, which time zones you support, and how often in person gatherings occur. Set rules for equipment purchase and reimbursement, along with expectations for maintaining devices. Include standards for home office setups, from ergonomics to a stable internet connection.
Detail security requirements like multi-factor authentication, password managers, and automatic screen locks. Require employees to separate personal and work data, and to report lost devices immediately. Include guidance for working in public spaces so company secrets are not shared with the coffee line.
Describe how goals are set, how feedback flows, and the cadence of check ins. Create a simple probation period for new hires, with clear expectations and documented progress. Outline how performance improvement plans work, including timelines and review steps.
Make feedback normal, specific, and kind. Encourage managers to catch wins out loud and to address issues early. A rhythm of short written updates beats the anxiety of surprise reviews.
Cover physical and digital safety. Document building access, visitor sign in, and emergency procedures. Include incident response for data breaches, phishing attempts, and suspicious behavior. Provide a contact tree so employees know exactly whom to call when something feels off.
Explain how you investigate, communicate, and prevent recurrence. Promise timely updates, not silence. People will forgive a mistake faster than a cover up, and your customers will appreciate your transparency.
Collect all policies in a single handbook that is easy to navigate and easy to update. Share it as part of onboarding, then walk through the highlights in a welcoming tone. Ask employees to sign acknowledgments and store them with other personnel documents. Include a spot for questions so people can flag gaps you did not notice in drafting.
Policies grow stale. Schedule a quarterly review, even if it is a short one. Track regulatory changes, product pivots, and new office locations. When you update a policy, call out what changed, why it changed, and the date it takes effect. Assign a clear owner, review with managers, and send a crisp summary so no one misses the memo.
Your first hire is a milestone, and your policies are the invisible scaffolding that keeps the structure safe while you build. Treat them as living documents, not stone tablets. Keep the language human, test the processes you write, and revisit them as your team grows. Clarity creates trust, and trust frees people to do excellent work. You will have plenty of unknowns in a startup. HR should not be one of them.