Overwhelmed by HR Streamlining Tasks for 1500+ Employees: How Should I Proceed?

The organization I have newly joined is in the process of streamlining the HR department. A total of 1500+ employees are currently working. The major issue is that my boss has instructed me to segregate all the 1500+ resumes of the resigned and the current working individuals. He emphasized that even the blind should be able to access the required documents. We have around 40+ centers in India where IDs have not been issued.

Previously, only one person was handling all the interviews, payroll, exit formalities, and other HR activities for all 1500+ employees from top to bottom. Now, I am feeling confused about what to do next. Currently, I am cross-verifying all the documents, including names, dates of birth, and fathers' names, to ensure they have been correctly entered into the master records they are currently maintaining.

I would appreciate your insights on how to proceed with these tasks. Thank you.

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Gayatri, your question is not clear. Can you please put it more precisely and to the point? Are employees' files maintained in different locations, or should the files be centralized? What exactly do you want? Help us to help you. Thanks.

Dear Gaayu,

You are heading in the right direction.

1. If you have a remark column in your master file (I assume this is an Excel sheet), keep populating it with resignation details, especially the Last Working Day (LWD).
2. Currently, maintain only one sheet for active and resigned employees.
3. Once you complete the database of the existing 1500+ active employees, then move on to managing the recruitment database.
4. Ensure all hard copies of resumes you check are tagged with an employee ID, whether they are resigned or currently working.
5. If you have software, start with Excel first. It is easier to enter details in Excel before transferring them to a customized software system once the database is ready. This approach is faster and more efficient.

Let me know if this helps.

Regards,
ukmitra

Gayatri,

Your question is not clear. First, check whether the employee database is up to date. If not, update it. Have the last month's payroll details as a supporting document.

Second, verify whether the personal details like resume, educational certificates, address proof, photograph, etc., of the existing employees are collected and filed in their personal files. If not, update the same. If your company has 40+ centers in India, get help from the Branch Head.

You have mentioned that IDs have not been issued. Check with the Branch Head and issue the IDs.

Start the process slowly and one by one.

Senthilkumar.S

Hi Gayatri,

I suggest you start implementing the way Senthil Kumar suggested. I hope that by doing this, you will gain confidence in your work.

Regards,
Sushma

What is the timeframe for the completion of this task?

Better start this now. First, concentrate on only live employees (working employees). Once you set this right, it should not be more time-consuming for resigned employees.

Invest time in this new task. I would lead you to a good experience.

Excel sheets are the best. Start collating details for the existing manpower issue ID numbers. See if you can categorize ID numbers for better recognition.