HR Document: A Step-By-Step Guide


HR Document: A Step-By-Step Guide

At firstglance, HR documentation might seem like a long list of administrative tasks you need to perform as part of running your business. But, a thorough HR document is crucial to the success of your company.

Here's why:

  • This is the tale of how your business's interaction with each employee from the very beginning until the final day of their term of employment.

  • You can be assured that you're in conformity with all federal, state and local laws on employment and rules and.

  • It's your first line of protection in case employees sue your company for discrimination, wrongful termination , or other reason.

Managers and owners of businesses there's a lot of sensitive information about employees that must be protected and managed and a myriad of employee concerns to be addressed on a daily basis.

Inadequate employee data, along with the security of a place that stores this information is a sure way to get into trouble fast.

This is the guide you need to complete and precise HR documents. It includes:

  • What are the things you must document

  • What information should you include in your documents?

  • How do you gather this information?

The objective of HR documentation

A adage can be adapted to HR needs: if do not record it down the event didn't occur.

When you create written documentation to support your decision-making and policies, the goal is to present evidence that is credible as well as fair and consistent. It's a good idea to work with an assumption that some third-party might, at some time examine your documents.

Confidentiality is an essential aspect of keeping records. HR and management professionals are charged with the responsibility of managing the information that is communicated in written form or in a verbal manner - about the employee's performance and their personal situation.

The information you collect must be kept confidential and only disclosed to employees of your company who require to be aware of.

Let's look at the most important areas where good HR Toolkit is there.

Documentation for the onboarding process

Each time a new employee joins an company when they join an organization, they must go through an onboarding process.

The process involves new employees being handed a pile of forms to fill out and supplying personal details. This includes sharing extremely sensitive information , such as their:

  • Driver's license

  • Passport

  • Social Security number

  • Information about your bank account

  • Information about health or medical conditions

  • Personal contact information, like address and phone numbers

Incorrectly handling paperwork for new hires correctly is among the most costly mistakes employers make. The disclosure of this information to uninitiated audiences can hurt a new employee and expose them to the threat of identity theft. This could also put your business in legal problems.

The storage of these documents requires an additional, more secure security level. There must be procedures in place for the storage, collection and the management of sensitive employee information by designated employees within an environment that:

  • Secure

  • Password protection

The process must be self-contained and designed to ensure that information is confidential.

In addition, any documents that contain sensitive information should only be kept for the reason for which it's required.

In this period it's best to ask the new employees to submit an extensive job description with their name and duties to avoid confusion later on.

Performance communications

This kind of communication is comprised of two major categories:

1.    Performance development

2.    Corrections to performance

Performance development

In this situation it is the case that an employee has done their job properly. You're satisfied with the standard and efficiency of the work. But, in order to increase their ability, take on more tasks or get promoted an employee may require more training.

In these two scenarios the process is slightly different.

How do you record the training requirements for employees who take on new responsibilities within the same position:

  • Record the qualifications the employee holds on the date of this writing.

    • Define why the individual is ready to accept greater responsibility within their current job.

    • It is important to note that they have the capacity and desire to grow.

  • Request the employee to complete a job description that is clearly detailing the new expectations for the job.

  • The training that is required should be described. Include the training program as well as the length of the training, and what the expected competence level will be at the conclusion each training. The employee must acknowledge the training plan by signing the document.

  • Check-ins are scheduled during the time of training to ensure that the employee is fully engaged and provide any support or resources.

  • Incorporate the dates when training started and ended.

  • Include this information in this file in the personal files.

To train employees to be able to accept a new position take the same steps but with one change:

Employees shouldn't sign a new job description until they've started in their new position.

Correction of performance

In this case employees aren't performing adequately or isn't able to perform their job duties effectively.

You'll need to engage in a difficult discussion with the employee who is focused on enhancing performance. Here's how you can document bad performance:

  • Inform the employee of the problem regarding their conduct or their work While avoiding personal criticisms.

  • Be specific in your expectations, and the reasons why the employee's performance or behaviour has been below expectations.

    • Explain what the coaching improvement plan will involve and the timeframe.

    • Define what improvement means.

    • The employee must acknowledge that conversation with a signature on the paper.

  • Determine a time when the improvement has to be made and what your expectations will be moving ahead.

  • It is important to ensure that the employee knows that, in the absence of improvement the possibility of action, up to and including termination, could be a possibility. If bad performance can lead to being terminated the employee ought to be aware. The termination should not be a shock for employees.

  • Note down the discussion and the date on which the conversation took place for each of the conversations.

  • Incorporate this information into the personal file.

  • Issues with attendance

There may be a time where an employee performs well in their work - if they're in the office.

But an excessive number of absences, tardiness or breaks during the working day can diminish the productivity of the best worker. This can lower morale and create interpersonal conflicts in teams, when employees are constantly filling in for someone who's not present.

Here's how you can be able to document your absence from work:

  • Make sure you are specific.

  • Take note of the date for each event.

  • If you can, provide a description of the amount of time the employee was tardy, or the duration and length of breaks, as an example.

  • When an issue with attendance occurs, inquire about the reason for it and write it down on your notepad.

    • Find out if the worker thinks they have something you can help the employee with. It's not the intention to investigate an employee's personal concerns however, to figure out what could be done to fix the issue.

  •     Keep in mind that if a medical problem is the root of the absence You're accountable for engaging your employee in the interactive process to determine if changing the work environment could aid.

  • Is the issue with attendance just the result of the employee's difficulties getting up in the morning as their alarm clock starts to go off in the early morning?

  • Do employees give contradictions in their explanations? You're trying to figure out the reasons why employees provide conflicting explanations and then be able to resolve the issues when they arise.

  • Be clear with the employee on your expectations. If you do not adhere, disciplinary action, all the way to termination could be taken."

  • Note down the discussion as well as the date that the conversation took place for each incident.

  • Request the employee to confirm that the discussion took place.

    • It's crucial to realize that the employee isn't in agreement with the contents. If they do not want to sign the document, record the reasons for the refusal.

  • Include this information in your personnel record.

The importance of recording attendance issues is as it allows you to keep an account of the details that you received during the time of the absence, tardiness or another attendance event. Even if an employee later states that they weren't present due to a different reason, you are able to provide the original notice the employee sent to you.

It's also crucial to be patient towards an employee if an event occurred that was outside the employee's control like the closure of a freeway in their commute. In such instances, you must document the reasons you favored of absence, or tardiness.

Be aware when you exempt an absence due to this reason, then you need to exempt all employees who had to be absent due to this reason. If you're experiencing delays due to trafficdelays, it's possible that more than one employee who use the same route are affected. Each employee should be provided with an reason for the delay.

This proves that your business is impartial and fair when it comes to the implementation of its policies, and the exceptions that could be made.

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