New HR Executive in Dubai: How Do I Set Up an Effective HR System from Scratch?

I am Nahid, an MBA - HR Graduate who just started working in Dubai as an HR Executive in a software development company for business activities. The head of the company wants me to set up a proper HR system in his organization with a separate division for payroll management (which will be taken care of by the accounts department). The role is quite challenging for me, and I would like your help in knowing how to start. All the information related to manpower is scattered and nothing is channeled so far. Please guide me on the basic steps. I have prepared my agenda; please guide me in the proper direction.

My Agenda:

Step 1 – To maintain all employee records (Excel format)

Step 2 – To maintain each employee’s personnel file (scanned copies & hard copies)

Step 3 - Defining organization structure with departmental and individual job responsibilities

Step 4 - Leave management system (how to start for that?)

Step 7 - Employee grievance handling

Step 8 - Company’s legal issues and legal documents

Step 9 - Performance appraisal system

Step 10 - Employee handbook (It will contain the company’s policies, norms, regulations, and general conduct within an organization)

Step 11 - Recruitment and selection process

Step 12 - Training and development

Step 13 - Future strategies for achieving company and individualistic goals

Please guide me if I am going in the right direction, and also add or delete any steps required.

Additionally, I have to abide by UAE Labour Laws, and I want guidance for every step and managing them since I have not been in such a role before.

Thanks a lot for your time and suggestions.

Each & every aspect of HR is important, but to start with an organized & systematic HR system, you need to prioritize some basic steps according to your organization’s current requirements.

Documentation of Employee Records

- Personal & professional details (both soft & hard copies)

Creation of Organizational Policies & Procedures

- Planning and budgeting

Recruitment and Selection Process

Employee Handbook

- Contains company’s policies, norms, regulations, and general code of conduct within an organization

Defining Organization Structure

- Departmental and individual job descriptions

Leave Management System

- Creation of policy & implementation

Setting Up of Performance Appraisal System

- Creation of policy & implementation

Evaluation of Training and Development Needs

- Facilitating accordingly

Employee Engagement & Grievance Handling

Regular Updating of Policies & Procedures

- As per company norms

For payroll & legal issues, coordination with the accounts & legal department can be taken care of.

Regards,

In addition, I would suggest going for an automated HR system (if you can get approval from your concerned authority), which would make your work easier and more streamlined. As it seems from your post that you are the only person in the HR department, also, in the case of each policy creation, coordinate with seniors.

Dear Mr. Nahid,

Super, keep it up. Here are some recommendations:

Step 1 - Maintain Employee Records

- To maintain all employee records in an Excel format. [WHAT DO YOU EXPECT IN RECORDS? PUT IT IN A LIST]

Step 2 - Maintain Personnel Files

- To maintain each employee’s personnel file, including scanned copies and hard copies. [DECIDE THE CONTENTS OF THE PERSONAL FILE FROM APPLICATION FOR JOB TO END OF CAREER. DO NOT INCLUDE CASH CLAIMS OF SORTS]

Step 3 - Define Organisation Structure

- Defining the organisation structure with departmental and individual job responsibilities. [THIS BECOMES STEP 1 (ONE) AND NOT STEP 3]

Step 4 - Leave Management System

- Leave management system (how to start for that?) [WILL DISCUSS NEXT SESSION. WILL GIVE YOU LOT OF INPUTS]

Step 7 - Employee Grievance Handling

- Employee grievance handling [NOT NOW. THIS WILL GO TO A SEPARATE TOPIC NOT WITH EACH PERSON. ONE GRIEVANCE MAY APPLY TO MANY PEOPLE. KEEP IT ON HOLD FOR NOW]

Step 8 - Company’s Legal Issues

- Company’s legal issues and legal documents [DEAL WITH PEOPLE FIRST AND THEN THE ORGANISATION. LEGAL AFFAIRS ARE NOT EVERYDAY JOB. COOL FOR THE BEGINNING]

Step 9 - Performance Appraisal System

- Performance Appraisal System [SHOULD BE PRIORITY 2/3 AND MUST OCCUR CONCURRENTLY]

Step 10 - Employee Handbook

- Employee handbook (It will contain company’s policies, norms, regulations, and general conduct within an organization) [COOOOOOOOL COOOOOOL TWO YEARS LATER NOT NOW.]

Step 11 - Recruitment and Selection Process

- Recruitment and selection process [HIGHER PRIORITY AND CONCURRENT WORK]

Step 12 - Training and Development

- Training and development [MOST IMPORTANT AND IS A PRODUCT OF PERFORMANCE APPRAISAL]

Step 13 - Future Strategies

- Future strategies for achieving company and individualistic goals. [IF YOU DO EVERYTHING TODAY ONLY, WHAT WILL YOU DO IN 2016? LET YOUR TOP BRASS HANDLE IT OR TELL THEM TO MAKE YOU A TOP BRASS IN HRM.]

I am available at [Email Removed For Privacy Reasons].

All my assistance is free, and you can rely on my 50 years of experience to assist you and your organization.

Blessings,

Dr. Ram

Attribution: https://www.citehr.com/490204-hr-man...#ixzz2ygiAMG2b