When to Update Your Policies (February 2026 TogetHR Times)
HR Policies aren’t something you should just “set and forget.” While it’s tempting to treat your handbook or policy manual as a one-time project, the reality is that policies need regular attention to remain useful, compliant, and aligned with how your organization actually operates.
Outdated policies sitting on a shelf (literal or virtual) can create confusion, expose employers to legal risk, and quietly erode trust when employees realize the rules don’t match reality.
Why Policy Updates Matter
At their best, employee policies serve a few critical purposes:
They help ensure compliance with current laws and regulations
They provide clarity and consistency for employees and managers
They set clear expectations for behavior, performance, and accountability
They reduce legal and financial risk
They reinforce company values and workplace culture
But those benefits only exist if policies reflect today’s laws, workforce expectations, and business practices. When policies fall behind, they can quickly become a liability instead of a support.
Consider a few common examples:
A handbook written pre-pandemic that never addresses remote or hybrid work
A social media policy that predates modern platforms and online brand risk
A leave policy that doesn’t reflect newly mandated state or local paid leave laws
The issue isn’t just technical noncompliance, it’s about inconsistency, frustration, and confusion for both employees and managers. Policies should evolve as your organization and the world around it changes.
Changes in Employment Law
This is the most time-sensitive reason to review your policies. Employment laws change constantly at the federal, state, and local levels, and your written policies should reflect those changes.
Common legal triggers include:
New or amended paid sick leave, family leave, or scheduling laws
Minimum wage increases or changes to exempt salary thresholds
Expanded protections related to harassment, discrimination, or accommodations
For employers operating in multiple states, this can be especially complex. A compliant sick leave policy in one state may fall short in another. State-specific addendums or policy supplements are often necessary to manage these differences and reduce risk.
Shifts in How and Where Work Gets Done
Hybrid and remote work have fundamentally changed how many organizations operate. If your policies still assume everyone is on-site, working the same hours, and supervised the same way, gaps are almost guaranteed.
Policies often need updates around:
Attendance, time tracking, and overtime for remote employees
Equipment use, stipends, or reimbursement
Cybersecurity and data protection
Work-from-home eligibility and expectations
Communication norms and boundaries around availability
Clear policies help prevent inconsistent enforcement and ensure employees understand what’s expected, no matter where they’re working.
Business Growth or Structural Change
What works for a small team often breaks down as an organization grows. Adding employees, layers of management, locations, or business lines usually require policy updates.
Triggers include:
New job classifications or compensation structures
Revised reporting relationships
Changes to benefits eligibility or offerings
Cultural Shifts and Workforce Expectations
Not all policy updates are driven by law or structure. Sometimes the workforce changes and policies need to catch up.
Common areas for review:
Dress codes that are overly rigid or outdated
Leave policies that don’t account for mental health
Handbook language that feels exclusionary or out of step with company values
Expectations around respect, professionalism, and communication
Updating policies to reflect modern norms signals that the organization is paying attention and values a respectful, inclusive workplace.
When Policies Simply Aren’t Working
Sometimes the clearest sign a policy needs updating is that it’s routinely ignored, misunderstood, or inconsistently enforced.
Red flags include:
Frequent questions or confusion
Different interpretations across teams or managers
Employee complaints or frustration
Policies that create unintended consequences
If a policy isn’t achieving its purpose, it’s time to revisit it.
Practical Tips for Staying Current
Schedule an annual review of your handbook and key policies
Track legislative changes in all jurisdictions where you operate
Assign clear ownership for policy maintenance
Use employee and manager feedback to identify gaps
Consult HR or legal professionals as laws and practices evolve
Employee policies aren’t just compliance documents. They’re everyday tools that shape expectations, behavior, and culture. Keeping them current helps protect your organization, support your people, and demonstrate thoughtful leadership. The best time to update your policies is before a problem forces you to.
By Joan Klopfer
