The latest column in a series about what it’s like to own a cheese shop explores the value of doing your paperwork
When I felt overwhelmed and exhausted a few months ago, I put it all out there on the page—a bit like exorcizing my inner busy gremlins with a flurry of words. I can’t say I’m any less busy these days, but it certainly felt good to get it all out.
Thank you to everyone who took the time to stand in solidarity with me. While the wiser part of me wants this blog to offer wisdom through experience, the part of me that was freaked out by every wild turn this small business has taken just wants to be seen and scream: “WE ARE NOT ALONE!”
Like any small business owner, I’ve had my fair share of unexpected challenges—some logistical, some interpersonal, and some that have required me to learn a lot more about employment law than I ever imagined. Let’s just say, it only takes one tough experience to remind you why clear communication and strong documentation matter.
The Paper Path to Protection
There are tons of resources preaching about taking your time with recruiting, looking for culture fits, and “hiring slowly.” And while all that preparation is valuable, even the most thoughtful hiring process can lead to unexpected challenges. People change, businesses evolve, and sometimes the fit just isn’t right anymore.
What small business owners can control, however, is how they document and communicate employment expectations. It’s tempting to skip formalities like written job offers, contracts, and employee handbooks—especially when juggling thousands of other responsibilities—but those documents can save you serious headaches later.
Not every situation will go smoothly, and not every separation will be amicable. Having clear, consistent policies and signed agreements in place protects you and your employees when things take an unexpected turn.
The Essential Documents You Need
- Professional Letterhead: Every time I use my formatted letterhead with proper headers and dates, I feel like I’m cosplaying as a responsible adult. That might be imposter syndrome, but I do it and I own it. Start acting like the business owner you want to be.
- Detailed Job Descriptions: While an “evergreen” description might be fine for a job board, once you make an offer, the job description must be explicit and detailed. Every job offer should be provided in writing.
- Employment Agreements: Every person you hire should sign an employment agreement. Some of my employees were surprised by the agreement because they’d never had to sign one before. I was surprised so many employers skip this small legal step that lays out the basic rules of engagement.
- An Employee Handbook: This differs from the agreement. It is a living document that outlines the overarching principles of how your company works. It covers vacation pay, holiday pay, expectations for workplace conduct, legal adherence, and communicates the company’s values and mission. This is the document I am leaning on hardest for the current dispute.
The Takeaway: All new hires must receive copies of these important documents with dated signatures and counter-signatures.
Other Resources
I’m not a lawyer, and I’m sure there are other crucial documents I’m missing. If you have the funds to hire an employment lawyer or HR specialist, please do it. If you don’t, there are resources available from the Small Business Administration (SBA) and Service Corps of Retired Executives (SCORE) offices. Many reputable websites also offer boilerplate documents for purchase.
Alongside this foundational paperwork, most of my non-seasonal new hires complete a ServSafe Handler training and a Training for Intervention Procedures (TIPS) alcohol training. I’ve also created a Cheesemonger Training Checklist (shoutout to Kyra James of Own Your Funk for her amazing work in helping me create this) that new employees study to get started behind the counter.
Just over a year ago, I was in a mad dash: the building didn’t have drywall, my liquor license was new, and I was working with an architect, writing a food plan, and reserving inventory—all to open during the holidays. I was way behind on my search for candidates (a topic for the next post!).
Despite all the chaos, I made sure I had the necessary formalities in place for the people I hired, and I am incredibly grateful for that foresight today.
So now I’d like to toss it back to you, dear readers and fellow business owners. What’s your essential “cover your butt” paperwork or process that helped you manage an unexpected business crisis?
Email me at kimi@lifelovecheese.com with yours.
