Dear Friends, Can you help me with the activities to do to setup HR function in a company ? Update me on any liks or any presentations ?
From India, Madras
Acknowledge(0)
Amend(0)

Hi Karthik,

It seems you have to build up all HR Department functions during the initial stage itself. Please follow the following steps:

a. Vision and formulate all HR policies and procedures. It is the most important step that needs attention. At the end, prepare an HR manual for management/employee referral.

b. Concentrate on the following areas:
- Recruitment and selection
- Confirmation
- Performance Appraisal
- Training and Development
- Employee Recreation
- Attending employee grievances
- Promotion
- Transfer
- Resignation/Retirement
and also:
- Attendance Monitoring
- Leave Management
- Salary preparation
- PF/ESI
- Professional Tax

For all these procedures, prepare a clear SOP, format preparation, and implement it.

Regards,
Tushara


From India, Coimbatore
Acknowledge(0)
Amend(0)

Hi, Karthik:

Please check this link; I hope it will help you set up the processes: https://www.citehr.com/128700-hr-tasks-list.html.

Additionally, you can then develop various forms. CiteHR offers a variety of forms that you can choose from according to your requirements.

Thank you.

From India, Mumbai
Acknowledge(0)
Amend(0)

1. Pre-Recruitment Process
a. Receipt of requirement of manpower from various department heads.
b. Scutinise them and take approval from concerned authorities if the post is new.
c. Prepare a recruitment budget and CTC for the employee and take approval.
d. Select the appropriate Recruitment process.

2. Recruitment Process
a. Prepare Advertisements etc for the recruitment.
b. Scrutinise and shortlist the applications received.
c. Send interview call letters/mails as required.
d. Conduct Interviews through panels.
e. Preparation of offer letters as required.

3. Joining Formalities:
a. Administrating Joining formalities.
b. Pre Employment Reference checks.
c. Preparation of Appointment Advice and intimating the same to other departments.
d. Preparing and entering new hire paperwork.
e. Co ordinating to get Employee ID Cards.
f. Handing over the New hire to the concerned HOD/Manager.
g. Preparation of Job Profiles co ordination with HOD/Managers for new posts.

4. Employee Personal File Maintenance:
a. Opening new file and Closing the Resigned employee’s File.
b. Make sure all Employee files are maintained safely with care.
c. Make sure all personal records are available in the files.
d. Periodic Personal File Auditing.

5. Employee Data Base:
a. Keeping Track of Knowledge Management Software.
b. Maintenance of HRIS.

6. Confirmation Formalities:
a. Intimating the concerned HOD/Manager about the due dates for confirmation.
b. Conducting Confirmation Appraisals.
c. Co ordinating for Skill Gap Analysis.
d. Co ordinating to set Quality Objectives for each job profile.
e. Ensuring updation of the existing Job Profiles.
f. Processing the Confirmation.

7. ISO Compliance:
a. Ensuring all the updation of the ISO documentation and HR Formats.
b. Learning and enforcing Standard Operating Procedures (SOP).
c. Facing the Internal and External Audits, accountable to enforce the correctional actions.

8. Statutory Compliance:
a. Handling PF and ESI formalities and co ordinating with other departments.
b. Handling Apprentice Training, Submitting Periodic Returns to Board.
c. Submitting other returns to the labour Department as per Shops and establishment Act.

9. Training And Development:
a. Conducting Induction Training for new hires.
b. Training Need Analysis based on Skill Gap Analysis, Appraisal Feedback and suggestions.
c. Co ordinating External and Internal Training Programs.
d. Maintaining Training Records.
e. Analysis of Training Feedback.

10. Performance Appraisal:
a. Prepared the new Appraisal Form.
b. Educated employees about self-appraisal.
c. Provided inputs to HOD’s for Appraisals.
d. Prepared Appraisal Letters.

11. Employee Relation:
a. Having formal and Informal counselling with employees.
b. Prepared Event Calendar of monthly recreation to motivate employees.
c. Handling Corporate Medical Insurance.
d. Processing required letters on employee’s request.

12. Report Generation:
a. Generating and analyzing Employee Attrition Reports, Training Evaluation, and Manpower Status.
b. Weekly and monthly recruitment reports
c. Report generation of Pre appraisal, Appraisal and Post Appraisals.
d. Salary Details Reports to Accounts Department.
e. Reports as per the HOD’s request.

