We advise that all businesses including SME’s have an essential Human Resources Tool Kit – This ensures you support your main assets (your employees).
We recommend in your Human Resources Tool Kit you have;
- Recruitment Strategy/ Software
- HR Systems
- Employee Retention
- Employment Contracts
- HR Policies
- Onboarding & Induction Process
- Training & Development
The purpose of the Human Resources Tool Kit is to help manage your employees well, and to have the key documents to use and adapt to suit your company.
These documents and procedures should be in accordance with ACAS legislation and Government Guidelines.
At wurkplace our consultants specialise in developing and supporting you through these documents and procedures.
This section of your tool kit is about recruiting successfully – getting the key person , in the right role, at the right time and within a reasonable timescale.
Planning your vacancy. It is important when recruiting, whilst we appreciate and understand the urgency with recruitment, it is important that you take your time, and plan in advance where possible for turnover or growth.
Building your recruitment platform and resources is a vital part of your recruitment, especially if you are a new SME or on a budget.
It is important that you budget for your recruitment and consider what this budget must contain such as; the advert costs, the salary, benefits, training, employer costs such as pensions and NI contributions, pre- employment checks (DBRS checks or Medicals).
If this is the first time you have recruited as an employer there are several checks, that we will advise you on below for pre-employment checks/ becoming an employer.
For those of you whom as an SME you offer diverse recruitment and need to consider safeguarding in your recruitment there are additional employment checks and risk assessments to consider, We can provide bespoke HR and Health & Safety proformas and checklists to run alongside regular risk assessments.
You need to have a clear strategy and understanding of who is responsible and in control of the recruitment process and everyone involved. They will need to be aware of all appropriate legislation. For example, the Equality Act of 2010.
You can use this recruitment Tool Kit for more than just paid roles – You can use it for volunteers, apprentices, and interns.
The recruitment process will vary from business to business and role requirements. Complete a job analysis. This enables you to identify what is needed from the vacancy in terms of task and skills to benefit your business.
You then need to create a job description. This needs to appeal to potential applicants, you may wish to add in any benefits you offer but it must contain the basics of what the job entails and the wage it comes with.
It is important when writing a job description that you do not discriminate against any of the 9 protected characteristics.
There are a number of other things that might qualify as discriminative, so be careful.
It is then advisable to create a person specification. These are the skills that are either essential or desirable. This will allow to compare all applicant fairly and objectively. The same thing applies for disqualifying elements; For example, do you wish to employ someone out of country? These things can affect the people who apply for your position.
You then need to advertise the role. Even Facebook and Instagram are a great forum to recruit through, there are many more available online, through your local job centre, papers.
It is also a good idea to out the advert in as many differently accessed places as possible to reach a diverse set of applicants – this also reduces claims of discrimination.
After collecting a pool of applicants who are suitable for the role, you then need to interview. There are a number of laws that should be followed, including the Police Act 1997, Immigration, Asylum and Nationality Act 2006, and GDPR. It is also essential to follow the Equality Act 2010 (as in all parts of business).
Interview questions should not be misleading or offensive. A set of questions should be followed to obtain qualitative data that be measure and objective.
You should choose the most appropriate method of conducting your interview; Will it be a group, solo, or virtual interview?
With any company it is a beneficial resource to have a HR system in place. Here at Wurkplace, we provide our clients with the opportunity to benefit from one!
Our HR system allows admins, managers, and employees to use the system harmoniously. Employee details can be stored on it, documents such as handbooks or contracts can be uploaded and signed, holidays can be booked, and absence and lateness can be recorded.
As you can see it is not only an effective way to manage employees, but it also allows employees to access their data when they wish and easily book holidays.
It also allows you to put any tasks on here or any announcements which is advantageous if you have a larger company.
A HR system can take a lot of stress out of day-to-day business.
As most people know, employees are at the heart of a company, they are what makes the business prosper. That is why it is essential to maintain their wellbeing and their motivation to not only succeed in their role but also allow the business to succeed with them.
