How Can I Further Improve HR Practices in a Growing 4-Year-Old Company?

Achievements and Future Plans in HR

I have joined a company 5 months ago which is 4 years old, with 30 employees (with plans for expansion within the next year). Upon analyzing the processes in place, I realized that the previous HR had not implemented any specific HR system. In these 5 months, I managed to accomplish the following activities:

• Recruited 9 people, out of whom 5 are still working.

• Introduced the Handbook (including the leave policy & bonus policy).

• Ensured all employees filled out Joining Forms and submitted required documents.

• Ensured all employees received their increment letters.

• Provided visiting cards to all eligible employees.

• Implemented the Fun Saturday Concept for employee engagement, wherein all birthdays in a month are celebrated on the last Saturday with games and snacks. Also, started gifting employees celebrating birthdays in that month with a standard gift from the company.

• Initiated festive celebrations for Dussehra, Diwali, and Christmas.

• Began maintaining records of attendance and processing salary sheets.

Activities such as ID Cards, Performance Appraisal System, finalizing salary structures, and distributing payslips (salary structures already sent to boss, pending approval) are scheduled for March. Currently, my boss is occupied with the office relocation, leaving me with minimal tasks until the month-end. Upon requesting more work, he advised me to observe and document areas that need streamlining within the company. I have nearly completed all the important tasks I identified.

I would appreciate any HR-related suggestions on how I can further benefit the organization and its employees. I eagerly await your feedback as I have already made changes and seek guidance on additional improvements.

Thanks & Regards,

Shamin

Software Solutions for HR Management

There are various types of software that can help minimize your physical work by maintaining records such as attendance, leaves, payroll, and statutory dues like ESIC, EPF, PT, WLF, bonus, etc. Some software even enables you to generate various types of letters like offer letters, APL, relieving letters, etc.

Alternative Tips for HR Management Without Software

Moreover, if your company is not interested in purchasing any software, here are some tips:

- If you are using a unique format for HR letters, use Mail Merge in MS Word.
- Maintain the salary sheet in Excel in a unique format.
- Use Mail Merge for salary structure and payslips.

Thank you.

Thank you for the appreciation and valuable inputs. I have gone through your blogs and have gained ideas for streamlining the recruitment process and PMS. Thank you so much for this.

Guidance on Training Needs Identification

Can you also guide me with regards to Training Needs Identification? To elaborate, I am working with a Legal Company Secretary Firm, and the employees work here on all the technical matters, which are much above my understanding. What training needs should be identified here?

One aspect that I feel is lacking is professionalism among the employees. They often struggle to differentiate between professional and personal behavior. When I tried to introduce processes regarding punctuality and regularity, many people reacted negatively. I believe providing training in this area could be beneficial.

Kindly let me know if my thinking is correct and provide your guidance on the matter.

Awaiting your kind response.

Regards,
Shamin

Designing Job Descriptions and Ensuring Compliance

Start designing job descriptions for everyone and also ensure compliance with statutory requirements that the company needs to meet, such as PF, ESI, PT, etc. Design the recruitment process in detail and try to create an organizational chart to understand the reporting authority.

All the best.

Thank you, Mr. Negi & SRIKKI. I shall work on the same and make an HR POA for myself. Currently, I am completing the Payslip assignment and will be issuing the same to the employees since April 2012. I will plan my further course of action based on the above-mentioned. Thank you once again.

Regards,
Shamin.

Thanks for the suggestion, but as of now, since I have just joined, I would like to work out things without incurring much cost. Some months down the line when our employee strength grows, I will surely work on outsourcing the HR activities. I will get in touch with you accordingly.

Thanks & Regards,
Shamin.

At the outset, I would like to express my appreciation for the tasks accomplished. You can also work on mid-year reviews, skill matrix development, and probation evaluations. Additionally, please focus on the exit interview formalities. Consider establishing various committees such as the disciplinary committee, grievance committee, safety committee, and employee welfare committee, among others. This initiative may benefit you in the long run.

All the best. Perform well and lay a solid foundation for the organization. I believe in your capabilities.

Best regards,
[Your Name]

Thank you, Vivek and Vaishali, for your appreciation. It truly serves as a great motivator for me, affirming that I am on the right track, in contrast to some senior employees who seem resistant to change, leading to a few ego clashes in the office.

Regarding the Software Implementation

I believe it may be premature to introduce it now. Once our team expands, I will definitely consider implementing it.

Recruitment Guidelines Needed

Could you please provide me with some recruitment guidelines? Our firm operates in the legal sector, which differs from typical BPOs and KPOs. We often struggle to attract candidates with strong communication skills, posing a significant challenge for me. While I understand the option of outsourcing recruitment, I feel it is too early for us. I aim to first enhance my skills, demonstrate versatility, and then consider outsourcing. Although we utilize job portals, I sense there are still gaps in our efforts that need to be addressed.

Regards,

You can post free ads on different sites like Shine.com, Indeed.com, etc., for your requirements. Surely, you'll get responses, or else you can recruit from portals as well, as you mentioned you have.

Thanks,
Monica
Deputy Manager - HR in a construction company