New HR in a Factory: What Activities Should I Focus On and What Records to Keep?

Hello all, I am Srilakshmi. Recently, I have joined a chemical factory as an Executive - HR. Until now, there was no HR here. I am the first HR in this establishment. Being a fresher, I am not fully aware of the practical work that needs to be done in HR. Can you please suggest to me what type of activities I should engage in and what type of records I should maintain? Your guidance in this regard would be greatly appreciated.

Currently, I am handling MIS documentation work here. However, this is not my primary job responsibility, and I am not satisfied with my current role. Please assist me with this matter.

Thank you for your help.

Hi Sri Lakshmi,

I am Mrs. Arti Singh, designated as Senior Executive - HR & Admin at the corporate office of a chemical manufacturing unit. I am handling the entire unit solely. Could you please specify what responsibilities you are managing exactly?

Thank you.

Tell your management to recruit a senior experienced boss for you; otherwise, you may mess up the HR function.

Hi, I have an offer for an HR Executive position in a small company where previously there was no HR presence. I will be responsible for formulating HR policies for the company and also registering PF, ESIC, etc. As a fresher, I am unsure of how to proceed correctly. Can anyone help me?

Srilakshmi, I would like to understand how to implement the MIS.

Thank you & regards,
Akshit

Annual Serve Industries

Hi, I am Sandip Ekhande in Nashik. I have Annual Serve Industries Return Document.

Please help urgently.

Thank you,
Sandip Ekhande

Hi Srilakshmi & Zakim,

How are you? I read your message. Please don't mistake me. In my point of view, please read some HR-related books and HR magazines also available in India. This is the time for your achievement and goals. All the best.

Regards,

DAS

Hi Srilakshmi, I am also working in a chemical factory as a Sr. Executive - HR. Initiatives taken by me include: awards for giving the best ideas, birthday celebrations, and initiation of 5S one by one. Additionally, we conduct review meetings on a monthly basis. If you need more help, kindly email me at [Email Removed For Privacy Reasons].

HR Function Details in a Factory

• Conducting job analyses (determining the nature of each employee's job)
• Selecting job candidates
• Orienting and training new employees
• Managing wages and salaries (how to compensate employees)
• Providing incentives and benefits
• Appraising performance and communicating (interviewing, counseling, disciplining)

Organizational, Work, and Job Design

• Planning
• Recruitment and Selection
• Training and Development
• Performance Management
• Compensation
• Occupational Health and Safety
• Employee and Labour Relations

With Best Regards,
Rajender Thakur
[Phone Number Removed For Privacy Reasons]

Importance of Maintenance Records and Compliance

First and foremost, the requirement is to maintain records/documents as required by various statutory provisions and ensure compliance with various labor laws. If you have had past exposure to HR, it is advisable to seek consultation from any local HR consultants. The rest of the HR functions may be implemented/scoped and expanded step by step.

I am a Sr. Exec HR working in an automobile company. In addition to the general HR functions, you also need to maintain some mandatory records such as factory license (ensuring timely renewal), PF records, ESIC, etc. If you are less familiar with these activities, I suggest appointing a consultant initially and gradually learning them.

Since you are the sole HR personnel, you may need to focus more on other activities like building employee relations.

All the best,

Beena

Dear Shri, As you mentioned that you are a fresher and your company has not had an HR person before you, it must be challenging to handle all the processes and tasks related to it. However, do not worry.

Suggestions for HR Management

I believe it would be beneficial if your management could hire a senior person in the department. If that is not possible, you can start by working on time office tasks and managing the P.F. and ESI processes. After that, you can focus on statutory records. Also, stay in touch with experienced individuals.

Firstly, please inform me about the records you currently possess.

Regards, Shivander Kumar

Hi Arti, Until now, I have been working on MIS entries, i.e., department-wise daily reports that I update in the system. I have prepared a list of employees and workers with their details. Now, I want to maintain different types of records in the factory. I have prepared a list of records to be maintained, but my boss is saying that more needs to be added. I am unsure of what to add. Only a few records have been maintained here, so more need to be added. Along with all these, what more can I do? Please let me know what you are handling exactly in detail. That's it.

