Overhauling HR Practices from Scratch: How to Help a Friend Transform Their Workplace?

Hi all,

A friend of mine has recently joined a leading authorized dealer in India of a top car manufacturing company. They have around 65 employees with various departments like service, sales, spares, and accounts. They didn't have any HR department earlier. There are virtually no proper HR practices nor administration. It seems chaotic from an HR point of view, and everything needs restructuring. He has asked for my help, but I have little idea about this type of organization. Please guide me in this regard. Is there any free downloadable software to maintain employee data? It seems he has to start from scratch. He needs to counsel the staff and management on the importance of HRM. Also, please send some training materials, PowerPoint presentations for salespersons, like converting a cold call to a hot call, etc., and formats for job profiling in the service and sales departments. Additionally, PowerPoint presentations on motivating and developing a sense of ownership for the organization would be appreciated.

Looking forward to your early and immediate replies.

Thanks,

PRABIN 😃

Hi,

Before HRM starts with basic administration:

1. Do you have a leave and attendance policy?
2. How is your filing and record system - up to date, non-existent, or somewhere in between?
3. What about your letters - appointment letters, experience, transfer, promotion, increment, etc.? Is there a proper format and is it used stringently, etc.?
4. PF, Gratuity administration, etc.

These are the premises of all HRM. Start with getting these in shape. Then you can move on to organizational structure, roles and responsibilities, KRA building, employee communication, etc.

A

Hi Prabin,

I am Debjani, a professor in HRM. I want to know about HR practices in I.T organizations. Please provide me with details about P.A, T&D, R&S, and J.A. If possible, please send an overall format of different functions.

Debjani

Dear Prabin,

Since the employees are only 65, it is not a great deal to start the HR function even at the scratch level. First, you need to develop their database using Excel format initially. Later on, you can migrate to any HR-related software easily available in the market at a cost of Rs. 20,000 to Rs. 25,000. You need to design some policies initially like:

1) Employment Terms & Conditions (regarding working days, probationary period, basic salary, etc.)
2) Leave Policy
3) Attendance Policy
4) Other Service Conditions

You can even start generating their salaries with the help of Excel sheets.

For any materials regarding employee database, training materials, etc., you can easily search on Google. Just ensure you write the correct content.

Regards,

Sudhakar M. Acharya