How to Find and Use Images for an Employee Handbook

Imagine this: You’ve just been handed your employee handbook on your first day at a new job. As you begin flipping through the pages, you are met with dry, boring paragraphs of text. Are you inspired to read on, or do you feel overwhelmed?

Now, picture a different scenario: You’re given an employee handbook where the text is interspersed with images, infographics, and/or illustrations. The balance of text and visuals makes the content much more approachable.

Images can transform your employee handbook from an intimidating wall of text into a lively, engaging, and even enjoyable read. Visual elements don’t just make your handbook look good; they aid in comprehension, retention, and overall interaction with the document. When you emphasize design, you’ll make your employees feel how much they matter to your company.

We touch on images and design work in the “The Pep Work” section of our How to Write Policies & Procedures guide, but let’s dive a little deeper on adding images to your employee handbook.

3 Reasons to Include Images in Your Employee Handbook

Your handbook should be an engagement tool, not a bore. After you’ve identified what to include in your handbook, you’ll want to determine how to present the content so it’s easy to understand. One simple fix is to use headers, subheaders, and bulleted lists. 

We recommend taking it a step further by using visual elements to break up large chunks of text. Your handbook content can be made more approachable by including images, diagrams, and infographics. 

Images do much more than make your employee aesthetically pleasing. Here are three reasons to include images in your employee handbook.

#1 – Emphasize Key Information

Images can draw attention to and highlight important points, enabling readers to grasp and remember vital information. Infographics, flowcharts, and diagrams can condense and clarify complex data, making it more accessible and memorable.

Plus, easy-to-digest design is helpful from a legal standpoint. A well-executed employee handbook illustrates that you take your policies seriously and have invested the necessary time to ensure employees understand them.

#2 – Reinforce Company Culture

Visuals can also help strengthen company culture. Images that mirror the company’s values, diverse workforce, events, and overall atmosphere can foster a strong sense of identity and belonging among employees. You can make your handbook more personalized and relatable by including photos from company events or other illustrations that symbolize what your organization is all about.

Here’s an example from the Rocket Whale handbook, created using Blissbook.

#3 – Cater to Diverse Learning Styles

By incorporating images, the employee handbook becomes more accessible to employees who learn better with visual aids. The inclusion of visuals ensures all types of learners are engaged, making the content more inclusive.

Types of Images to Include in an Employee Handbook

A well-rounded employee handbook uses various images to convey information, add visual interest, and reinforce your company’s culture and brand. Here are some types of visuals you may want to consider adding to your handbook.

Photographs 

Photographs offer a realistic depiction of your company and its people. Use pictures to showcase:

• Company Events: Photos from office parties, team-building exercises, retreats, or community service events can foster a sense of community and show your company’s culture in action.
• Employees at Work: Candid photos of employees engaged in their work can make the handbook feel more personal and relatable.
• Office Spaces: Photos of your office space, common areas, meeting rooms, or fun spots like the company cafe or game room can add a nice, personalized touch.

This example is from Cengage’s handbook, created in Blissbook.

Illustrations and Graphics 

Illustrations, icons, and graphics are excellent tools for distilling complex ideas into easy-to-understand visuals. Consider using:

• Flowcharts: Perfect for outlining processes or hierarchies within your company, such as the reporting structure or decision-making processes.
• Infographics: Simplify and illustrate data-heavy information, such as benefits packages or diversity statistics.
• Icons: Emphasize key points or cue transitions to different sections or topics in the handbook.

Here’s an example of how Accolade used a graphic inside Blissbook to illustrate the company’s cultural cornerstones.

Screenshots

Screenshots provide step-by-step visual guidance, which is especially useful for demonstrating digital tasks.

• Using Company Software: Screenshots showing the steps to use specific company software can aid in digital onboarding. If you’re using Blissbook, you could also embed animated images or videos here.
• Filling Company Forms: Screenshots can also guide employees through filling out important or complex forms, making the task less daunting.

Diagrams

Diagrams can provide structure and layout information in a concise visual format.

• Organizational Structure: A diagram showing the company’s hierarchy helps employees understand their position within the organization.
• Workplace Layout for Safety Guidelines: A floor plan or layout of the office showing safety exits, equipment locations, etc., can be critical for communicating safety protocols.

