Feeling Overwhelmed as a New HR Graduate? How Do I Start Building an HR Department?

Please, anybody help. I'm a fresh MBA graduate who recently joined a company where the HR Department has just opened. I also don't have experience. My Managing Director has high hopes for me, but I'm struggling to know what to do and where to start my work. Yesterday, he shouted at me, and I felt very bad. I even thought about quitting the job, but that's not the solution, right? Please help me out of this.

Dear Preeti,

Please post the profile of your company. Also, share your role in the organization, i.e., your position/designation.

If the above details are provided, we can proceed with further discussions.

Regards,
Narendra

Company name is Elite Engineering & Construction, situated in Hyderabad, with sites and branches in Tamil Nadu, Pune, and Bangalore. It's a construction company, so now we are planning the HR Department to collect all staff details from all sites. My position is HR Admin/Executive.

I am waiting for your reply, sir. Please.

Company name is Elite Engineering & Construction, situated in Hyderabad, with sites and branches in Tamil Nadu, Pune, and Bangalore. It's a construction company, so now we are planning the HR Department to collect all staff's details from all sites. My position is as an HR Admin/Executive.

I'm waiting for your reply, sir. Please.

Dear Preeti,

Please find attached SAMPLE EMPLOYEE HANDBOOK for your reference. Kindly go through the entire handbook thoroughly and revert back if you have any doubts.

If needed, you can reach me at this number: +91-9885375038 for further queries.

Regards,
Narendra

Dear Preeti,

Follow the steps below:

1. Identify the departments in your organization.
2. Prepare an organizational chart showing hierarchy and reporting structure.
3. Prepare an employee database for all locations.
4. Define job responsibilities for all employees in your organization, including temporary and contractual workers.
5. Compile an employee handbook along with other HR policies and procedures.

All the above tasks need to be completed in consultation with department heads and top management.

Regards,
Narendra

Dear Sowmya,

I am forwarding you an attachment for employee information tracking. First, talk to your MD and obtain the information of onsite managers/workers. Please pass this information to the relevant individuals with a time limit to provide you with the required details.

I hope this process works out smoothly.

Good Luck,
Manikanth.

Dear Ms. Preeti,

What are you looking for? First of all, create the employee database. Find out from all HODs about the skill sets they require. Prepare the organogram, establish the working hours, and determine the leave policies, etc.

The job application form of the company, salary structures, travel policies, and local conveyance policy need to be developed.

For any further assistance, please feel free to contact me on mobile number 9618204511. It will be easy for me to provide support as I am also based in Hyderabad.

Thanks and regards,
Kameswarao.

Start off with one step at a time. Sit with your boss and ask him what he expects from you. The first step is to formalize the process and prepare the HR manual of the organization. Mention and formalize each aspect of HR starting from:

Recruitment
Joining formalities
Induction
Performance appraisals
Events organization
Grievance handling, etc.

Prepare the formats of various letters and attendance management.

Dear Narendra,

I have gone through the Employee Handbook that you posted. It's very interesting and really helpful to all HR personnel.

As I am working in a promotions and event management company, I just want to know if the same kind of handbook can be modified according to the company. Are there other contents that need to be mentioned in the handbook for promotions and event management industry?

Please help me out.

Regards,
Ramesh

Dear, first what you have to do is:

1. Create a list of employees with their designations and maintain a file for each employee.
2. Create HR documents that you want to use in your organization (you can take examples from citehr).
3. Establish leave standards.
4. Define attendance styles.
5. Set salary guidelines.

You can start your HR department by:
- Training: Induction training manual.
- Proceed step by step. If you need any help, send me a message.

Dear Rameshnaidu,

For the time being, the Employee Handbook that I have posted is sufficient to start with. Later on, you can include a few more new policies as needed.

Regards,
Narendra

Don't be confused. Go step by step. First, work on the HR manual and then create an Excel sheet mentioning all employee data. Next, start preparing letters and formats.

Dear Preeti,

First of all, find out whether the employee database is available with the company or not. If yes, then upgrade the same, and if not, then start with this first. Collect all credentials of your employees, maintain a database of their personal files, which will help you in the future.

Secondly, prepare an Organizational chart for both the Head Office and the site. Ask the Head of Department (HOD) or the concerned site in charge to send you the necessary details, and accordingly, you can prepare it or even ask them to send you the chart. This is what we do in our company. I am from a construction company, and we have approximately 45 sites all over India.

Then prepare the format of Manpower requisition, Offer Letter, appointment letter, transfer letter, termination letter, etc., whichever you feel is required from the company's point of view, but consult your Managing Director (MD)/ Senior for this.

Job Description of Technical/ Non-technical staff. For that, you need to consult the concerned HOD/ Site In charge, which will help you in the recruitment process for finding the right candidate.

As mentioned above, there are other aspects you can start with like Induction, Confirmation, Performance Appraisal, welfare activities for employees, etc.

