New Hr Department - DOC Download - Commercial Bank

Dear All,

I am currently setting up an HR Department in one of the commercial banks. This bank currently does not have an HR Dept., and none of the HR systems are in place. How should I proceed? What are the essential aspects I need to consider in setting up the new HR department?

Regards,
Shailgiri

Hi,

I am also setting up a new HR Department in a hospital. I would appreciate any help I can get on this.

Regards,
Sudhanshu

Hi Sudhansu,

I don't know how much my info is going to help you, but at least I can assure you that this is the quality procedure which every hospital follows:

1. Employee Personal File
2. Manpower Requisition Form
3. Preliminary Data Sheet
4. Interview Evaluation Form
5. Joining Report
6. Application Format
7. Performance Appraisal Form
8. ID Register
9. Leave Register
10. Leave Application Form
11. Insurance File
12. Star Employee Award File
13. No Due Form
14. Exit Interview Form
15. Resignation Letter File
16. Permission Slip
17. Grievance Register

From Natasha

Hi,

I'm an HR manager at a hospital in the Middle East. I wish I could help you, but I'm afraid the email is a bit old to reply to. Let's see if someone is still seeking help in establishing an HR department.

Fayyaz

To create different activities like Time office functions - Register or software attendance system, to create leave procedures and formats, develop attendance report, etc.

Recruitment:
- Manpower planning
- Job description
- Application form
- Interview rating
- Preparation of appointment order (fixing pay according to pay scale), etc.

Training Development:
- Conducting induction program
- Prepare TNA
- Defining training curriculum
- Identify speakers
- Training assessment, etc.

Dear All,

Every HR manager has his/her own strategy. In my case, I will focus on verifying the total staff strength and categorizing them. Simultaneously, I will assign specific roles to my staff, such as Personnel, Development, Recruitment, and Traveling (if applicable). These will be the main divisions under the HR umbrella.

The person responsible for Personnel will serve as the contact for documentation and filing. Development will handle contract renewals, training programs, and orientation. Recruitment will manage applicant handling, interviews, joinings, and orientation programs. Traveling will oversee ticketing and travel allowance/ daily allowance (TA/DA).

I will provide the Personnel team with the structure of personnel files, highlighting the necessary documents and the requirement for hiring approvals. Any missing approvals will require immediate action. This includes staff data sheets, insurance documents, medical policies, etc.

New recruits will be welcomed by the development team, ensuring they receive orientation materials and training schedules. The training content should be determined through careful gap analysis, with a fixed date set for the launch along with an action plan.

Recruitment will handle all applicant-related matters and should be well-versed in the competency requirements for various positions.

I will pause here and continue later, if it proves beneficial to anyone.

Fayyaz

Dear Shailgiri,

Am not sure if your query was resolved to your satisfaction, hence the attempt to provide the overall view on setting the HR deptt for your client – a commercial bank.

Thanks to Murali, Fayyaz & Natasha for providing the pointers..

To start up :

Initial Documents

-Very basic step is to Design the basic documents like Offer Letters , Appointment letters

- Holiday List as per the Industry Standards

- Put in place the Attendance System- either through a attendance register (with time in and Time out )

- Leave Policy , Leave Tracking system , Leave application format

Initial Important Activity -

Recruitments

- Draft clear job description depending on the requirement ,

- Have a clear procedure for recruitment and selection.

- Make a strategy of recruitments

- Check for suitable sources to get the target candidates.

Compensation Benchmaring

- Decide on compensation for different positions and different experience levels based on the internal study and industry standards.

Induction :

- Design the list of documents that are required at the time of appointing.

- Design personal details form

- Maintain employee database for record purpose.

Then stabalizing intially work on the following Employee welfare/ entertainment activities - like picnics , corporate lunch , excursion depending on the budget , Benefits and Rewards - like benefits after probation periods , different types of incentives , Bonus Policy etc

Performance Appraisal and Management system - which is important and key thing

Training and Development

Plan for retention activities after three to four months as there is always a attrition problem.

Meanwhile start developing HR Policies which is very essential like a skeleton on which body is made..preferably this be a part of the HRD Manual entailing the rules & regulations.

Hope this helps..

Regards,

Rajat

Hi,

I'm also seeking help in various areas mentioned in this topic. Kindly help me in setting up processes.

Dear Rajat Joshi,

Thank you very much for your valid points. I have to say thanks to Shaligari for raising this question. It really helped me. Will you help me out in framing the grievance form and exit interview for an ITES industry (e-publishing)?

Regards,
Rukmane

Even though I am setting up a new HR department in a pharmaceutical company, I have encountered some challenges:

1) I have maintained initial documents (personal files & records), but some employees' data is missing.

2) I have installed an attendance recording system, but there is no proper leave policy in place. Employees can take leave without HR's knowledge, and there are no specific working hours defined.

3) I have started celebrating employees' birthdays with cake cutting and greetings. However, I believe that establishing HR policies should be the first step to ensure a smooth start to my assignments.

I report to the GM (Finance) and am the sole person in the HR department. The total employee strength is 50. A brief description of the GM (Finance) - he tends to have a negative mindset and may not readily agree with suggestions. There is no clear work plan in place.

Can anyone provide guidance on how I can formulate HR policies effectively? Your suggestions and comments, please.