13. Exit Formalities:
a. Administering Exit paper work including all Statutory requirements.
b. Conducting Exit Interviews.
c. Preparing Exit Interview Summary.
d. Giving post employment reference for relieved employees.
e. Processing File to Accounts Department for final settlement.

From India, Coimbatore
Acknowledge(0)
Amend(0)

ACTIVITIES OF HR DEPT


STRATEGIC

ORGANISATION DEVELOPMENT

  • Organization Mission / Vision, Business Goals, Strategy
  • Organization Life Cycle Stage
  • Organization Competency Identification (Key Competencies Required)
ü Competency Dictionary - Definitions
ü Proficiency Levels Defined
ü Existing Organization Competency Assessment
ü Existing Proficiency Levels
ü Competency Prioritization
ü GAP Analysis
o Competency Map (Employee Ratings, Observed / Desired / Gaps)
ü Employee Prioritization for Competency Development



ü Competency Development Program
  • Competency Mapping Industry/Competitor Analysis
PERFORMANCE MANAGEMENT

STRATEGIC

ü Performance Management & Review Mechanism



ü Key Result Areas
      • Key Performance Indicators (Highest / Ideal Performance Expected)
ü Key Deliverables (Role Definition)
ü Competence Required
ü Position Descriptions Mapping across Organization
ü Performance Agreement
ü Goals / Objectives
ü Key Deliverables (Role Definition)


PROFESSIONAL & ADMINISTRATIVE

  • Performance & Potential Evaluation
ü Goals / Objectives (Previous Year)
ü Key Deliverables Assessment (3m,6m,9m,Yrly.)
ü Developmental Deliverables Assessment (3m,6m,9m,Yrly.)
ü Shortfalls in Deliverables Achievements
ü Significant Achievements
ü Strengths & Weaknesses
ü Competency Ratings (Managerial/Behavioral/Functional)
ü Trainings Received / Required Analysis
ü Performance Scores (Deliverables & Competencies Ratings)
ü Final Performance Ratings
ü Miscellaneous Discussions



ü Recommendations
  • Rewards & Recognitions - What is to be Rewarded/Awarded ?
ü Overall Performance
ü Critical Performance
ü Spot Performance
ü Personality Growth
ü Loyalty Recognition
ü Best of the Best (Individual, Team, Group Recognitions
· Developmental Deliverables (for Career / Succession Planning)
· Trainings Required (Objective, Priority, Evaluation Parameters)
· Organization Support Required
· Career Planning
· Succession Planning

Recruitment & Selection




STRATEGIC
  • GAP Analysis / Future Requirements
  • Budgeting New Manpower, Cost Estimates
  • Recruitment Plan of Action (Numbers, Time Frame, Sources, Cost, Internal Movement)
  • Internal Resources / External Resources
  • Position Description
ü Candidate Specification
ü Experience Specification (Mandatory/Preferred)
ü Key Performance Indicators (Highest / Ideal Performance Expected)
ü Key Deliverables (Role Definition)
ü Competence Required




PROFESSIONAL & ADMINISTRATIVE
  • Sources of Manpower (External)
ü Placement Consultants
ü Job sites
ü Advertisements
ü Campus Recruitment
ü Employee Referrals
ü Head Hunting
ü Networking



ü Professional Institutions
  • Vendor Relationship Management (Agreements, Contracts, Quotes)
  • Manpower Requisition Process (Authorisation, Documentation, Closures)
  • Selection Methodology
  • Interview Process (Panel, Evaluation Methodology)
  • Testing Processes (Test Instruments, Administration, Monitoring
  • Documentation
  • Forms & Formats (Requisition, Application Blanks, Interview Evaluations)
  • Recruitment MIS Reports
Training & Development

STRATEGIC

  • Training Needs Identification
  • Skill-Gap Analysis
  • Competency Map (Employee Ratings, Observed / Desired / Gaps)
  • Training & Development Plans (Technical / Soft Skills / Knowledge)
ü Competency Development Programme.
· Behavioural & Functional
ü Skill Development Programme
ü Performance Improvement Programme


PROFESSIONAL & ADMINISTRATIVE

  • Training Calender
  • Prioritized List of Training Programmes
  • Individual Analysis
  • Faculty Feedback & Analysis
  • Employee / Supervisor Feedback
  • Developing Knowledge Sharing Practices
  • Training Effectiveness Parameters
  • Key Improvement Indicators Defined (Performance, Skills, Competence)
  • Time Frame for Improvement
  • Review Mechanism