Apart from Thakur's points, you are also supposed to maintain the following records as per statute:

Factories Act Records

Payment of Bonus Records

Contract Labour (Regulation & Abolition) Act Registers (If Applicable)

Payment of Wages Records

Minimum Wages Act Records

Apart from that, you have to go for a Model Standing Order to ensure disciplinary proceedings.

Local and Police Station Activities

I think Thakur and I have narrated the whole history to you. The rest is yours, and remember, practice makes perfect.

Thanks & Regards,
B. Ravi Murugan M.A., LLB., PGDLA.,
Labour Law Professional.

First of all, thanks for your response. Yes, I too had the idea that it is better to have a senior HR. But in this, there is one advantage and one disadvantage.

The advantage is that I will have support and help. The disadvantage is that I may not have the freedom to do anything; I may lose my visibility to others in the factory.

Till now, I have prepared only a list of staff and workers with their details. As no HR was here, the payroll records are maintained by the accounts department. They are still continuing; other in and out time and attendance records are maintained by security. Accidents, firefighting, vehicles inward and outward records are also maintained by security itself.

My problem is they are asking me to do something as an HR. "You are an MBA student, do something," like this. But they do not understand that I am a fresher.

First of all, whatever the decisions regarding benefits to employees and everything, top management only will see. I don't have any authority to provide any facilities to employees. Management is always in a view of cost reduction. If I say anything regarding benefits and facilities to employees, they are not listening.

So, what should I do?

Regards

Sharing My HR Journey and Tips for Success

I am also working as an Asst. Manager-HR in an architectural product manufacturing company in Goa. To share with you my experiences:

1. I was in Pune where I joined a service industry company as a Sr. Executive - HR, which did not have an HR department at all. The employee strength was over 200. Even though I was quite inexperienced, I managed to cope with it and created a full-fledged HR system there single-handedly, which took me 7 months. I was promoted to Asst. Manager-HR within a year.

2. For some reason, I shifted to Goa and joined this company as a Sr. Executive - HR. Within 4 months, I was promoted to Asst. Manager - HR. Here, the situation was the same—no previous HR, and I am the sole person handling HR for 3 units of our company. Although experienced in the service industry, the atmosphere in the manufacturing industry is different. Core HR, 5S, Kaizen, suggestion schemes, employee welfare, and event management are the vast roles I am performing now. I joined on 1st Dec 2009, and to date, 70% of the HR Department is ready.

Tips for Handling HR in a New Environment

1. Understand that although there was no previous HR, someone must have been taking care of employee salaries, recruitment, appraisals, attendance, etc., right? Contact that person(s) and try to get their maximum help to understand the existing procedures, policies, statutory compliances, etc.

2. Simultaneously, start preparing an employee database. For that purpose, you can distribute employee forms to gather all the details related to them.

3. At the same time, you have to get friendly with everyone, from peons, kacharawali, watchmen, maintenance personnel, workers, supervisors, etc. Convey the message that "you are well experienced, you can guide me on how the system works here?" "Who is the controller?" "If I am making any mistake or facing any problem, I know you people will help me," etc.

4. They all should be convinced that you are one of them and like them. Generally, HR people try to keep a distance between workers, lower-level staff, and themselves.

5. Understand that it will take a minimum of 6-7 months to systematize all the HR functions. Don't expect anyone to help you or have another helping hand. The first 7 months require you to take pains and do all the ground-level jobs on your own, from xeroxing, printing, filing, typing, displaying notices, etc. Once you do all the ground-level jobs on your own, you really become an all-rounder, and then when your juniors come, you can manage them well.

6. The Accounts person plays a very important role in this. You need to be very close to them because they know almost all the statutory requirements and keep a record of the same. So you have to take their assistance undoubtedly.

