Hr Professional
Operations, Training & Hr
Talent Acquisition (recruitment,selection
Chanda Batra
Employee Relations
Archana Jog
Management And Soft Skill Training
Manager Fin. & Adm.
Wajiha Hassan
Human Resource
Human Resource
Hr Personnel
Admin + Hr
Hr Generalist/ Office Manager
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dear all
you all will be glad to know that in my office i m going to set up a HR department.now i m so confused and need a little help from all of you that pls sed me all formet that are required for details of the working employees data in office.
thank you
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Hi Ravi,
You may scroll down the post posted in CITE HR through Search button and I am sure you will get lots of formats as desired by you.......
Other then that if you need any specific help you can post that...
my firm is in trading of EXXON MOBIL and having total 8 employee in admin and 15-20 in sale including BM
pls send me format so that i can make the office record .AS i m also new to this office and HR department is also a new experience for this office also presently no data is maintain in this office .so pls send me all the format tht equired to set up a new HR
thank you

Dear Mr. Ravinder
Season Greetings
A HR is established based on the domain specific or functional area of operation. Kindly send me the domain your are willing to setup the HR Dept. In case you need any idea to setup the same, I can forward the HR Tree Structure of our org. If so kindly e-mail me at-
Lead 3- Project Leader,
IT Network Security Specialist,
Asia Pacific Region, Google, India.
Hi Ravinder,

Congratulations on such a challenging assignment. I have done this for three companies so far and its the most exciting experience as a HR person.

Here's is what you can do :

1. Design or download from citehr a format to collect the personal details of all the employees of orgn. ( you can also get their resumes)
2. Create an excel file with all this information. This will be your main Master Employee Database
3. Collect all their educational, previous job documents and file them in separate files. This will be your 'Employee Personal Files'
4. Depending upon the dates of joining, give Employee Codes to everyone.
5. Get hold of a vendor to get Employee ID Cards
6. Start an Attendance Register
7. Draft up the job descriptions for all the people
8. Once that is done, group them into grades and design the organization hierarchy.
9. Simultaneously, search Citehr and download HR manuals (there are plenty) which has Leave Policy, dress code, code of conduct, IT policy, Attendance, etc.
10. Alter the documents to fit your organization.

These are basic steps for setting up a HR dept. Once this is done, you can later improve upon it by adding Employee Engagement programs, Incentive programs, appraisal methods etc.

Let me know if you need further help. You can contact me on .

All the best...
Dear All
Hi All
I am workig in Pharmaceutical Company as a Executive HR,i am working on the responsibalties of Manager ,i am suffering with many problems,thier is no discipline in employees,evryone is reporting to MD directly no one share his problem infront of Depatment Head,i doesn,t want to continue with this company ,whether i am taking right decision
pls give me suggestion :kumaranil111@yahoo.com
With Regards
Amit Thakur
Hi Amit,
I think you should post your problem in a separate post. You will get better response.
Anyway, I think your company has an open-door policy which is good. The HOD has to develop a credibility with the team. It takes time. Work on the responsibilities of the Manager but dont stop anyone who wants to talk to MD. Infact, you should appreciate your MD for being so approachable.
and leaving your job for this is hasty and silly.
Please find herewith HR Organisation chart
Hi Deepthi, Im Nisha, Pls guide me how to post my problem seperatly. How to search.Pls revert back to me ASAP. Regards Nisha
Hi Nisha,
Select the forum in which you want to post a new thread. Then, on the top right side of the page, you will find a tab 'Forum Tools'. From there, select the 'post a new thread' option. Then, follow the instructions given.
All the best.
Well to begin with you need to have an Employee Database in which you can have a personal file for each Employee.The personal file should include their resumes,Appointment letter, Age & Address Proof, Certificates copy and Experience certificate if any. Also you can maintain soft copy of the details regarding the employees like their Name,Designation,D.O.B,D.O.J,Designation ,Department,PF No, Passport No, Qualification,Addresses,Telephone No's ...
Hi! All,
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dilip gour
Hi Amit
Well it seems good that ur MD is open to all & welcome employees complaints & suggestions dont give up to this job as ur working as HR- executive but ur responsibilities are of Manager it's good for ur exposure & learnings.
Just one thing Never Give up
Good Luck
Hi, i am from Goa. plz help me out in getting read of some problems if you all dont mind. Regars Pushparaj
Yes Deepthi is right. leaving a job for no actual reason is not advisable.

Your organization is not properly structured. It is good in a way that the MD is so welcoming for the employees but at the same time, you wish to create a proper hierarchy and process which is good.

It will take time but gradually you will be able to achieve your goal.

You can initiate your planning and implementation step by step:
1. Structure and form organization chart
2. Define KRAs (if it is not already done)
3. Circulate processes to all employees
4. Make forums or start regular gatherings with your office staff and initiate discussions
5. Keep yourself reachable and open for discussions with all. This will bring trust and make your office employees feel comfortable in approaching you
6. As Deepthi said, do not stop anybody from approaching the MD directly. But you can surely put your request to the MD to divert the issues of employees to the HODs or to HR (as per the case).

These are just few things that came to my mind. Sure, there is a long way to go.

All the best.
Hi Amit,
What ever Deepti said is correct, you can't take hasty decision and leave the job.
Our profession says that we have to face the problems and solve it.(employee grievance handling).
Its really a great chance you got to prove yourself and apply your knowledge and experience.
Think the problem as horizontal than vertical, it will be easy to solve.
Dear Amit,
Hi! I suggest you should sit down with your manager/MD chalk out procedures, policies & reporting structures. If your copmany has an HR policy it shuld have a grade system for approvals & reporting. If not you formulate a policy & command your postion to get disipline in palce. Normally employees do not like HR people, you have to strike a balance of being friendly with them and at the same time make sure the discipline is maintaned.
If you have a problem of people not coming on time install an attendance software with puch cards.
In case you have any more doubts you can email me on the below id.