Preeti, I feel you are too fresh for all these activities, and to form a Department, your company needs to appoint a Senior-level person. You can do this, but being fresh, you need guidance from seniors to prepare an action plan for your department and have a word with your MD. If possible, suggest to him to appoint a Senior-level person, under which you will be able to learn many things that will definitely help you in your career.

All the best...

Dear Preeti,

Before initiating, I advise you to prepare the Employee database. For that, you need to collect the data. I am enclosing an attachment that I am using for this purpose. This attachment will help you understand the organizational hierarchy, salary system, departments, and designations clearly.

Once you have a good grasp of this information, prepare an HR presentation to show to your MD. This presentation should compare the current situation with the proposed changes and cover all aspects of HR including recruitment, training, payroll, employee welfare, legal matters, etc.

Based on your presentation, discuss the priorities with the management and prepare a policy book for all employees accordingly.

Regards,
Amit Ranjan
Email: ameetranjan@rediffmail.com
Mobile: +91-9540-317-351

Hi, I would like to suggest one thing: try to understand your boss's expectations and what the company requires.

1. Start by preparing the organizational and reporting structures. Identify any vacant positions and search the database for suitable candidates.
2. Ensure that all policies are in place. If not, work on implementing them.
3. Remember, HR is responsible for both the employer and the employee. Basic responsibilities include recruitment, onboarding, offboarding, performance evaluations, handling employee grievances, and more.

If you feel discouraged and consider quitting, you won't be able to perform well. Try reading more HR-related books.

Please feel free to ask more questions. - Hetal

Dear Preeti,

I am attaching the HR tasks which will definitely guide you with the complete tasks of HRD and will help in setting up the HR.

Thanks,
Navin Kumar

HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.

STAGE 1

Review the current practices/policies [ if any]

Audit all hr activities that are performed [ even the crude format]

HERE ARE THE CORE HR KRAs [ key result areas]

KRA 1 : Recruitment/Selection

KRA 2 : Workforce Planning and Diversity

KRA 3 : Performance Management

KRA 4 : Reward Management

KRA 5 : Workplace Management and Relations

KRA 6 : A Safe and Healthy Workplace

KRA 7 : Building Capabilities and Organisational Learning

KRA 8 : Effective HR Management Systems, Support and Monitoring

STAGE 2

• Understand the organization

• Understand the organization structure

• Understand the organization systems

• Understand the organization politics/influential people

• Understand the organization/individual roles

• Understand the organization/positions

• Understand the individual job descriptions

• Understand the job/ job specifications etc…

STAGE 3

• Discuss the values/beliefs with senior management/CEO and the need for HR department.

• Discuss the expectations from HR department -short/medium/long term.

• Discuss with CEO, the organization's corporate objectives/strategies and how HR can contribute to the corporate objectives.

• Discuss / seek consensus on organization structure / management process.

• Discuss the current organization culture with senior management.

• Discuss with CEO/senior management the core activities/competences and business drivers of the organization.

Hi, there are some other stages also, i have mentioned only few stages of beginning . It would be too long write here. If you like to get compleate details than contact me . I will guide you how to set up HR dept.

You can refer to the above postings to get a good idea about HR team formation. Moreover, be specific in forming the following verticals under HR:

1) HR Admin - Administration/induction of new joiners/Employee records and compliance/Employee database.
2) Corporate HR - Policy, Process, Compensation Management, Performance Management.
3) Benefit HR - Insurance, Leave Management, Payroll.
4) Line HR or Account HR - Employee Grievance, Relations, Engagement activities, Initiatives rollout, etc.

Thanks,
Manoj Elanjickal

Dear Preeti,

Please find attached the LEGAL FORM AND RETURN as per the Act herewith for your reference. Kindly go through the entire file thoroughly and revert if you have any doubts.

If needed, you can reach me at this number: 9975491937.

Hi Preeti,

Considering you as a fresher, I guess you might need to gain a deeper understanding and output from many seniors in this forum regarding various HR activities. Also, seek guidance from your boss on the role you are expected to play and the mission, vision, and culture required in the organization.

Let me guide you step by step to help you understand HR activities in a newly set-up organization, based on my experience.

The first phase will mostly involve work related to admin activities such as leave and attendance tracking, statutory tasks, system and workplace allocation, preparing letters, employee file maintenance, and managing data related to employees (HRIS) along with recruitment.

The second phase will focus on drafting policies, creating an employee handbook, defining grades and designations, setting salary brackets, establishing the organization chart, developing processes, creating a balance scorecard, identifying KRAs and KSAs, and preparing for performance management system (PMS) implementation.

In the third phase, the emphasis will be on metrics, effective PMS, policy and process modifications, developing training and development plans, executing competency mapping (optional).