Additional Tips for Success

a. Accept the fact that everyone will treat you as an alien at first.

b. Create your own space in the organization through your behavior and friendly nature with everyone.

c. Start with your basics. Keep your HR notes with you and take up one topic at a time to convert it into practicality.

d. Develop a habit of noting down everything.

e. An employee database with emergency contact numbers and birth dates is a very important tool. Don't forget to wish even a very small person on their birthday in the factory.

f. Take recruitments seriously.

g. If you don't know anything, don't be afraid to say so and seek help from your seniors. Because one fine day, you are going to be an expert in it.

h. Rest from time to time. If you really require any particular help, you can email me at [Email Removed For Privacy Reasons].

Remember: Treat this opportunity as a golden opportunity as not everyone gets it. Since there's no HR there, you are going to be the ultimate boss, and within a short span of time, you can really climb the ladder with high speed.

All the best.

Regards,
Ashwini Patwardhan

HR Functions in Manufacturing Setup

HR functions are vast and diversified, depending on the industry and sector. You are currently working in a manufacturing setup, which offers a lot of scope in areas such as labor laws, salary administration, people management, and employee development. You can develop your profile by initiating the formulation of standard policies suitable for your company and further by auditing the documentation of employee records and compliance. This will help you understand the current status and develop new HR strategies and workplace policies in favor of your company's growth and yours as well.

I hope my effort is successful in answering your query and giving you a sense of direction for the next step. You can get in touch with me for the same or any query through my official email id: [Email Removed For Privacy Reasons].

I have a total of 4 years of experience in HR and Administration. After gaining 3 years of exposure in the industry as Manager - HR for a financial company, I am successfully running my own firm in the field of HR outsourcing where we help professionals like you overcome such problems by providing HR solutions for Small Medium Enterprises. You can easily opt for such services and set up the complete processes for the company.

Regards,
Pooja Verma

Congratulations! You are a fresher in HR, but you have the initiative and talent to properly set up the department. First, study the present setup. Make personal files for each employee and ensure that all the documents/certificates are collected. Go step by step, and then it will not be difficult for you. Find out what the present systems and policies are, whether oral or written. Prepare an Employee Handbook covering all the points. Then start preparing policies in consultation with the MD/Head. If you need any help, you can contact me anytime at [Email Removed For Privacy Reasons] or [Phone Number Removed For Privacy Reasons].

Best of Luck.

Regards,
Govind Desai

Hi Srilakshmi, when you take up a role in HR in a new company, you can conduct an audit to determine the stage of industrial relations (IR) and HR within your company. Please ensure, based on the nature of the business, number of employees, and other relevant details, which acts are applicable and what needs to be done according to those acts. Check if the required actions have been completed. If not, initiate steps towards achieving compliance. Compliance with statutory requirements is of utmost importance. Once that is accomplished, focus on enhancing HR practices by establishing policies, procedures, internal processes, and Standard Operating Procedures (SOPs). You can find many ideas on this site to help you perform your job effectively.

Good luck,
Hema Rao

First of all, let me congratulate you on your joining as an Executive in the HR department. Your initiative and confidence will definitely contribute to your success in setting up the department. Try to note down the points for setting up the department. Then, please read the Factory Act (other Acts will follow) and note down the key points. Start preparing systematic documentation and prioritize making policies, which are crucial for the factory initially. If you need any help, you can reach me at my email: [Email Removed For Privacy Reasons].

Regards,
Govind Desai
[Phone Number Removed For Privacy Reasons]

I am Dhasarathy. R. Please follow the details for factory HR:

1. Safety of Employees.
2. Register employees for PF, ESI. The main thing for factory employees is to apply for Medical Claims.
3. Keep a direct link with each employee; only then will you know about the employees' problems and other issues.
4. In factories, some companies provide lunch for overtime employees. It is a must for factory companies under the Factory Act.
5. Each factory company should appoint a safety officer.
6. In my point of view, please go through and read the factory law books.

Take care, all the best for your current career.

Thanks & Regards,
Dhasarathy. R

Key HR Responsibilities to Initiate

Maintain an employee database and personnel files for all employees. Issue ID cards and offer letters, and implement some HR welfare activities. These are the things you can start with.

Regards