PDFs

Blissbook (and possibly other digital handbook software) allows you to embed PDFs as thumbnails (or links, but we’re focused on images here!). This allows you to add very detailed info in a small footprint that employees can interact with to get more information.

• Other Documents: Embedding other documents like a benefits overview or your code of conduct allows you to include a large amount of content without bogging readers down in details that may not be relevant to them right then.
• Forms: If you’ve got a policy or procedure that references a form, you can put the form right there for people to download, print, or use.

Where to Find Suitable Images

There are several avenues to consider when looking for images that best fit your organization’s narrative, tone, and content. 

Here are some top sources to get you started.

In-House Resources

The best images for your employee handbook can often come directly from your company. This can include photographs from company events, pictures of your office and staff, or designs and graphics already used in your company branding. Your marketing, communications, or in-house design team may be able to help you with this. They usually have a repository of photos at the ready that they can share with you.

If you choose to use photos of your employees, get a photo release from each person. You don’t want to be forced to review and update your handbook every time an employee leaves the company.

Stock Photo Websites

Numerous stock photo websites offer a wide array of images for commercial use. Sites like Shutterstock, Unsplash, Pexels, and Pixabay have extensive libraries of high-quality photos and illustrations you can use in your handbook.

It’s essential to be aware of copyright laws when sourcing images. Always ensure you have the right to use an image before including it in your handbook. With stock photos, this usually means buying the correct license.

Custom Images from Graphic Designers

Consider leveraging your design team or hiring a professional graphic designer for illustrations, infographics, and other visual content. They can create unique images tailored to your brand identity and the specific content in your handbook. 

When working with a design team, specifically ask them to identify areas where you can replace (or supplement) copy with visual elements. Empower designers to make suggestions to improve your handbook. By the time you’re incorporating images, you might have a hard time seeing your handbook with fresh eyes, so trust the experts.

How to Use Images in an Employee Handbook

Here are some factors to consider when inserting images into your handbook.

Placement of Images 

Strategically placing images can improve the readability of your handbook. You should place images close to the relevant text to provide visual context and make the content more engaging and understandable.

Size and Resolution of Images

Ensure the images you use are of high quality with appropriate resolution. However, also be mindful of the size; overly large images might make the document difficult to load or print. If you’re using Blissbook, check out our help article on image sizes.

Consistency in Style and Appearance

It’s good to maintain a consistent style and appearance for your images throughout the handbook. This consistency enhances the visual appeal and helps reinforce your brand identity. Ask your marketing department for brand guidelines.

Use of Captions and Annotations

Captions and annotations provide additional context and clarity to your images. They highlight key points and guide the reader’s attention to specific parts of the image.

Ensuring Accessibility

Incorporate alternative text (alt text) descriptions for your images to ensure your handbook is accessible to all, including those using screen readers. Alt text is a brief description of the image that Braille devices can read aloud or interpret.

Examples of Effective Image Use in Employee Handbooks

Many employee handbooks are memorable because they capture attention with engaging content, especially visuals. To further illustrate the effective use of images in employee handbooks, let’s look at some real-world examples:

1. ABB

ABB, an automation company, used Blissbook to create its handbook. The company adopted a minimalist approach, opting for simple icons that are immediately recognizable. This enabled ABB to break down complex concepts into digestible information, enhancing readability.

2. Valve Corporation

Valve Corporation, a video game developer, uses visuals in its employee handbook to reflect its creative culture. The handbook features illustrations and comic-like narratives, with characters guiding readers through the company’s policies and structure.

The imaginative use of graphics keeps the reader engaged while communicating essential information.

3. SWBC

SWBC, a financial services company, used historical images to demonstrate key moments in the company’s history. These photographs help employees understand more about the company’s journey and growth. This historical perspective can instill a sense of pride and connection among employees. Oh, and did we mention this was created in Blissbook?

Use Blissbook to Create Visually Compelling Handbooks

Images are integral in transforming your employee handbook from a dull, text-heavy document into an engaging, comprehensive guide. From photographs to diagrams, the strategic use of visuals can enhance your handbook’s readability, comprehension, and overall appeal.

However, curating and integrating these images requires a streamlined platform that is user-friendly and efficient. That’s where Blissbook comes into play. With a comprehensive suite of tools and features, Blissbook makes it simple to create attractive handbooks that reflect your company’s identity and values.
Don’t settle for a run-of-the-mill handbook. Start your journey with Blissbook today.