Starting from Scratch: How Do I Build an Effective HR Department in Transportation?

Dear Members, I have recently joined an organization in the transportation business. I have to build the HR department from scratch. I feel a little lost as to where I should start. Can anybody please guide me on what my route of development should be? I want to see a significant change in the organization due to my presence after a few months. I aim to finalize an HR manual. Please provide the required guidance and necessary inputs.

Regards, Kanika Verma

Building an HR function from scratch is a vast and challenging task, but one that is extremely rewarding. You have to be proficient in many areas, from employment laws through to Corporate Social Responsibility. As you are in the transportation industry, going "Green" is also a feature.

Starting Point for HR Development

The starting point is first and foremost to ensure that the company's rules and regulations are up to date, commencing with ensuring that all employees' documentation is correct and up to date. All policies and procedures should be in place and up to date. Since these cannot be instigated instantly, you must ensure that as you develop the HR function, you communicate everything to all employees. Therefore, you must have clear communication channels from the onset.

I suggest you keep visiting this site and requesting help and guidance as you progress. You will receive all the assistance you need here.

I wish you great success.

Regards,
Harsh

I cannot send you our HR manual because it will not be relevant to your organization (we do not operate in the Transportation sector) and also because we are based in the UK, and our systems vastly differ from yours in India. If I were to send you our manuals, you would only manipulate them to suit your needs. You would not gain the foundational understanding that lies behind developing such policies, etc. You will learn more by developing your own policies by researching yourself, and the knowledge you gain will be required in the future when dealing with issues.

Developing Your Mindset

However, to give you an idea of how you should develop your mindset, please see the attachment on Absence Policies. You will notice that there is a lot of work to be done, and there are several policies to deal with. Remember, while members will help you, they cannot do your work for you.

Warm Regards,
Harsh

Please list out the HR policies and rules you wish to establish, write out a few lines for each, and then come to us for help. You have to make the attempt. If you wish to copy someone else, there are a lot of HR manuals available online. Just do a Google search, and you will find many which can be a start for you.

However, you must first pen down the Mission and Vision of the HR department vis-a-vis that of the organization. This will give you the direction and lead the way to defining rules and regulations. I do not like the words "Rules & Regulations." Why not start with laying down "Accountability, Duties, and Responsibilities" of staff and management?

There are a few basic sections that are required for an HR Manual. They could be as follows:

Purpose

Scope

Coverage

Terms of Employment - This will cover employment, working days and hours, equal opportunity employer.

Office Equipment and its Usage

HR Policies - Will include the recruitment process, appraisals, all kinds of leave, rotation policy, probation & confirmation, resignations.

Compensation and Benefits - Will include salary scales, promotion policies, travel allowances.

Grievance Cell - How is it made up, what will be referred to it, and what are its authority.

You can start with this and see how it goes. Then you can add sections depending on the type of work and organization.

I hope this will give you a place to start from. Come back to us with your draft, and we will guide you towards its completion. Please remember the language, spelling, and grammar in the manual must be perfect.

Regards,
Ronald

This question is asked at least 2 or 3 times every single week here on CiteHR. There are hundreds of postings about setting up HR departments, and literally thousands of postings about HR Manuals. It would have to be almost the No. 1 question asked here because no one ever checks to see what has been asked previously. Almost every HR question is documented here. Please use the Blue Find Information Box at the top of every page, and all will be revealed. Also, check the Similar Topics sidebar on the right-hand side of this page.

Kanika, several valuable inputs have come your way already. You can separate the responsibilities into two parts: internal (for the people) and external (statutory compliances as per the rule).

Internal HR Activities

For the internal needs, there is a whole gamut of HR activities. It is a step-by-step process that keeps evolving, improving, and is culture-driven.

External Compliance

On the external part, it is important that all compliances are met as per Companies, ESI, PF, Factories, Gratuity, etc. (the list keeps growing) Acts and ensure that it is complied with as per the Government notifications and latest updates.

Regards,
Venkatesh

Dear Seniors, I am so grateful for all your valuable inputs. Let me start with the process, and I shall get back to the forum with the drafts. Thank you all!

I have uploaded some important documents that will help you in building up the HR department. Please go through the link below:

Important Document: HR Manual

The most important document is the HR manual.docx. https://www.citehr.com/attachments/1...hr-manual.docx

Thank you.

Today, I find myself in the same situation in which you were previously. I merely need your precious assistance regarding the same. How did you start, and how are you doing right now? Please help me.

Regards

All the best for the work you are doing. I would like to share that focusing on the key responsibility areas of the departments within your company will surely help you in developing the HR manual.

Hi, I am looking for HR manuals as a reference from the automobile industry or companies. I am on a new task of making an HR manual.

Thank you.