How Do I Start Building an HR Department from Scratch in a Small Company?

Hi Seniors,

I have joined an animation company, and there is no HR department here. There are about 55-60 employees working. I need to know how to start about it.

Thanks

Hi,

Since there are already 55-60 employees, you should first check if all the statutory requirements, such as ESI, EPF, and Shops & Commercial Establishment Acts, have been complied with.

After ensuring compliance, focus on formulating employee personnel files and reviewing the implemented policies. If necessary, develop new policies gradually.

Next, initiate training and development programs and employee engagement activities.

You can proceed further with other HR initiatives later on.

Hi Jeevarathnam,

Thanks for your reply. They do not have PF, ESIC, etc. Only TDS is being deducted. Personnel employee files are maintained. Timings are 10-7 with 6 working days. I would like to know if there is any rule that specifies the working hours per day/per week. Also, the salary date is the 15th, so I would like to know if there is any government policy regarding payment schedules.

Thanks in advance.

PT, PF, & ESI are mandatory. It is better to initiate the registration process immediately.

It is advisable to check whether it has been registered under the Shops and Commercial Establishment Act.

May I know in which state it is located?

The timing of 10-7 and 6 days a week is acceptable, but employees should get a 1-hour break in between.

Salaries shall be paid on or before the 7th, and they vary from state to state.

Comprehensive HR Consultancy Services

Thank you for your inquiry on Cite HR regarding assistance in setting up an HR department and training HR officials to frame standing orders, HR manuals, and provide all HR policies, procedures, leave, service rules, and formats for all HR jobs in soft copy for easy adoption in new companies.

After serving for 35 years in various HR roles across different industries, I am now providing consultancy on all aspects of Human Resources Management, from recruitment to separation, in soft copy for easy presentation and adoption in new companies. This includes setting up HR departments, framing standing orders, HR manuals, leave rules, all service rules, policies, procedures, systems, and formats for recruitment, selection, appointment, training and development, compliance with statutory licenses and returns, organization charts, pay scales, manpower planning, performance assessment, general administration, salary administration, and more.

Important Policies for HR Management and Setting Up HR Departments

Some of the points below are to develop or list out policies needed. You may skip or ignore any point that is not relevant or required for you.

1. What HR policies are currently introduced or implemented?
2. Which policies does management want to introduce?
3. Attendance, working hours, shift duty, and visitor pass policies.
4. Absent reporting form, monitoring, and disciplinary measures to control absenteeism.
5. Do you have standing orders? Are they certified? Compliance with standing orders.
6. Leave rules for employees.
7. Recruitment and appointment procedures and policies.
8. Manpower requisition and indent forms.
9. Company application or bio-data form to collect employee details.
10. Screening applications for interview and selection forms.
11. Interview assessment and approval for recruitment forms.
12. Offer letters and appointment advice.
13. Medical examination for fitness.
14. Joining report and induction process.
15. Personal files with all certificates and check-list forms.
16. Rules and regulations relating to appointment.
17. Terms and conditions in appointment orders, salary fixing, and service rules.
18. Statutory reports, returns, and compliance.

Constituting Various Committees

We have constituted safety, canteen, housekeeping, works, and grievance redressal committees to create awareness, ensure smooth functioning of all department works, and maintain harmonious relations. These committees also address complaints of employees, including harassment and discrimination.

Training and Development Programs

We conduct training and development programs with slides on discipline, attitude, housekeeping, health tips on Ayurveda, and stress management.

As our steel plant stopped production in 2013, I developed HR consultancy services to earn a livelihood. The list with all rules, procedures, and formats will be sent upon hearing from you. The consultancy can be provided at your offices or online as per your needs. Kindly consider a reasonable charge for consultancy as per your company’s policy.

I am attaching details of 65 formats developed for HR functions, along with two sample formats for your perusal. Kindly identify your specific subjects, policies, or formats and inform me or send your email ID to receive them. If you find them useful, I request you to consider and encourage our consultancy.

Thank you and awaiting your response.

With kind regards,

C. Neyim Khan
HR Consultant & Advocate, Ex-AGM (HR&A)
[Phone Number Removed For Privacy Reasons]
[Email Removed For Privacy Reasons]
[Email Removed For Privacy Reasons]
Qualifications: BA, LLB, PGDPM, MBA-HR (Xavier's)
Ex-Member, NIPM, Calcutta
Ex-Trainee-Member, Indian Institute of Management, Bangalore
Languages Known: Kannada, Tamil, Telugu, Malayalam, English, and Hindi