EMPLOYEE SATISFACTION & MOTIVATION

STRATEGIC

  • Oganisation’s philosophy & values
  • Work Culture
  • Best HR practices / Policy
  • Grievance Management Process
PROFESSIONAL & ADMINISTRATIVE

  • Employee Communication – formal & informal
ü Notice Boards
ü Intranet
ü Emails
ü Circulars
ü Inter Dept meetings
ü Dept Meetings
ü Staff Meetings
ü Suggestion Scheme
ü Newsletter
· Work culture survey, Analysis & Findings
· Employee Satisfaction Survey, Analysis & Findings
· Effective Grievance Resolution


PERSONNEL & ADMINISTRATION

PROFESSIONAL & ADMINISTRATIVE

  • Offer / Appointment Letters, Compensation Sheet, Contract Letters, Consultant Agreements etc.
  • Salary Fitment Benchmarks / Salary Matrix
  • Joining Formalities & Documentations
  • Documentation Coding & Revision Guidelines
  • Induction & Orientation Company Overview (History, Business, Market, Products/Services, Geography)
ü Company Presentations
ü Key Personnel Meetings



ü Technical / Domain / Process Training Programme
  • Maintaining & updating Personnel Files
  • Compensation & Benefits Administration Salary Structure (Fixed, Variables, Perks)
  • Employee Welfare Schemes
  • Insurance Covers
  • Retiral Benefits
  • Tax Consulting
  • Legal Compliances (Employment / Labor / Compensation Acts)
  • Incentives, Motivational Allowances
  • Employee Relations Employee Benefit Schemes
  • Birthdays / Anniversaries
  • Festival Events
  • Sports Events
  • Inter Dept Events / Competitions / Games / Quizzes
  • Health & Safety Measures

Also click on the below link

https://www.citehr.com/108493-how-do...essionals.html

From India, Coimbatore
Acknowledge(0)
Amend(0)

Nawas
48

HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.

STAGE 1

Review the current practices/policies [ if any]
Audit all hr activities that are performed [ even the crude format]

HERE ARE THE CORE HR KRAs [ key result areas]


KRA 1 : Recruitment/Selection
KRA 2 : Workforce Planning and Diversity
KRA 3 : Performance Management
KRA 4 : Reward Management
KRA 5 : Workplace Management and Relations
KRA 6 : A Safe and Healthy Workplace
KRA 7 : Building Capabilities and Organisational Learning
KRA 8 : Effective HR Management Systems, Support and Monitoring


STAGE 2
· Understand the organization
· Understand the organization structure
· Understand the organization systems
· Understand the organization politics/influential people
· Understand the organization/individual roles
· Understand the organization/positions
· Understand the individual job descriptions
· Understand the job/ job specifications etc…

STAGE 3


· Discuss the values/beliefs with senior management/CEO and the need for HR department.
· Discuss the expectations from HR department -short/medium/long term.
· Discuss with CEO, the organization's corporate objectives/strategies and how HR can contribute to the corporate objectives.
· Discuss / seek consensus on organization structure / management process.
· Discuss the current organization culture with senior management.
· Discuss with CEO/senior management the core activities/competences and business drivers of the organization.

TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.
GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY'S
· VISION
· MISSION
· CORPORATE OBJECTIVES
· CORPORATE STRATEGIES
etc…
HR dept. is a support unit and hence must work closely with other depts.


STAGE 4

Even though there is currently no HR department, there are a number of HR activities are being carried out now.

YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.

TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION.

AFTER you gather all the informations and summarized, you should sit down with your boss [ CEO] and discuss and prioritize the items, as follows
· URGENT / IMPORTANT
· URGENT/ NOT IMPORTANT
· NOT URGENT/ IMPORTANT
· NOT URGENT / NOT IMPORTANT , BUT NEEDED DOWN THE LINE.


STAGE 5

Please REVIEW the HR MANUAL , as listed below.
Pick points out of it , as per your need, based on your discussion / audit results.


