New to HR? Need Help Structuring Your First HR Manual as a Trainee?

Hi Nalini,

I am a fresher who has recently joined an organization as a trainee. My first assignment is to prepare an HR manual. Could you please guide me on how a manual should be structured and provide a few sample manuals that I can use as benchmarks?

Thank you.

Best regards,
Nalini

Hello Nalini, Welcome aboard. Please use the search feature to find relevant material from previous discussion posts. You'll find there's quite a lot of information floating around on CiteHR which you may find useful. https://www.citehr.com/search_new.php?q=HR+manual Warm regards, CiteHR Admin

Thank you, Cite HR.

I also want to know what the basic groundwork should be before preparing the HR manual. I have prepared one, but my seniors are not happy and have asked me to rework it. I went through the sites you mentioned but could not find this basic information. Additionally, I have to create the manual from scratch as there was no manual previously for this organization.

How can I prepare a manual that meets the needs of everyone in the organization? I work for a BPO in a rural setup. Please guide me on how to create a comprehensive manual that caters to everyone.

Thank you,
Nalini K.

Dear Nalini,

The HR Manual serves as an induction handbook that helps new employees acquaint themselves with the organization they are joining. It may include an introduction, HR policies, working environment, and work culture.

Before proceeding, I suggest meeting and understanding your organization to collect reliable data about it.

All the best and cheers,

Colig Penwey
(cpenwey@pblintranet.com) 😄

Hi Colleague,

Thank you. I would definitely do it. Hope I do it well. I am also planning to visit HR professionals of a few organizations and ask them about the practices and procedures followed in their organization. As it would be a guiding spirit to my work. What do you think about it? Should I work on any other platform as well? If so, please let me know.

Thank you & Regards,
Nalini K.

Hi,

I would also like to know what all things should be included in a manpower requisition form. This form should cover all the necessary aspects for the requirements.

Regards & Thank You,
Nalini.k

Hi Nalini,

I think visiting a new organization will be too early as you have to prepare this manual for your organization. It should primarily focus on your organizational needs. Visiting a new organization means adopting new things and implementing them in your organization, which can be challenging and premature for a new joiner like you. Therefore, your first step should be to collect all materials such as your organization's history, Board of Directors, their areas of focus, key personnel, employee benefits, and career development or appraisal systems.

As a fresher, you are in a better position to come up with ideas on what a new joiner expects. Additionally, you can learn about the current practices of the company by interacting with your colleagues. All the best! Feel free to email me at cpenwey@pblintrantet.com.

Thank you.

Hi Colleague,

Thank you. I think what you said is right, but the reason for my visiting the organizations is to understand what things we should concentrate on and to use some of their policies as a benchmark for preparing the manual. I would also like to know what things should be addressed in the manpower requisition form. Sorry for asking so many questions.

Thank you for taking the time to reply to me.

Thanks & Regards,
Nalini.k

Hi Colleague,

Thank you for showing interest in my project. I have completed the recruitment part and am currently working on the forms. I have finished the application form, exit interview form, and test modules. I need to make some adjustments to the application form. I am now focusing on the offer letter and induction.

Is there anything specific you would caution me about?

Thank you and have a great weekend.

Nalini

An HR manual intended to be circulated among employees should address all the processes of the Human Resource Department that concern them. It is essential for the HR department to maintain confidentiality when necessary and provide information that enhances process effectiveness. Some key areas to cover include:

- Vision
- Mission
- Organizational Structure
- Organizational Levels

Recruitment:
- Preparation of the Manpower Plan
- Raising Personnel Requisition
- Selection Procedure, etc.

Compensation:
- Broad Philosophy
- Categories
- Details of each Category
- Retirals Trusts, etc.

Training Process:
- Orientation and Induction
- Training Needs Identification
- Organizing Training Programs

Performance Appraisal:
- KRA Definitions
- Goal Setting Procedure
- Mid-term Review Procedure
- Performance Appraisal Cycle and its linkages with incentives

Employee Administration:
- Attendance
- Leave Procedures
- Holidays
- Travel Entitlements and Procedures
- Late Sitting Benefits (if applicable)

The above topics are just a sample of what can be covered. The content should also be tailored to address specific organizational issues and the stage of the organization's development. As an organization grows, the HR department must continuously review, add, and remove procedures and processes.

It is important to provide all necessary forms to employees in the Manual.

If the Manual is being prepared for internal circulation within the HR department, additional transparency and integration of work instructions are needed.

If you have any questions regarding the above, please feel free to reach out.

Regards,

P.V.S. RAVINDRA VARMA