The fourth phase will involve maintaining organizational activities to enhance sustainability and growth, succession planning, mentoring, setting up a buddy system, and introducing employee engagement activities to encourage the exchange of ideas and fun.

Note: Once an activity is rolled out, it should be sustained; otherwise, rework will disrupt the system. Maintain a history for each document to allow for review or additions during different phases or implementations at work.

I am suggesting these activities as an outline, but if you need further assistance, feel free to call me at 9790926889 or email me at sujitkr_p@rediffmail.com.

All the best.

Regards,
Sujit Kumar P

Hi Ptlp,

Do not worry about forming an HR department. Please, follow up on your job description to understand the requirements and roles of the job title. Make sure you handle 100% of all HR issues by ensuring that all HR working tools are in place, such as department structure, objectives of the HR department, roles of each staff member, maintaining and updating all personnel files, establishing staff regulations, monitoring staff discipline, providing guidelines on recruitment, training and developing staff, following up on performance management, and creating job description documents for your company. This will help you understand everyone at the company and their respective roles.

With best regards,

Elisante Yona

First step is to give a shape to your organisation by defining the various roles and functions in the organisation.

Get all the statutory formalities completed, especially under the Employment of Contract Labor Act.

An efficient payroll system should comprise attendance, leave, salary, benefits, etc.

You can think of an employee handbook once you are through with the above.

Dear Preeti,

This is a great challenge for you, and if you are successful, you will experience a steep growth in your career. But at the same time, do not forget your "intervention" lessons. You must interact with your MD on a daily basis regarding your planning and implementation and gain his confidence before proceeding with your plans.

I am working as an HR for an IT hardware company where the HR functions are independently handled by me. I have put my 4 years of experience into practice and have introduced many new policies for my company.

The information provided by Narender is of vital importance and serves as a baseline for HR functions. The key statistics for HR are the employee database. You must collate and work accordingly.

If any further information is required, you can contact me at [Login to view].

All the best.

Regards,
Shuchi

Hi,

I am new here and in South Africa. Maybe the way that you guys do things is different from us. However, I believe that HR is HR regardless of where you are.

My understanding is that you are starting an HR department from scratch, right? I hope my insights will provide some insight.

As you have learned from your studies, you probably have to understand the role that HR plays within an organization. There is TRANSFORMATIONAL and TRANSACTIONAL HR.

The two complement each other. With Transformational HR, you deal with HR as a Strategic Partner - The Dave Ulrich's model - HR as a Strategic Partner, Human Capital Developer, Employee Champion, Functional Expert. I will briefly explain:

Strategic Partner - You will have to develop an HR Strategy that will drive the overall Business Strategy and Business Objectives. Your MD is probably interested in seeing how much your division will bring to the overall business. The first thing will be for you to understand what the strategy of the business is. Once you do that, you are home free. My experience has taught me that the Business Executive needs someone who speaks their language. For example, if we're talking about leave maladministration, you need to quantify how much it costs the company, etc. I have attached a file that will guide you through the HR strategy development session.

HR as a Human Capital Developer - Focus will be on Talent Management, Succession Planning, Organizational Structure, etc. Still driven by the Overall Company strategy and Objectives.

HR as an Employee Advocate - that deals largely with how you will keep your employees happy, motivated, etc. This will be informed by your HR policies.

Lastly, HR as an Administrative Expert - As much as other people within the organizations are experts in their field of specialization, what's stopping us from being the same? Make sure that you use HR Best practices. I call it "Cradle to grave" - We should be experts in the processes involved from recruitment to exit (retirement or termination).

Transactional HR will deal with issues such as your Administrative processes, your HR Maintenance - most of the things our colleagues have mentioned in the preceding responses.

I hope this helps.

Sorry, guys, I meant Functional Expert. Over and above, find yourself a MENTOR. Someone who has been in the HR field for quite some time. They will give you guidance. Your MD can only take your questions to a certain level, as they will remind you why they chose you as the best candidate for the job!!!! The best place to start will be your lecturers from universities...

Dear Preeti,

It has been almost 3-4 days since you posted a thread regarding the startup of an HR department in your organization. So far, you have received 19 posts on the same. Have you started or initiated anything based on the inputs or posts that you are still receiving? Please provide feedback on the effectiveness of the suggestions and inputs being given or posted by the members of CiteHR. Feedback is required as it helps the members guide others confidently and efficiently. Don't forget to post your feedback after implementing the inputs shared by CiteHR members.

Regards,
Narendra

Hi,

Please help me. I have joined an organization as an HR Executive, and I have been asked to create HR policies as it is establishing an HR department for the first time.

Thank you.

Dear All,

HAPPY DIWALI.

I am working in the HR Department for a manufacturing industry. We would like to introduce the system of Working from Home for staff members. In this regard, we would like to have the policy/guidelines for implementation.

Kindly help us in this regard.

Thanking you,

SHARATH.A.R
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