You may want to start up with
· HR department OBJECTIVES.
· HR DEPARTMENT STRATEGIES
· Draft on Recruitment / Selection Procedure /PROCESS
· Draft on organization / structure
· Draft on jobs' analyses/ job descriptions/ job specifications/competences
· Draft on payroll / compensation / administration
· Appointment /confirmation / Termination / resignation /PROCEDURES/PROCESS
· Induction program
· Orientation program
· Employee communications
· Training & development of the employees
· Performance Appraisals / management
Once you have the preliminary draft ready, you can start with your EMPLOYEE HANDBOOK[LIST PROVIDED BELOW]
STAGE 6
REVIEW THE HRM PROCESSES, MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HRM PROCESSES
· HR AUDITING
· HR BUDGETING
· Strategic HRM Planning
· HR Strategies and Policies.
· HR and change management.
· Competency-based HR
· Knowledge management
JOB DEVELOPMENT
· Job analysis
· Job Role
· Job Description.
· Job specifications
· Job enrichment
· Job rotation
RECRUITMENT/SELECTION
· Recruitment
· Selection
· Induction
· Orientation
ORGANIZATIONAL BEHAVIOR PROGRAMS
· Employee engagement
· Motivation
· Organization culture
· Organization development
ORGANIZATION
· Org. designing
· Org. structuring
· Org. development
· Job / role structuring
HUMAN RESOURCING
· HR planning
· Manpower planning
· Succession planning
· Talent management
PERFORMANCE MANAGEMENT
· Performance appraisals
· Performance managing the processes.
HR DEVELOPMENT
· Org. learning
· Training
· Education
· Development
· Training evaluation
· E-learning
· Management development
· Career planning /development.
REWARD MANAGEMENT
· Job evaluation
· Managing reward process
· Administration of rewards
· Benefits
EMPLOYEE RELATIONS
· Organization communications
· Employee communications.
· Staff amenities
HEALTH AND SAFETY.
· OHS
HUMAN RESOURCE INFORMATION SYSTEM.


STAGE 7

REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.

HR SYSTEMS
· HR strategic planning system
· Human resource planning system
· Manpower planning system
· Job profiling system
· Recruitment &selection system
· Performance appraisal system
· Performance management system
· People development systems
· Career planning and development system
· Succession planning system
· Job enrichment system
· Compensation planning and packaging system
THIS is just a common list.
AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT
· What is the current situation
· What kind of HR DEPARTMENT is required.
· What you think are your priorities
· What is your action plan
· What is time schedule.
Cheers..:-P

From Kuwait, Kuwait
Acknowledge(0)
Amend(0)

Thanks a ton Mohammad.......... Gr8 knowledge shared. Can you plz brief about Employee Relations(ER) ?:idea: Awaiting your reply. Best Regards, Ajit V.P
From India, Mumbai
Acknowledge(0)
Amend(0)

Dear Karthik,

Apart from the details given by most of the members, please emphasize on:

1) Systems and procedures
2) Good organizational culture
3) Proactiveness
4) Aligning HR goals with organizational goals.

Implementing and practicing the above will help you in building a very pragmatic and vibrant organization.

Regards,
Srikanth

From India, Madras
Acknowledge(0)
Amend(0)

Hi,

Just one suggestion from a number of companies I have interacted with. HR policies and procedures are easy to come by, a lot possible through cut and paste. But please study the organization well, understand the culture and what has helped the growth so far, and then put in procedures especially for routine items like attendance, leave, salary, and performance measurement.

If you have to set up HR in an existing company, understand what the owner has in mind, why he has decided to introduce HR, and also the growth plans. Any attempt for a standardized, isolated HR will be more theoretical, and implementation will be tough.

Regards,
Job Xavier


Acknowledge(0)
Amend(0)

Hello,

I hope you received many comments with good advice. The most important thing is to document each and every step, including behavioral interviews, sexual harassment procedures, ATS, HRIS, safety procedures specific to the business, setting up vendor agreements and processes for each hire, documenting the company's HR processes, procedures, and practices, educating employees, updating forms periodically, especially legal forms, and following the rest of the advice is advisable.

All the best.

Thank you,
Jambu Sreenivasan
HR Consultant
Boston, MA

From United States, Jersey City
Acknowledge(0)
Amend(0)

Hi Karthik,

It's nice to hear that a company desires to implement a strong HR system in its compound. To begin, you need to analyze the company's nature, workflow, culture, and background specific to the work. There is a lot of material available on citehr for implementation, but what can be implemented in your organization depends on your company's situation. Mr. Mohammad and Nawas have provided a detailed task for implementation, and I extend a lot of thanks to them for sharing useful information on citehr.

