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How to manage HR as a pro

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As a proud owner of a small business, you are probably familiar with the juggling responsibilities. It comes with the territory. Managing multiple details is not a simple task and prioritizing your to-do list can be a recurring challenge.

An area of ​​responsibility – human resources – is often placed at the bottom of the list while it should always be at the top of daily obligations.

But have not we already established how crazy we are? That's right. But there is good news: If you approach HR as a fundamental necessity, then use online resources to help manage it, you will spend less time juggling and more time developing your business.

Why risk it? A case for the compliance of human resources

According to ComplyRight's 2017 National Small Business Compliance Survey, 74% of small businesses in the United States with between five and 100 employees believe that employment laws are becoming increasingly important. in more complex. At the same time, 70% of small businesses continue to use manual methods (pen and paper, sticky notes, spreadsheets, or complete enterprise software) to manage human resource tasks.

Although respondents admit that HR compliance is more complex, they continue to use outdated tools, which increases the risk of compliance. And what about entrusting the role of human resources to someone who is not qualified to take on HR duties? Giving an untrained employee these responsibilities increases the chances of a legal mistake, which could put an end to the business you have worked so hard to build.

Being exposed to the risk of compliance is not a lack of attention – it's often due to a lack of accessible resources: time, budget, knowledge or other . This does not mean that you need to add overhead costs or purchase complete HR packages. You need fast, easy processes to help you do more with less when you tackle critical HR responsibilities.

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Archiving 101: Documenting Everything

Recordkeeping is much more than a list of employee names, addresses, phone numbers and e-mails. Any record of an employee is a document that deserves to be kept. And the more you update your employee records, the easier it is to review payroll issues, prove compliance with federal and provincial laws, or justify disciplinary action where warranted.

It is best to have three files for each employee: Personnel File (hiring documents, work papers and separation records), file pays (Salary documentation, W-4 and Forms W-2, time / attendance registers, deductions at source or direct deposit authorization) and medical record (notes excusing absenteeism / delay, accidents or workplace injuries, work injury benefits, health / life) insurance documents).

Keep Tabs on Attendance, PTO and Discipline

If you wait until the end of the week or month to record important HR information, you may end up working harder to fill in the blanks as you go. In addition to dreading the stack of paperwork waiting for you, you increase the risk of errors when you do not respond to daily tasks.

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According to the HRdirect 2017 Survey, The Impact of Absenteeism on Small Business in the United States ., More than 14% survey respondents use NO method track the presence of employees.

If you do not have an attendance tracking system, you may be paying for hours for which employees have not worked. You also send a message that you do not take your attendance policy seriously. If an employee gets a "free" day off, he may abuse the system regularly, which could discourage your superstars if they have to work harder or longer because the attendance policy is not enforced .

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It is also important to follow the requested holidays if there is a dispute over time. If you have no record of the time that the employee has lost, that 's your word against theirs, which is never a good situation, especially if a problem arises. ; worse.

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Speaking of disputes, it is important to document everything related to insubordination. Wrongful termination is one of the most common lawsuits against small business owners, and building a foolproof case requires accurate and consistent records.

Rather than having a detailed story at hand, many small business owners end up in an after-the-fact situation, which is a recipe for disaster. Your mantra for managing the discipline is simple: document, document, document. Make it your goal to work with employees to improve their work ethic against creating a culture of punishment. Document issues of concern, respond immediately to concerns, establish an improvement plan and follow up to see if progress is being made.

The Nitty-Gritty Hiring and Welcoming

What could go wrong during the hiring process? Many, if you are not aware of potential pitfalls. For starters, federal discrimination laws prohibit any type of employer preference or bias based on gender, race, color, religion, national origin, age or disability. If your job advertisement is not properly worded, you might look discriminatory and do not even know it.

Before you sit down with candidates, make sure that they fill out an application for employment. Why? Resumes are not ideal records for comparison because they tell only the story that the candidate wants you to hear. Job applications help you to collect the same information from all applicants in a consistent manner, which protects you from allegations of discrimination. In addition, the requirements for job applications vary from state to state and the laws change continuously. To make sure you do not cross an illegal territory, use a state-specific job application regularly updated by labor law experts.

When it's time to interview, make sure all the questions relate directly to the responsibilities, duties and requirements of the position. Follow-up questions are good, do not stray from the job description or submit a candidate to a different set of questions than others. As much as the casual conversation feels appropriate when meeting someone for the first time, it is best to avoid it. Polite and friendly chit-cat often leads to involuntary discrimination. Once you have left the course, it is easy to evoke inappropriate areas such as family life, ethnicity or religion.

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Do not Make HR More Difficult Than They Should

Managing human resources for small business owners is difficult if you are stretched for time or unaware of all the responsibilities. It's good. The availability of cloud solutions developed by the lawyer streamlines the process, putting more time into your day and keeping you in compliance.

When you're ready to take it to the next level, the intelligent HRdirect applications are exactly what you need to manage your human resources like a professional. Simple, affordable and designed by labor law experts, each smart app is designed to help you achieve a specific employee management goal, such as employee record keeping, attendance tracking, hiring etc. This is the fastest and easiest way to manage human resource tasks without compromising other business priorities.

Photo via Shutterstock

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