Are you managing employees in 2026? Then say goodbye to paper employee handbooks.
When was the last time you went digging through your old files for your employee handbook? And even if you found it, would anyone actually read it?
Today’s workforce is accustomed to information that is quick, accessible, and engaging. Few employees want to read through dozens of pages of dense text in black-and-white, Times New Roman font.
Instead, people absorb information better through visuals, short sections, and interactive formats such as videos. These methods have proven to be far more effective for helping people understand and comprehend information provided to them.
Most importantly, you want employees to actually read it. An informed employee who is aware of company policies and expectations will likely follow them.
With that in mind, here are important updates to consider as you revise your employee handbook this year.
The CROWN Act: New Pennsylvania Employment Law Effective January 2026
In Pennsylvania, effective January 24, 2026, the Pennsylvania Human Relations Act now prohibits discrimination based on hairstyles and head coverings under the new CROWN Act. This law expands the definition of “race” and “religious creed” to include traits historically associated with race and ethnicity, including hair texture, hairstyles, and head coverings.
For employers, this means workplace policies on grooming, dress codes, and appearance standards must be reviewed and updated now. Any grooming policy that has not been evaluated since this law took effect may expose your business to a discrimination claim under Pennsylvania law.
AI and Technology Use Policies Are No Longer Optional
Five years ago, an AI use policy in an employee handbook would have been unusual. Today, not having one creates real risk for Pennsylvania employers. Artificial intelligence and other emerging technologies are becoming a part of our daily work. While AI can be a powerful productivity tool, it must be used responsibly.
Employers should clearly outline their expectations for technology and AI use in their handbook. AI tools may be used to assist with work product, but employees remain fully responsible for the accuracy and quality of anything they publish or submit.
Another important consideration for employers is that AI should never be the sole basis for employment decisions. This includes hiring, firing, discipline, promotion, and performance evaluation.
Finally, confidentiality is another major concern. Employees should be instructed to use only company-approved AI tools for legitimate business purposes and should never upload confidential or proprietary information to public or unapproved AI systems.
This is not a complete list. AI technology is evolving very quickly. Employers should remain vigilant and contact our office to discuss what other safeguards are vital in implementing AI use in the workplace.
Persisting Remote Work Culture
Expectations around remote work continue to evolve. Even though it has been six years since the COVID-19 pandemic sent everyone home to work from their couches, many employers still do not know how to manage it effectively.
Some common WFH questions employers have include:
- Should the employer pay for home internet service?
- What about electricity or equipment used?
- Is the employer responsible if the employee is injured while working from home?
While not every situation can be predicted, having a clear policy in place helps mitigate those uncertainties.
A clear policy helps answer these questions before they become disputes. At minimum, your remote work policy should address:
- Defined work hours and availability expectations
- Safety responsibilities for remote workspaces
- Equipment and expense reimbursement
- Monitoring and technology use
- Remote work location changes
- Expectations for professionalism in digital communications
Common Missteps Pennsylvania Employers Still Make
Even if you are ahead of the game and feel like you have a handle on the concerns above, many employers still overlook key issues that are worth reiterating here.
At-Will Employment Language
Many handbooks simply state that employment with the company is “at-will.” Unfortunately, not all employees know what “at-will” means.
What is at-will employment in Pennsylvania?
At-will employment means that either the employer or the employee can end the employment relationship at any time, for any reason or no reason at all, as long as the reason is not illegal, such as discrimination or retaliation. There are some exceptions, including written employment contracts, union agreements, and certain public policy protections.
Including a succinct explanation of “at-will” can prevent future confusion about the nature of the employment relationship. Your handbook should clearly state that it is not an employment agreement or promise of continued employment.
Overcomplicating the Handbook
It is enticing for employers to include every policy they think they need to protect themselves. In many instances, these policies are overly dense with legal jargon and technical language, which make employees less likely to read them. Shorter sections and plain language can go a long way to help employees better understand company policies. In the end, edits or updates won’t matter if the employee does not bother to read the handbook.
A printed handbook that sits in a desk drawer or filing cabinet is unlikely to be consulted regularly. Digital versions are easier to distribute, search within, and update when needed.
Even better, employers can streamline their onboarding process by accompanying the handbook with short training videos or onboarding presentations that walk new employees through the most important policies.
If your dusty and dense handbook needs some updating, please feel free to reach out to our office for more information!
Work With an Employment Attorney Near You
Employee handbooks are one of the most practical tools a small business has, and one of the most commonly neglected. If your dusty and dense handbook hasn’t been reviewed since before the CROWN Act, before the rise of AI in the workplace, or before remote work became standard practice, it is time for an update.
High Swartz LLP is a full-service law firm serving Pennsylvania employers from offices in Norristown, Doylestown, Feasterville, and Wayne. Our employment attorneys help small businesses throughout Pennsylvania review, update, and implement compliant employee handbooks. Contact us to get started.