Do well in the implementation, and for any queries,

Neeraj

From India, New Delhi
Acknowledge(0)
Amend(0)

Hi,

If a company is diversifying and getting into a new business, such as Domestic BPO, what needs to be fulfilled in terms of the HR department? What processes should be taken care of?

Please advise.
Anita, Delhi

From India, Delhi
Acknowledge(0)
Amend(0)

Hi Friends,

Can anybody suggest how we can establish appraisal parameters for the Accounts Department? I am in great need of assistance. Please share any suggestions or a template if you have one.

Regards,
Sweety Kamboj

From India, Chandigarh
Acknowledge(0)
Amend(0)

Basic Code of Conduct for HR Personnel

#1

An employee or group of employees dissatisfied for any reason should:

1. Monitor the occurrence of such situations.
2. Stay away from providing direct answers or responses to such situations.
3. Refrain from getting involved positively or negatively in such situations.
4. Attempt to calm down the situation and seek further clarification with Seniors in the HR department.
5. Report the situation to Seniors in HR for further action.
6. Avoid making any comments related to reporting or action.

#2

In the case of an outsider being dissatisfied or making comments on the company's reputation, HR Personnel should:

1. Monitor the occurrence of such situations.
2. Listen to the opponent with a calm demeanor.
3. If the situation causes a disturbance in the office, ask the individual to remain calm so that the issue can be reported to the relevant authorities.
4. Refrain from making any comments.
5. Report the situation to the Seniors in the HR Department and to the concerned parties if approved by Seniors in HR.
6. Inform the opponent of any actions advised.

#3

If personal dissatisfaction occurs:

1. Always remain composed.
2. Avoid discussing it with colleagues.
3. Report it to the immediate supervisor.
4. Await the appropriate remedy taken by the supervisor.
5. Refrain from commenting or showing dissatisfaction among colleagues or seniors.

#4

Basic Rules:

1. Always maintain a positive demeanor.
2. Refrain from making conflicting comments.
3. Prioritize organizational policies over theoretical facts.
4. Utilize the excuse: "I will get back to you after discussion."
5. Strive to solve problems.
6. Avoid exacerbating personal or colleagues' issues.
7. Refrain from commenting on any individual employee in the company, except to HR.
8. Handle all matters in a professional manner.

From India, Cochin
Acknowledge(0)
Amend(0)

Hi Karthik

I take this opportunity to introduce Greytip Software Pvt. Ltd. – a leading HR and Payroll Software solutions company serving clients achieve their automation objectives in HR and Payroll functions.



Folklore HRIS covers automation of HR functions like -

• Personnel Administration

• Employee Training and Development

• Time & Attendance

• Payroll



It is being used by more than 1000+ reputed organizations in India. Some of our esteemed clientèle include HP GDIC, Dell Computers, JSW Group, Tyco Electronics,

Mphasis-EDS, Tata Elxsi, Flextronics, Texas Instruments, United Breweries and others.



These organizations have taken the product through rigorous evaluation processes in terms of functionality, ease of use, support and long term business continuity. They have embraced it only after they were satisfied that it met their expectations in all these areas. Apart from this, we also bring with us a lot of expertise and experience in terms of automating HR/Pay roll processes. We have gained this by working with some of the top companies and the consultants in India today.

Please feel free for any clarification.

Thanks & Regards

Prasad

himaprasad at greytip dot com




From India, Bangalore
Acknowledge(0)
Amend(0)

Hello all,

I am working in a new leading school in Gujarat. It is a newly established school, and when I joined, there was no HR department. I have set up a new HR department for the school services organization. I have already set up all HR processes, but I am facing hurdles in setting up the payroll process for the school.
I require assistance with setting up the payroll for my school. Kindly provide me with a format suitable for my organization.

Thank you.

From India, Anand
Acknowledge(0)
Amend(0)

Very useful thanks for sharing
From India, Mumbai
Acknowledge(0)
Amend(0)

Join Our Community and get connected with the right people who can help. Our AI-powered platform provides real-time fact-checking, peer-reviewed insights, and a vast historical knowledge base to support your search.







Contact Us Privacy Policy Disclaimer Terms Of Service

All rights reserved @ 2025 CiteHR ®

All Copyright And Trademarks in Posts Held By Respective Owners.