First you need to start with all necessary documents from employee

Resume/CV,Releiving/Experiance letter,Acadamic Photocopies.Photoidentity.

After collection of documents Provision of Documents to the employee is the next process.

Prepare all formats in Excel Sheet (For Leave/Attendance,Employee details dept wise.Suggest ur company to implement Attendane (In time out time access/software in company) it will be easy to keep record of attendance and time.)

Hold contact with Vendor for ID cards.Draft letters on company letter head with detailed job profile.Give it to employee.Within dept make hirachy regards to joining date and performance wise.

These are some basic task u nee dto start with.

I have been through with same position you are in now.I ahve implemented all HRD here in my company.

If you wish to have any specific formats,for any specific task kindly ask it to me.If you wish you can add my profile on cite hr as ur friend so that we can exchange Inforamtion realted to our profile.

With Regards
Brijesh Deshmukh
Hi Ravinder, Thats my favorite kind of assignment. I have been doing this for last 14 years and I would like to attach a file here as a checklist of things need to do for a new HR department

Attached Files
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File Type: doc List of HR activities.doc (26.0 KB, 2618 views)

welcome to the HR community
here i would like to add a little.
in personal file keep 2 recent passport size photographs of employee, also copy of valid national ID card, copy of valid driving licence (in case he has to drive company car), valid passport (in case he has to travel officially abroad). blood group(this helps if God Forbid any other employee needs blood donation HR can immediatle see who is willing to be a doner and what blood group he/she has).
name and details of dependents (if company give medical coverage of dependents) the information of dependents consists of marriage licence, birth ceritificates of children etc.

hope the above may help u in maintainng personal file.

there is a long list of forms u will be needing. as HR develop all the forms according to the needs of the organization. e.g
Joining form
employee personal information
group insurence form
travel authority form
medical reimbursment claim forms
internal work order (may be use for car maintainance) etc.etc

it takes time to develop any department from the scratch. all the best
Hi Amit,
This is a great opportunity for you to put the processes into place and change Organisation Culture. It's good that your organisation is transparent and employees at all levels have easy access to the management.You being HR can bring a lot of change. Initially it's going to be tough for you cuz people don't adapt to change easily. But you need to be friendly with them, spend time during lunch hrs, have informal conversation and try to change the mind set....you will see miracle in few days.Over and above, you being HR can give a feedback to your MD that there has to be an authority given to the managers in order to make your organisation "The best place to work" and one guy(MD) can't get into the depth of each department and take decisions.
For your personal growth, this place will give you immense learning. So, don't even think of leaving this job
Hi Ravi,
To set up an entire department, you need to first brainstorm the process that you think should be there. Here is a start for you:
Recruitments Interviewing
Extending offer subject to ref check

On boarding process Offer to be extended with break up
Appointment Letter
Joining formilities
1)Filling up joining report
2)PF account opening form
3)PF Transfer Form
4)Bank account opening
Having a checklist which include the details of the documents submitted by the new joinee.

Induction/ orientation


Employee Database- All the details of the employee right from name till previous work exp, CTC, Contact No. etc
Internal Job Posting
1) Inter Function transfer
2) Intra Funtion transfer
Bi-annual performance appraisal system
Fun activities

Exit Exit Interview
Full & Final Formalities
PF withdrawal
Hi Amit,
Let me share my experience. I have worked in the pharma industry for almost 11 years. I was a regional manager for T.Nadu. Now i am in a different field.
Normally our culture or reporting goes to the field mangers or other superiors. Reason, they are the person who toil in the field. not the HR managers. The policy related with HR does not always match with the requirements of the medical reps. Only by experience u will learn. For that u should work along with them in the field meet the doctor's, chemist, stockist, and other distributor's. Untill u do this u will not understand the feelings of the rep's or any exe.for that matter. Try this u will find really interesting. Then u will find how much hard work is needed for a rep to get prescription and also making availablity of stocks at the chemist level. Try this u will not feel bored rather u 'll love to this.
With regards,
Karthick babu
This link has that attachment which missed in the earlier post
Dear all,
I am a part of media organisation,i have a project to make a business module assuming that i have to form a fresh media national channel(news) organisation ,kindly send me presentation based on number of employees organisation should have under different heads including trp,grp,market share,upcoming event of national importance.
Dear ravinder, Pl find attached the complete process to set up HR dept in a startup company.

Attached Files
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File Type: doc HOW TO SET UP HR DEPT.doc (37.5 KB, 787 views)

Hi Ravinder,
You have got a very interesting job where you can put your own ideas!!!
Ms. Deepti has already given you good suggestions.
In addition to that, it will be helpful to you if you can maintaining a filling system . For that first you need to prepare filing index like
Head & file number --- Document Name---Date
If Attendance Policy, Leave policy,etc are already existing make it on paper and keep in records after collecting everything make an employee hand book and give to every employees.
Nice contributions. thanks am also new in the fold,i must confess it not that easy to set up a department. kindly give more information especially for consulting firms.
Dear all, i had recently join my company and found no hr practice is going on please help and send me the process and format of hr job
Hello Everyone I am new to this Forum! I am working with an international moving and logistics company. I need help and guidance on creating policy and everything need for the HR department.
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