There are several employment retention strategies including but not limited to: –
- Cultivate a healthy working environment
- A balanced workload
- Rewards and recognition
Ensure a good working relationship with your employees. Make sure they are happy in their role; hear any concerns they may have and act on these and maintain trust and confidence.
Contracts of employment are crucial to any business whether it be a SME or a multi-site company.
They set out all the requirements expected from both the employee and employer (implied duties) and every employee should have a contract from their start date. (Day 1)
All implied, statutory, expressed, and incorporated terms should be adhered to and if they are not this could be a breach of contract. This can then lead to a formal grievance and a claim to an employment tribunal.
It not only sets a precedent but also allows the employee to better understand their role.
HR policies are a written source of guidance on how a wide range of issues should be handled within an organisation. They include a description of principles, rights and responsibilities for managers and employees. This allows fairness for all in the company.
Some HR polices include: –
- Health and safety
- Disciplinary and grievance policies
- Family friendly policies (Maternity, Paternity, Adoption etc..)
These policies are usually in an employee handbook (incorporated terms) and are separate from a contract of employment. Changes can be made to these policies if this is included in the policy itself.
Policies can impact on employee motivation, organisation reputation, the ability to attract and retain talent, and the delivery of your services. Introducing these policies can support the attitudes and behaviours needed for sustainable performance, creating mutual benefits for employees and organisations.
Onboarding and Induction Process
Induction and onboarding are the processes that should happen when someone first starts a new job. These processes are largely the responsibility of the line manager of the recruit and ensure that new starters can settle in quickly and become productive in their job.
Induction processes should include meeting all other members of staff, outlining health and safety procedures, job description and your daily roles and how to complete these, training and addressing what is expected from the employee such as arriving on time to work. It is also advisable to go over company policies.
There are several factors that influence the onboarding process which includes budget, management experience and their level of creativity. However, successful completion not only means the employee is productive from day one, but they also feel welcomed into the company.
Training and Development
Some training in the workplace is necessary depending on the company such as manual handling or display screen equipment training. Training such as this should be completed relatively early in the employment.
Here at Wurkplace, we can provide online training courses and advise on the best training based on your company.
Development within the workplace can be an extremely positive aspect of company culture. If there are opportunities to go on training courses, obtain more qualifications or skills for employees then this will not only improve loyalty but also improve knowledge and understanding of different areas which can only be beneficial to your business.
There are implications however, such as they may need time off to train (which should be set out in your policies) or financial implications, but many courses can be fully or partially funded through the Government.
While the precise responsibilities of a management position may differ, the fundamental skills are often the same.
There are advised steps to follow when managing. These are: –
- Understand the role of a manager.
This includes roles and responsibilities, duty of care and mutual trust and confidence.
- Lead and communicate.
Encouraging high performance cultivates a culture of success in the workplace, and this is not just done by dictating roles but by listening to your team and working to their strengths. It is as motivating as giving feedback.
- Handling day-to-day tasks.
Ensure that a team works as productively as possible in line with the policies and
procedures of the organisation. Setting goals and delegation.
- Handling less frequent and/or longer-term tasks.
- This is performance management, appraisals, flexible working requests, recruitment, absences, resignations, grievances and disciplinaries.
- Support personal development.
Here at Wurkplace, we have extensive manager guides to assist with statutory leave and pay, grievances and disciplinaries and much more. We provide bespoke HR and Health & Safety solutions to businesses all around the UK – this includes providing services from our HQs in Chester and Manchester, to London, Birmingham, Liverpool, and the Wirral.
Contact us by calling 0330 400 5490 or emailing firstname.lastname@example.org for more information.
With over 10 years HR generalist and management experience, Amanda has worked across a number of business sectors and understands the importance of a robust and practical HR processes.
She is passionate about sharing her experiences and coaching clients and their teams through the day to day successful people management, utilising her qualification as an experience Mental Health First Aider.