HR Systems & Admin
Efficient and appropriate HR systems and admin
The importance of setting up the right systems and tools cannot be over emphasised – not only in reducing time spent doing unnecessary admin but also in capturing the data and insights that will help you make better people-based decisions going forward. In other words, managing the entire lifecycle of employee documents, in order to protect, develop and enhance – both the organisation and your employees.
Your HR systems and admin should ensure the following:
- Essential, bespoke documentation that enables you to manage the lifecycle of your employees professionally – data flow and audit trails for discipline and development
- Controlled storage and access to documents and information – using technology to do the heavy lifting
- Online portal for transactional activity (booking holidays, notification of change of address, etc) – to ease the admin burden and improve the overview.
- Compliance, security and privacy – safeguarding the organisation from hackers and lawsuits
MANAGING THE EMPLOYEE LIFECYCLE
Focusing on core functions, there are 7 ‘typical’ HR categories, reflecting the employee’s lifecycle:
Key tasks: advertising, briefing agencies, job descriptions, background checks and references, shortlisting, interviewing techniques, appointment.
Recruitment is hard work but we help our clients follow a strategy and work to an intelligent system so the right candidates get the right jobs. Competencies are agreed at board level rather than off-the cuff decisions by department. The data collected is then the beginning of each candidate’s personal file, ensuring both they and the organisation benefit from the appointment.
2. On boarding
Key tasks: logistics, initial and future training needs, welcome procedure, induction, internal communication process, record-keeping.
Get on-boarding right from day because how you treat and manage a new member of staff – regardless of level – is critical to them fitting in quickly and effectively. Their understanding of the employer brand and culture is as important to them as getting to grips with the technical aspects of their particular job.
Key tasks: job-specific contracts, NDAs and non-compete agreements, employee handbook, probationary periods, personal data collection, company and department policies.
This can so easily become a tick-box exercise that sets the scene for future problems. Both the organisation and the individual needs to be fully aware of what’s being agreed at contract stage.
4. Personal data files
Key tasks: accessible data files of everything related to the employee from health and welfare to performance reviews, attendance and disciplinary records, payroll and benefits, appraisals and conduct, training.
This is the employee’s ‘log book’ linking their behaviour and performance to the organisation’s treatment of them. It enables accurate monitoring leading to appropriate action so poor performance is reduced through timely intervention, and talent is spotted and rewarded.
5. Safety & accident
Key tasks: incident reports, medical records, workers’ compensation, safety training materials and safety committee records.
From complying with insurance policies, to managing your reputation, health & safety records comprise key data for any organisation.
6. Learning & development and training materials
Key tasks: employee training records, providers and resources.
As we mentioned earlier, an effective and efficient development and training programme is one that’s designed in line with the organisation’s needs. Management of the function should be from a central point – through HR. Depending on the organisation, there’ll be a need for regulatory and mandatory (eg CPD) related, management and leadership, role-specific, career-enhancing, technology-related, etc.
7. Legislation, regulation and policy
Key tasks: monitoring and complying with legislation and regulation, creating workable policies.
This is a massively important area for every organisation, the more so if your services or products are heavily regulated (eg financial services and pharmaceutical). At employee level, it ranges from complying with ‘company policy’ to managing behaviour and cultural sensitivities. Instead of regarding this as a necessary evil that attracts panic and episodes of expensive troubleshooting, we encourage our clients to be more proactive and use all forms of legislation as a tool for keeping the organisation moving together – in the right direction.
Technology to make you work smarter
Essentially, we help our clients get their HR systems working for them through the use of smart technology and an approach to their data that’s based on analysis and not just record-keeping. Taking advantage of the benefits that IT and selected HR platforms offer is vital – not just to free you up to focus on more important tasks but also because it enables fast and efficient data analysis
Having worked with a number of high profile bespoke HR platforms, we’ve chosen BreatheHR as the ideal support for our clients though, naturally, we will work with any system of our clients’ choosing. We recommend BreatheHR, however, for its user-centric range of effective tools and programmes. We onboard our clients ourselves so they are set up and running as fast as possible. As an accredited partner we also have access to 24/7 employment lawyers, health & safety experts and legally verified documents.
If you are interested in using BreatheHR then give us a call for a free talk and demonstration on the benefits of the system.