Hi Rukmane,

Dear Rajat Joshi,

Thanks a lot for your valid points. I have to say thanks to Shaligari for raising this question. It really helped me. Will you help me out in framing the grievance form and Exit interview for an ITES industry (e-publishing)?

Welcome and I am glad it helped you.

Grievance form: Suggest that you keep it simple and let the person who has an issue fill it out on a blank page, or you write the same once the person speaks to you as there could be a myriad of issues. This is important as we, HR, should not be caught up in paperwork or developing formats. Just try to think from the user's point of view.

Exit interview: For an ITES industry, I have discussed this to curtail the attrition rate. Please refer to my article on Innovative Retention Strategies under the section Articles by Forum Members.

Hope this helps.

Regards,
Rajat

Hi Anu840,

Great to hear that you have started the process despite being all alone. Believe me, it would be a great learning experience! :)

Let me brief about GM (Finance); he always has a negative mindset. Whatever you say, he will not agree to that. No plan of work.

Can anyone tell me how to frame HR policies?

Most accountants are like that, especially after juggling with numbers and often losing touch with human reality. Often, they decide that the headcount is to be reduced after doing the spreadsheet exercises. No, that's where we, HR professionals, come into the picture to balance the same as an employee advocate and make sure their issues are handled with due sensitivity.

Don't worry, keep your chin high, and don't get discouraged. Frame policies accordingly and, most importantly, understand his views and address the issues.

Best wishes,
Rajat

Thank you, Rajat.

But yesterday, the GM of Finance behaved very badly with me. He asked me to create an employee history card, including details such as previous experience, salary, revised salary, and dates (such as DOJ, DOC, DOP, DESIGNATION CHANGE, and everything else). However, he was not satisfied with what I provided and started saying that I should use our own formats and only show changes made in salary details. He even resorted to using abusive language.

Do you think I made a mistake?

Regards,
Anupama

Dear Anupama,

First of all, kudos to you for surviving there. I had a similar problem, and I think the best way is to let your GM-Finance blow off steam. Just hear all that he has to say and find out what he wants in employee history. Probably, he got frazzled with all the extra non-financial details. Anything you do will obviously have to be done in spite of him, so I suggest you focus on what is required of an HR person, as you will be the one working on those details.

Also, why have physical cards? You already have the physical proof and record in employee files. All the other recording can be done in soft copy on Excel or some database.

Regards,
Leks

Hi Anupama,

I agree with Leks that he may have just blown off unintentionally. Don't worry, we all go through such phases. Of course, we need to learn the expectations of our superior officers and be very clear in communicating with them. Additionally, we need a lot of Emotional Quotient to deal with these egos. Cheer up! More importantly, don't take pressures home as well.

Best wishes,
Rajat

Dear all,

Recently, I received a private message from a new member regarding setting up the HR department for an FMCG.

My response is being shared with all of you.

1. Find out answers to the following questions to determine how many people you'll need in HR and what the organization structure will be like:
- The total number of employees/contractors in the organization
- The number of departments
- Business plan (any possible expansions?)
- What are the dire needs on people issues?
- What solutions are being expected/required by employees/line management?

2. Define the organization structure of HR. Please keep in mind that the organization structure you define will ultimately dictate the efficiency of HR services and HR capabilities & development of your organization. The nature of your business organization will primarily dictate whether you'll need a flat organization structure, a pyramid structure, etc.

3. For an FMCG, I feel HR should have three wings:
- HR services (hiring & placement, training support, relocation, payroll, employee group insurance administration, leave administration, employee database/HRIS, etc.)
- Organizational Development (policy & process development & review, internal customer satisfaction survey & improvisation efforts, policy/process orientation and interpretation, performance management counseling, career management counseling, grievance/harassment handling, HR communication, etc.)
- HR Development (Develop/outsource customized training/workshops and necessary development events focused on enhancing workforce capabilities to yield better business results)

4. Once you have the wings identified, engage the appropriate number of capable personnel with overlapping roles to make necessary switches to any HR wings as and when required; Establish a working relationship within the HR group to serve as reasonable backup for one another. This will also enhance chances of career growth of the HR folks in the department.

5. Consider automation as a leveraging tool for employee self-service. Try getting rid of administrative HR work through outsourcing, automation, or obsolescence and focus on developing HR capabilities to serve better and contribute to business results.

These are just insights to chalk out the HR philosophy and how you can go about establishing the department. Hope they're of help.

Regards,

Rajat

Dear Sir,

I am also new to the industry and I have been given the opportunity to work as an HR Generalist. In my company, we maintain a separate register for every employee containing their resume, job application, relieving letter, offer letter, etc., and a separate file is maintained for insurance. Our employees also travel to various places within and outside India, and we book their tickets, but these records are not being maintained. Is there a need for a register for this purpose? If so, please guide.

Thanks,
Sherin

Hi,

This is Payal, working as an HR with a shipping logistics firm in Mumbai with a staff strength of 250 employees. Can you please help me with a recruitment form format, please?

Hi,

As an MBA HR graduate, I am looking for HR jobs. If there are any vacancies in your department, please let me know. I am attaching my resume with this.

Hi,

We need these documents as evidence that the person is an employee of the organization. Additionally, in the event of any accidents or emergencies, their family members can be easily contacted. If an employee is absconding, a warning letter can be sent to their address, among other issues where a photo and address can be useful.