News & Resources

New Quarter Human Resource Checklist

April 05, 2016

Second Quarter Human Resource Checklist

Jen Plummer, PHR, SHRM-CP

April 5, 2016

 

Wow, this 2016 year is flying at record speed.  Every quarter, I like to recommend my clients to take a moment and proactively organize their HR agenda.  It is all too easy to get caught up in the day-to-day, but as leaders in our organization, we need to focus on getting back on track and lead our team to be efficient and productive in everything we do.  Below is a quarterly checklist to help with moving your human resource department in the right direction.

Quarterly Checklist

  • Complete 1 compliance audit- If each quarter you audit 1 human resource function for compliance and efficiency, then as time passes, your human resource department will grow and develop into a well-oiled and sound HR machine. When conducting audits, I like to review processes for compliance in federal, state and local legislation as well as review that the process in place is efficient in time/cost and is best practice in industry.  For example, one’s benefit enrollment process may be compliant with ERISA, EBSA, ACA and COBRA, but it may take the business triple the amount of time it normally takes a business to complete enrollments due to outdated processes and routines. If this is the case, I provide guidance to make the enrollment process updated and reduce time spent on the overall process.
  • Conduct 1 refresher training- Certain policies and procedures should be re-trained to staff on an annual basis. When conducting refresher trainings, if one overloads staff all at once with every company refresher course, the employee may not be engaged or absorb the material.  At the bare minimum, the following refresher trainings should be conducted each year:
    • Anti-harassment training
    • Safety training
    • Substance abuse training
    • Leadership training
  • Update 1 file system- In my travels, I come across record retention that range from, poorly organized and 100% manual paper processes to easily organized and 100% electronic human resource information system (HRIS) database. Do not beat yourself up if you are in the category of 100% manual paper processes.  With some effort, you can get to an organized electronic system.  The benefit in HRIS systems are the ease of pulling information and the time saved during day-to-day functions.  For example, if one’s HR department is using only paper processes, when an employee updates their address they absorb time in updating multiple paper trails and have a higher risk at forgetting to update an account.  If that same HR department is organized on an electronic HRIS system, they only need to update one area when an employee communicates an address change.  Also, the likelihood for error reduces.
  • Touch-base with employee group- As HR professionals get more and more on their plates, it is easy to shift into task-mode instead of people-mode. The best way to prevent employee HR nightmares is helping to squash minor problems before they have a chance to grow.  Touching base with staff may give someone the opportunity to present a minor issue to your attention before it grows to be out of control.  Doing this once a quarter will help to reduce attorney and investigation costs.

Remember, Rome was not built in a day and putting the time and effort to better your HR processes will help to make your life easier and save your business money in the long run.

 

Need help with the above checklist? 

Call Jen Plummer, PHR, SHRM-CP for guidance, 724-672-4340, jen.plummer@loyalhannagroup.com