Making a sandwich or just rewriting your staff handbook?

Camping Magazine, July-August, 2002 by Kim Wenzl

Believe it or not, rewriting (or writing for the first time) your staff handbook is much like the experience of making a really good sandwich! Camp Illahee decided a few years ago that our staff handbook needed a major overhaul after hearing Michael Brandwein's inspiring workshop, "Manual Dexterity" at the American Camping Association National Conference in Chicago (1999). Our "old" staff handbook had really good stuff" in it, but unfortunately, once in the hands of the staff before camp began, it was rarely looked at or even referred to again. A year later, we had a new handbook to mail to our staff before the start of orientation -- one with a completely different look (inside and out) from the one used in the past. You might consider going from the old" to a "new" staff handbook in much the same way as you make a sandwich -- from choosing the bread" (cover) to deciding on the "meat," "cheese," and "condiments" (topics/subtopics).

How Do You Intend to Use Your Staff Handbook?

Although the opening paragraph may have whetted your appetite, unfortunately, we're not quite ready to start making that sandwich just yet. The first question that you need to ask is "how do you intend to use your staff handbook?" The answer to that question will drive the rewriting of your current piece. Here are some options to consider:

* Will it be sent to staff prior to the start of camp?

* How will it be used during staff orientation?

* Will there be a handbook "test?" If so, will it be on paper or online?

* Will it be used during other staff meetings throughout the summer?

* Will it be an ongoing reference?

* Will staff turn it in at the end of the summer and updates made for next year (recycle) or will a new handbook be sent each camp season?

What Will You Call Your Handbook?

Once the intent of how your handbook will be used has been established, the next step in the process is to name it. You might call it simply "Handbook" or "Manual" or perhaps use a creative descriptor as did one participant in The Nuts and Bolts of Revising Your Staff Handbook session at the 2002 ACA National Conference. The participant suggested the name, "Compass," because the handbook will be providing direction to staff.

The Outside -- Bread or Roll?

Now the fun begins -- it is time to start thinking about making that sandwich! Based on how your handbook will be used, you are now ready to consider what it will look like on the outside (bun or croissant? white or wheat? 6-inch or a footlong?). Take a look at various books on your shelf to get a feel for different sizes and styles -- pick one that works best for you! Some ideas for the style and size of the handbook cover are:

* A three-ring view binder -- which allows pages to be added if necessary or provides dividers and notebook paper at the end for staff to organize their own notes and additional handouts.

* Spiral-bound or stapled booklet.

* Folder or other report cover.

* 8 1/2- by 11-inch cover or smaller.

* A compact handbook to easily fit in a backpack or other bag carried by staff.

The design for the cover also lends itself to several options:

* Add your camp logo.

* Use one or more photos.

* Choose between a four-color or black-and-white design.

* What type of paper will be needed -- heavier weight paper for dividers, colored paper, three-hole punched paper, and/or notebook paper to include for notes?

* What type of cover will be used -- a binder, a paper folder, etc.?

The Inside -- Meat and Cheese

Now it's time to finally think about the inside of your staff handbook. Examine your "old" handbook and write each topic! subtopic on an index card. Spread the index cards on a table and find "themes" or headings that could be grouped together and classified as one major idea. Next, choose the "meat" and "cheese" of your handbook -- those topics that are critical to the understanding of working with children in your camp setting. It is important to choose an opening that "hooks" your staff so that they want to read more -- make them thirsty to learn all about the job they are about to undertake! Good openings might include a story, a camper situation that they might have to deal with, a staff! camper/parent quote, or other testimonial. Be creative here!

Next, add a section that covers your camp's philosophy. To help you generate topics for this section, answer the question: "Why Are We Here?" Include your camps mission and also give specifics about how your mission is achieved. Another part of your "meat and cheese" might include "Tools of the Trade. "These are the most important tools with which you feel all staff members should be equipped in order to do the best job possible. Teach these tools during orientation and reteach them continuously throughout ongoing training at staff meetings during the summer. As an example, Camp Illahee's tools are:

1. Setting Expectations Early

2. Listening and Asking Questions Versus Telling

3. How to Have a Group Meeting

4. Giving Positive Praise

5. Respond to EVERY Situation with Patience, Kindness, and Love