New HR in IT Firm: How Can I Build a Positive Work Culture and Motivate Employees?

I am a fresher and have recently joined an IT firm where I am the only HR personnel. Please provide me with guidance on the necessary steps to establish a positive work culture and motivate employees.

Introducing Yourself to Employees
Firstly, you will have to introduce yourself to all the employees working in all divisions and at all locations/branches. Make a point to meet each and every employee in your office and know them individually by their name. Also, you can meet the heads of each division and introduce yourself.

You can do networking with them by having your lunch/tea/snacks with different groups rather than getting along with one group with whom you are comfortable.

Understanding the Organizational Culture
Secondly, you need to study and understand the culture of the organization, get acquainted with the policies and procedures of the organization, and discuss your observations and learnings with your seniors in order to gain more inputs.

Remember, motivation and building a great culture cannot be done in a day; it will require time. You will have to develop confidence and faith about you in the minds of people. Once this happens, your work will be easier.

Regards,
Sumeet

Thank you, Sumeet, for your valuable advice. Mine is a small firm, so the introduction and networking parts were not a tough job. Since I have no seniors to consult with, I just don't know where to go next. I have created leave forms, performance appraisal forms, and exit interview forms. I know that building a good work culture is not an easy task. But please give me some directions on how to make one.

Regards,
Sree

Once you connect well with your employees, discuss with them on an individual basis about their views on the organization, job profile, career plans, and problems they face at work. If there are specific issues, try to understand them and find solutions for them. You can implement an Employee Grievance Cell, an Open-Door Policy, and design reward policies to recognize and reward high performers in the business. Additionally, this should be done in consultation with a senior authority.

Regards

HR does not decide the culture of the organization. The management of the company or the Board of Directors does. Therefore, it is important for you to discuss your views with your management and understand their expectations from HR. This will help you immensely.

Thank you both for your valuable replies. I had implemented an open-door policy, but my management needs a change in the easy-going nature of employees. That's why I asked about culture, and at the same time, I have to motivate them.

As you are the only person in the HR department, let's begin with establishing HR policies and company policies. These guidelines will help you understand how to work and the direction you need to follow.

If you require the policies, please let me know, and I can send them to you. 

Regards

Thank you so much, seniors, for your support. And thank you, Sneha Joshi. Could you please give me an outline of the policies? I have set up working time, leave policies, and I am starting performance appraisals this month. Could you please provide information on other policies? Also, am I responsible for creating company policies? If yes, could you please guide me? Thank you in advance.

Regards,

Sure, Sree, in HR policies you can include:

Employee Handbook

• HR audit
• Surveys like employee satisfaction, job satisfaction, attrition rate, etc.
• Motivational program
• Recognition program
• Employee health & safety
• Employee retention program

Company Policies

1. Employment Policy

• Nature of employment
• Equal employment opportunity
• Employee relations
- Discipline
- Disciplinary appeal
- Grievance
- Timekeeping policy

2. Business Ethics & Conducts

• Compliance and ethical conduct
• Business opportunities
• Fair dealing
• Integrity of data furnished
• Conflict of interest
• Insider trading
• Confidentiality
• Work environment

3. Performance Management System

4. Compensation Policy

5. Leave Policy

6. Personal Conduct Policy

• Dress code
• Personal communications
• Gifts & gratuities
• Meetings
• Respectful workplace
• Security and violence prevention
• Internal reporting and controls
• Meals, entertainment
• Inappropriate hospitality

7. Intellectual Property and Security (Privacy and Confidentiality)

If you want further guidance, then I will definitely guide you. 

There are some other policies as well, such as the Travel Policy, Local Conveyance Policy, Leave Policy, Company Mobile Policy, etc. You need to check for statutory compliance as well, which you will have to follow as per Labour Laws.

Regards,
Sandesh

Could you please guide me on how to conduct an HR audit? I believe that motivational programs, recognition programs, and employee retention programs are essentially the same. Please correct me if I am mistaken. Additionally, could you provide examples of motivational programs that are typically carried out in organizations?

Thank you.

HR Audit

Human Resources Audit is primarily conducted to evaluate the efficiency and effectiveness of your HR management function. It is intended for the HR department itself. The audit assesses whether the HR function is on the right path to achieve and assist the company in reaching its goals.

The results obtained from an HR audit include:

• Evaluating whether the performance of your HR function meets expectations.
• Improving the contribution of the HR function to the achievement of your business objectives.
• Ensuring compliance with the country's laws and organizational policies and procedures.
• Developing the professionalism of your HR personnel.
• Facilitating better HR planning.

For further information, I have attached a file. Please go through it; it will surely be helpful for you in conducting an HR audit.

About Terms

Employee motivation and employee retention programs are part of employee recognition programs. Simply put, the outcome of recognition programs is to improve performance and enhance employee retention.

Here are examples to help you understand the differences among the three:

Motivation

- Motivation guide

Motivation Programs

• Company Suggestion Boxes
• Points Rewards Programs
• Sales Achievement Incentives and Programs
• Productivity/Quality Performance Incentives and Programs
• Attendance and Safety Awards
• Outstanding Performance Awards & Programs
• Customer Service
• As well as other programs

Employee Retention Programs

• Workplace culture
• Involvement
• Orientation
• Learning
• Reward

Employee Recognition Programs

Monetary Rewards

• Negotiable instruments (cash, check, money order, and direct deposit) or
• Any item that can be readily converted to cash, such as savings bonds or refundable gift certificates.

Non-Monetary Rewards

• May include awards for:
- Employee of the month
- Attendance
- Safety
- Customer service
- Productivity
- Honoring separating employees
- Noteworthy participation in the Employee Suggestion Program
- Outstanding achievements

• Others:
- Non-refundable gift certificates; meals; trips; plaques; trophies; certificates; pencils, pens, and desk items; cups and mugs; personal items of clothing such as caps, shirts, and sweatshirts; and other items such as tools, electronics, radios, sports equipment, and timepieces. You can also give them leave for achieving targets.

Regards.

Thank you so much, Sneha Joshi, for your guidance, and thanks to all seniors who replied for showing me the path to move forward. I will follow the path you all have shown and think I can get back if I need any more guidance.