HR visit to office outside city - what i should do there as this is my 1st visit?

As an HR professional, I have been asked to visit the office in a city. Kindly advise me on what I should do there as this is my first visit to the office. I will be thankful if I get a reply to my post, as this is my third post and I don't get a reply.

What is the nature of the visit? What is the task given to you there? Is it another company or a branch of your company?

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Hi Hemaji,

If you have been asked to visit one of your company's branch offices, you may follow the following guidelines:

1. Introduce yourself to all the staff working in that office.
2. Check if all records are maintained properly.
3. Have one-on-one interactions with each staff member and ascertain their motivation levels.
4. Establish a reporting system so that you receive timely inputs about the HR situation in the office.
5. Most importantly, establish rapport with the Branch-in-charge. If you perceive any changes need to be made, request his assistance.
6. Report any anomalies you notice to your immediate superior and ask for rectification.
7. Instill confidence in the branch staff by reassuring them of any assistance they may require.

Dear Ms. Hema,

You have not specified your nature of the job; only then proper points could be shared. However, being an HR person, you can check the following:

1. As advised by a learned member, first of all, have an interaction with the concerned person to whom you are asked to report/meet. He/she will then introduce you to other colleagues.

2. You can check the attendance format/process. If any standard format/process circulated by the HO is being followed or not.

3. Whether formal POs/Agreements related to regular vendors/contractors (housekeeping, security, technical manpower, etc.) have been issued and acknowledged. The number of personnel working under a Third-Party Roll in the office. You can ask the Third Party to submit relevant records regarding PF-ESI, Leave, and other compliance.

4. If you are working with any HR/Accounting tool (ERP, SAP, Employee Engagement, Payroll, etc.), then you can conduct Training/Presentation on such matters.

5. Last but not least, your approach/attitude towards the above should be friendly, not like an auditor raising complaints.

Hope the above will meet your requirements. If further details are required, then share the company's nature of the job, your working area, and your nature of the job.

Dear Pan Singh,

Thank you for the response. I am visiting the onsite to meet my employees - it's the 1st HR visit, so I will be interacting with the team. What can I do with team members that will leave a good impression on them and on my management? Although I am in daily contact with the project manager of the team, since it's my first visit to the office, I would like them to provide positive feedback about me, and I can also update my management on my activities there.

I appreciate the time you took to respond to my post - this is the first time I have received a response.

Thank you.

Dear Nathrao, I would like to thank you for the time you took to reply to my post - this is the first time I have received a response. My purpose for visiting is to see my onsite employees - this is my first HR visit. I want to make an impact that leaves a positive impression on the team and my management.

Dear Hema,
We are interaction on a forum which is formed for “Sharing and Learing” basis, so you need not to thanks to your fellow members. I apprecitae your valued “Validation”. Pls note my further clarifications:-
First of all you seek your immediate boss / HOD opinion what exactly they are expecting from you after the visit. Whether there is any main agenda / target for the visit? Accordingly you can plan your points.
When we (HO people) visit any onsite than it is very curious for both sides. Because we want to learn what troubleshooting the onsite people faced and how they overcome of the situations. In project base establishment, it is the site people who directly involved in generating revenues and profits. But working conditions at site little difficult (On basis of experience in the project company it is my personal opinion). On the other hand the site people generally not aware of the little systems / processes / rules related to leave, reimbursements, LTA, Taxations and other Legal & Commercial terms. They want to learn those points from HO people.
I would like to suggest first prepare a check list regarding what you want to check, enquire from the site people and make a separate note related to your queries.
Personally, I will advice you to start your conversation with “It is a tour to have interaction with the site people and not any auditing tour. I (and my team) want to learn what difficulty site people faced and in relation of HO related activities what extra support / assistance can be provided to the site people”.
The above start will put a positive image in the site people, than you both can interact with a free mind. However, not to be over open and loose talk related to HO activities / people. Don’t blame HO people by mentioning any particular name.
At the last put your queries regarding what docs, information & support you need from the site people and if there is any targeted date than clarify them the importance of time. Like if you need to process the payroll on 28th and the attendance cut off date is 25th. Than ask them to send the attendance by 26th positively. Similarly if you need data for MIS or other reports, than share the standard format, clarify the deep points and specify the deadline.
I know I have over explained the matter, but hope it will help a lot you for the site visit. If needed fellow members can throw more light on the matter.

Great, Mr. Pan Singh, thanks for the input.

Hello Ms. Hema,

Have you completed your site visit? Although it is your personal perspective to share the experience, I would request you to share how your first visit went and to what extent the members' suggestions helped you during the visit. Many queries were raised by new members, and various views, suggestions, and ideas were given related to different labor laws, company policies, etc. However, the questioners then disappear from the discussion and never share the outcomes of the discussions.

Have you noticed anything extra?

Now it is your turn to explore the ideas and experiences with fellow members so that, if required, senior members can correct their views and new members can learn new things. I hope you would not mind my request and share your visit experiences.

Thanks.