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Dear All,
My present company going to launch a new company in June 1st week,
We decide a flow chart of staff members and profiles . and now the problem is this i am only one HR here . and i have 1 months time to set up these all departments .
All Documentation,
Job Profiles
Work Agreement.
Can any body help me what documents i have to keep with me for our new organisation?
Can any body provide me all documents ?
and Job profiles for some positions .
work agreements for upperlevel management.
Please find the attachment of Flow chart of all profiles.

From India, Delhi

Attached Files
File Type: csv Staff flow chart.csv (2 Bytes, 686 views)

Hi Rachna,
Departments are dependent on business profile of the company. Similarly Documents required to maintain for your new set up will also depends on the same.
Support can be given based on nature of business of your company, objectives, services or operations etc.
For HR department you can maintain following :
1. Organization chart
2. HR Policy containing Recruitment process, Joining formalities, Salary structure, training, engagement, growth , performance mgmt , leave policy, travel policy, maternity etc. there are many more to be added
3. HR manual i.e. extract of policy for circulation
4. standard offer letter
5. standard appointment letter
6. Joining formalities documents
7. job profile
8. many others depended as mentioned before.
You need to share more details to get support.
Manjay sharma
| +91 9810507200
Malay Gauri Consultants Private limited

From India, Delhi
Dear Rachana,

Congrats that as a HR you got an opportunity to set up entire departments its functions,responsibilities & authorities etc.

The sheet you attached here in is not indicating any thing.

Any ways i am an ISO Consultant as well as HR too, please e brief me about your companies activities,nature of business, no manpower to be employed for functioning etc.

My work is exactly to guide and make formats for different departments, functions,organisation chart, process flow chart etc.

As a basic following files may be used for any company:

Company Registration File

Approved Vendors & Suppliers File

Bank Statement Record

Accounts File

Purchase Department

Sale Department

Resume File ( Skilled & Unskilled )

Attendance Register

Leave Record

Sales /Marketing File

Correspondence Record

HR File

Contract Agreement File

List Of Clients ( City/State Wise)

Quality Policy, Quality Objective, Mission & Vision Of Company)

Hierarchy Of work force

Process Flow Chart

Leave Policy

Check list of Documents at the time of recruitment /appointment

Salary /Wages Record

Service Providers List

List Of Machines /Equipments Record

Hope fully above basic framing will help you out Rachana Ji to perform .

Try to send more details about company and its activities, feel free to communicate in case of questions.

Else you may contact me via phone/mail for further clarifications if any.

Thanks & Regards

Manish Srivastava

ISO Consultant ( QMS & EMS )

Masters In Industrial Relations & Personnel Management

+91- 96707- 66 888

Correct Certification

Varanasi, Uttar Pradesh

e mail :


From India, Lucknow
Dear Rachana,
I have gone through deeply your communication.
As stated in your doubt viz a viz its replies, it is my opinion that if your company is planning to start a new Company, so much
of procedure and formalities has to be observed as per various statutes prevailing in India and applicable to the State where the new company is planning to function and its depends on the Nature of operations of your New Company.
As such you have to chart out a work plan on all aspects where your team has already worked out and completed the task, what are the areas yet to be completed and what are the areas yet to work.
HR is only a part of a company but as far as a Company concerned, a considerable of Compliance has to be observed before starts functioning.
Any doubt can be clarified if required.
Have a nice day,
with regards,

From India, Kochi
Dear Rachna,
Department set up is not that easy nor can it be done on the basis of suggestions given by outsiders.
If you are not that experienced, you may take some professional service who can help you in getting this done in stipulated time.
I have myself been associated with HR department set ups and if you are willing , i can send you a quote regarding the same.
You can contact me on id mentioned below.

From India, Delhi
Dear Rachana,

Welcome to citeHR, you reached a very appropriate domain and rightly sought our guidance. Donít panic, but really, really you got a very good & rarest of rare opportunity to prove your mettle. I hope citeHR got everything you need. But problem is that NOTHING you revealed here about your co. excepting you are going to start a co. and you have to set up all the depts. Do you thing anybody whosoever he/she could give you all you need now ? You have to tell us everything, you need not reveal your co.ís name, address etc which might personally affect you. Minimum required the following among others to enable us to give you meaningful suggestions:

1. First of all whether itís a co. or a firm of partners or a proprietorship firm. You should know, first of all the difference between these.

2. What is your business-manufacturing, service, marketing, travels

3. What is your corporate goals

4. What is your present administration in the apex level-is there a board, who are there members, what are their profiles

5. What is going to be your operational man power strength at various levels, make out a pyramid like structure

6. What depts. Are you looking for- it would require to draw a man power chart (use a power point sheet to work out this which is easy for you.

7. Why this task has been entrusted to you (I think you are in executive level) you are alone or some of them above you? And you have been asked to double up-here as well as there, riding on two horses ?

8. Are there anybody to help you to do using computers

9. Who is going to be your approving authority, to whom youíll discuss and take guidance & approvals

10. Itís necessary to answer all these points and begin with a road map for Operational manuals for every dept. you are going to conceive.

11. If there are existing HODs obtain their Perspective plans, linked with projected production, turnover, budgets, financing, profitability, accountability & governance. Don't try to neglect anybody, it is the job of every HODs to give you a detailed requirement of man power, qualifications/specialities, levels & pay structures, duties and responsibilities, without this document don't try to proceed.

12. We have no idea what is your background, experience and qualification & capabilities, much would depend on this.

13. Then comes compliance with recruitment (which itself time consuming task, say mini. of a month), labour laws, positioning, training and so on.

So first of all you should be clear about you and then systematically visualise what are all necessary limited to your status and capability. In short nothing is impossible but the task before you is very big. So get set, ready, go. Keep in touch with this forum continuously and you'll takeoff.

All the best.

From India, Bangalore
Dear Rachana,
Before you could respond, concerning only the functionality of HR, the attached copy of HR manual of PSU major, BEML one of the best manual I have come across would serve you handy in drafting your own HR manual. Pl.draw ideas from this manual, in addition to what you have/ forthcoming for the best of your career. All the best.

From India, Bangalore

Attached Files
File Type: pdf HR Hand Book-BEML.pdf (2.87 MB, 348 views)
File Type: docx HR-Profession-Key Areas.docx (17.9 KB, 573 views)

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