How Can I Establish a Unique HR Identity in a Busy, Multi-Industry Environment?

Guidance Needed for Establishing a Unique HR Identity

I need your guidance to give a unique identity to the HR department in my organization. We are in the automobile industry with 5 branches in Madhya Pradesh dealing with Yamaha & Piaggio, as well as the manufacturing of poly bags, oil, and cotton businesses. I joined here on 24th December and have almost completed one month. Due to the absence of guidance on the existing system (the HR Manager and assistant were terminated due to fraud and affairs), I started working independently. Currently, I am the sole person managing the department.

In one month, I have handled recruitment, training planning, administration (stationery, housekeeping, guard management), policy formulation, new workflow implementation in showrooms, manpower planning, attendance, December month's salary processing, file management, loans and advances, joining formalities, document drafting, completion of employee profiles, birthday celebrations, external training records, ongoing performance appraisals, etc. Despite my busy schedule, I haven't been able to initiate a unique HR project. Although my efforts so far have been commendable, I feel something is still lacking.

Due to workload and technical issues in the conference room, I couldn't communicate my plans effectively to the team. I am attaching a presentation outlining my pre-joining plans for the company. I seek your guidance in finalizing a robust daily and monthly reporting system, charting a unique HR identity, identifying areas for improvement, setting a proper time frame, and enhancing activities to ensure top-notch service delivery and employee satisfaction. I am looking to identify my weaknesses and learn how to address them.

With all my words, I believe you understand my intentions. Kindly provide your insights and share industry-related formats, reports, and ideas, such as effective reporting formats like salary reports.

Please guide me accordingly.

Regards,
Pooja Sharma
[Phone Number Removed For Privacy Reasons]

As Sharmila Das mentioned, you can find ample formats on this site itself. You just need to prioritize your list and work on it. I am impressed with the way you've implemented things in a month. I must congratulate you for the efforts you have put in and assure you that this will have positive outcomes for you.

Are you the only one in the department handling all the activities centrally and across branches? If so, you can request additional manpower for yourself to handle administrative/documentation work and provide support in recruitment. Gradually, you can begin framing policies, implementing them, and focusing on other areas of HR.

All the best!

Dear Ms. Pooja,
Your presentation is good. You are on the right track, but you need to prioritize your tasks.

Prioritizing HR Tasks
In order to prioritize the work, you must divide your list into pure HR-related tasks such as recruitment, training, compensation, career management (appraisal, organogram, etc.), compliance, audit, etc. Then, administrative tasks like welfare, canteen, group insurance, and celebrations, which can be referred to as 'Employee Connect.' Lastly, security-related tasks like access control, attendance, and material management.

While security and admin tasks may seem mundane, they are crucial hygiene factors that greatly support any HR initiative.

Steps to Avoid Future Issues
To avoid any issues later on, start by finalizing your organogram in consultation with your department heads. This process may take some time as you need to understand each department's processes thoroughly. By doing so, you can determine the maximum and minimum requirements of each department and the company as a whole. Subsequently, you can identify which tasks can be outsourced to contract labor. It is essential to monitor the number of contract laborers to prevent future conflicts with contractors. Spending two hours daily on security and admin tasks, with the help of a checklist, can significantly improve efficiency. Additionally, occasional site visits to inspect the operations personally can have a positive impact on the work environment.

Regards,
Col. S.S. Raikar (Retd.)

Hi all, Thanks a lot. All ideas helped me greatly to understand my current standing. Actually, I haven't had a single moment to think about prioritizing this work. However, I will try to do so as soon as possible. I am currently working alone. The director assured me that I will soon have assistants. Let's hope for the best.

Thanks

Hi Pooja,

I am unable to understand how the use of Quikr and OLX helps you in recruitment. It would be great if you could explain this in detail, as it may also help me, as I am working with a small automobile dealership company.

Nisha Malhotra