You are on page 1of 12

©

2011
HOSSAM HUSSEIN
CONSULANT
HR, DEVELOPMENT &
MANAGEMENT , LEGAL

Contact : hossam08@live.com

Hossam.hussein09@gmail.com

about.me/hrmanageruae

HUMAN RESOURCES
DEPARTMENTS
CHECKLIST
& GUIDE
WHAT YOU NEED TO KNOW TO SET UP HR DEPARTMENT , CHECK LIST,
DEPRTMENT , STEPS TO BUILD IT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

NewHumanResource
Department?
If you were given the task of setting up a new Human Resource Department
in a

Small company where would you begin? Such a task would be extremely

Daunting, but not impossible, if you follow a few tips. To begin, you need to

Answer some basic questions:

 Why do you want to set one up?

 What’s changed to make you or the organization believe that an HR


department is needed now?

 What do you want the HR department to do? How will this function
contribute to the success and bottom-line of the organization? Will it add
value?

In other words, before you begin the task, you need to have a clear
definition of

the mission and goals of the department and secondly, what role you will
play as

“head” of the HR function. Once you have clear direction, there are some
key

“Audit” issues that you need to focus on.

1. Do you have personnel files on all your employees? Are they current?
Do you have all the legally required documentation? Do you have items
in the files that don’t belong there?

2. Do you have policies and procedures? Are they up-to-date? Are they
followed? 11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

3. Do you have an employee handbook? Do you have the right language


in it? Have you inadvertently created a contract between you and your
employees?

4. Do you have policies dealing with sexual harassment, workers’


compensation, safety, benefits, discipline, etc.?

5. Are you in compliance with state regulations?

6. Do you have a working knowledge of the law? Do you have all the
required postings, forms, and documentation required by the respective
governmental agencies? Are all the managers aware of their legal
responsibilities and liabilities?

7. Are you recruiting and selecting the right people? Are you aware of
the talent and skills needed to move your organization forward? Do you
know where to find these people? Are you recruiting in a cost effective
manner? Are your managers trained in interviewing techniques?

8. What kind of compensation plan do you have? Is it meeting the


organization’s needs? Is it motivating your employees? Is it competitive
and fair?

9. How about your benefits? Are you getting the best coverage for your
people at a price the employees and the organization can afford? Is your
total compensation attractive enough to retain existing people and be an
incentive to new people?

10. What’s it like working at your company? Are people productive


and motivated? Are you looking at the indicators of a productive and
motivated workforce (absenteeism, tardiness, turnover, grievances, high
workers’ compensation rates, poor quality, missed deliveries, and poor
productivity)?

11. What about your training? Are manager’s and employee’s skills
current? Is training a “way-of-life”? Are you growing your people or do
you have to go to the outside every time you need someone with a
specialization? Are supervisors effectively managing their employees?

12. Are managers and employees kept informed? Do they know what’s
going on? Is the grapevine the main source of communication? What
are the sources of communication

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

As you begin the process, get some professional help, whether through
networking with peers, other organizations, or outside expertise. It is a big task,
but one that is critical to the organization.

WHY
HR Department Necessary?
How many employees should a company have before there is a need for an HR Department?
As companies grow, there is a need to administer the HR function, but that does not necessitate an
HR Department. In fact, 30 years experience has shown that until the company has at least 50
employees, that "department" -- really a function -- can consist of or be handled by one person.

Between outsourcing such things as payroll and the initial writing of an employee handbook, and
with the plethora of software for HR today, one person should be able to develop and administer the
function.

Of course, there are variations to this theme. In some companies where recruiting has been a
major activity, there may well be a need to have an HR administrator or recruiter. However, in most
small companies an Office Manager can suffice

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

STEPS TO ESTABLISH HR DEPT


The first step is to determine what the expectations are of the manager who realized the necessity of
HR function.

After that, determine the compliance issues that pertain to your company. The most basic of
these have to do with wages and hours of work, classification of employees, leaves of absence
including maternity leaves, harassment, and others.

Then, determine whether you need to have an employee handbook or other formal policies and
procedures manual to cover everything from establishing the company as an at-will employer to
benefits. If a handbook already exists, be certain that it complies with state regulations and that the
policies and the way they are written are in the best interests of the company.

Are all the basic policies included? These can be thought of as grouped into conditions of
employment, benefits, and disciplinary processes. Is there a balance between stated corporate and
employee rights and obligations? 11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

Look at existing employee files or, if no files exist, gathering all the papers into coherent
personnel files. Minimally, you should have an Application for Employment form or resume, any
insurance forms that the employee may have signed, and performance appraisals.

Who takes care of payroll? There used to be an ongoing fight between HR and accounting as to
who gets payroll... So make sure of this point to have a clear picture on this.

One person should be responsible for new employee orientation. In order to inform new
employees of their benefits and the policies of the company, you will very simply have to be the
expert in benefits and policies of the company.

HR has an information function that you should think through. Changes in policies, changes in
benefits, even changes in laws must be communicated to all employees. Major changes may call for
training such as in harassment a few years back. Therefore, HR becomes a kind of pass-through in
the information cycle.

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

The following Area’s should be built


in

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

Recruitment and selection (i.e. job descriptions, selection tools,


1
background checks, offers)
2 Compensation (i.e. methods, consistency, market)

3 Employee relations (i.e. labor agreements, performance


management, disciplinary procedures, and employee
recognition)

4 Mandated benefits (i.e. social security, , worker's compensation, )

5
Optional group benefits (i.e. insurance, time off benefits, flexible
benefits, retirement plans, employee assistance programs, perks)

6 Payroll (i.e. internal vs. external options, compliance)

Recordkeeping (i.e. HRIS, personnel files, confidential records,


7
other forms)

8 Training and development (i.e. new employee orientation, staff


development, technical and safety, leadership, tuition reimbursement
career planning)

9
Employee communications (i.e. handbook, newsletter,
recognition programs, announcements, electronic communication)

1 Internal communications (i.e. policies and procedures,

0 management development, management reporting)

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

Once you have carefully evaluated each of these areas, you are ready to put
together your strategic human resources business plan. This will help you map
out exactly what you need to do and how it affects the bottom line, plus when
you will need to do it. With a good grasp on this plan, you are ready to sell it to
management

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

HR Policies and Practices Checklist

D&L

MANAGEME TERMINATION
NT
N

HR

&

PRACTICE

PLANNIN
DEPLOYMENT
G

RECRUITME

NT

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

Planning - You will need the right staff


recruited and deployed in the right time to meet
program objectives.

 Organizational structure
 Human resources function and budget
 Planning and managing change
 Human Resources planning
HR Policies and Practices

 Legal compliance
Checklist-Departments

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT
January 4, [HUMAN RESOURCES DEPARTMENT

2011 CHECKLIST&GUIDE]©

Recruitment - Attract the right people, policies and practices aim to


attract and select a diverse workforce with the skills and capabilities to fulfill
requirements.

 Recruitment & Selection policy & procedures


 Job design &descriptions
 Employment Contract/Benefits Package

Deployment - Introduce people to culture and ways of working


 Induction
 Briefing

Management - Good support, management, and leadership of staff


is key to the effectiveness.

 Performance Management
 Reward
 Career path planning
 Consultation and Communication
 Health , Safety and Security
 Employee Documentation/Data
 Disciplinary & Grievance

Development - Learning, training and staff development are


promoted throughout the organization.

 Learning and development policy

Termination
 Redeployment
 Resignation
 Redundancy
 Dismissal

11

HUMAN RESOURCES DEPARTMENT CHECKLIST Done By HOSSAMHUSSEIN HR LEGAL

CONSULTANT