Every organization is set up with a vision and it wants to be able to achieve its goals in the most effective and efficient way possible. The various functions that contribute to a particular firm depend on the business line and Human Resources is a mandatory part of every organization to facilitate and ensure clean organizational practices and to provide the cross-functional bridging services. However, the scale of the HR department in each organization depends on the scale of the organization and it is worth the effort for every organization to have the existence of the HR department. I use the term ‘organization’ and not ‘company’ as it applies to all organizations and not just companies that exist for commercial intent.
It is essential to note that every organization has its special and unique context within which its practices required work best for itself, and with that it implies that what works best for one organization might not work best for all other organizations, in general, or organizations that are closely similar in a lot of aspects to itself. With that clearly iterated in a lot of the management literature, I cannot emphasize more on how true it is. Here I chart out the steps I followed as part of an HR start up and the point to note is that it worked best for the organization concerned. However, the steps listed may work as basic outline or one source of information out of the plethora of information that one can find in terms of each organization’s HR Start Up Implementation.
Here, below, are the steps followed:
- the existing structure
- the strategic statements (Vision, Mission, Goals & Objectives)
- the elements of the organizational culture & its Values
- the value chain
- the various departments
- the processes within each department
- the procedures within each department
- the positions within each department
2. ESTABLISH HR PROCEDURES: Make a list of the HR functions that the organization requires to implement, based on the scale, business line and mission of the company.
3. CREATE TEMPLATES FOR ALL PROCEDURES: Create the basic templates and letters required for each HR procedure to maintain consistency and avoid confusion.
4. POLICY DOCUMENTATION: Frame the policies for:
- the organization as a whole, and
- policies for each department, if any, specific to the function of each department
5. GET MANAGEMENT BUY-IN: Ensure that the top management agrees and consents to the system created by having timely discussions and conducting revisions at the right time to avoid duplication of work and to save time and most importantly, to ensure a smooth implementation later on.
6. GET EMPLOYEES’ BUY-IN: Ensure that the employees, for whom the system is created and who are required to follow the systems being drawn up, are aware of them before they are implemented and to assure them of a proper communication system and guidance in the later implementation period.
7. CONDUCT JOB ANALYSIS FOR ALL JOBS:
- Choose the method(s) of Job Analysis required, based on the type of jobs & positions;
- prepare the Job Analysis material(s)-interview questions, observation aspects, questionnaire;
- Collect Data ( Tasks & Competencies )
- Rate the Tasks & Competencies … filter out not-so-essential tasks & competencies
- Job Documentation – Write Job Descriptions & Job Specifications
- Job Design – Put the tasks into meaningful work units
8. CONDUCT JOB EVALUATION :
- Choose the Job Evaluation method
- Conduct Job Evaluation
- Conduct Market Pay Survey
- Establish a Pay Philosophy
- Create a Pay Structure – Pay Grades & Pay Scales
- Study the legal requirements for compensation system and benefits; also consider any voluntary benefits mandated by the legal system of the country of the business establishment
- Create Compensation Structure (Study existing Compensation Structure; Write Assessment Report; Create new/modified Compensation Structure; establish Compensation Communication philosophy, Create Compensation Communication system; Write a template for Employee Total Rewards Statement )
- Create Benefits Structure (Study existing Benefits Structure; Write Assessment Report; Create new/modified Compensation Structure; establish Compensation Communication philosophy, Create Compensation Communication system; Write a template for Employee Total Rewards Statement )
9. CREATE EMPLOYEE RECORDS: Create a format for the Employee Records and maintain Employee Records for each employee, keeping the practice compliant with the legal system of the country of the business establishment.
10. CREATE EMPLOYEE HANDBOOK : Create Employee Handbook and ensure all the employees receive a copy of the same, with acknowledgement signed and kept in the employees’ Personnel File.
11. MAKE A CHANGE MANAGEMENT STRATEGY: Design the strategy for implementing the changes in the organization and effectively communicating to all the employees in a timely fashion.
12. TRAIN THE EMPLOYEES: The employees, managers and all others involved in the new systems ought to be trained for instilling the skills needed to enable them to carry out the new systems without problems, which might delay the final implementation of the system and to minimize the number of revisions.
13. RUN THE TRIAL IMPLEMENTATION FOR THE NEW PROCESSES AND PROCEDURES: The new system(s) must be implemented first on a trial-run basis to observe and improve upon the consequent problems faced, both in the carrying out of the processes-procedures and also with the people carrying out the new processes-procedures, along with the management required for the same. The usage of the new templates for forms and letters also need to be implemented on a trial basis for proper understanding and better implementation.
14. EVALUATE: The trial-run implementation must be evaluated thoroughly on the basis of carefully chosen criteria, relevant to the systems being implemented and considering the current abilities and skills of the people populating the organization at various affected levels. The effectiveness of this step depends upon the proper and careful selection of EVALUATION SYSTEM & FORMATS, EVALUATION METHOD(s), EVALUATION TOOLS, ACTORS IN EVALUATION, TIMING OF EVALUATION, FREQUENCY OF EVALUATION & INTERPRETATION OF THE RESULTS.
15. REVISE: Based on the results of the Evaluation conducted, the systems and all its change components must be revised accordingly and all the people involved communicated and re-trained to be enabled to implement the systems effectively.
16. LAUNCH THE SYSTEMS: After all the above steps are followed carefully, the new systems are now ready for the final formal launch in the system.
17. MONITORING: The systems must be constantly monitored based on relevant metrics chosen and constantly revising and modifying the system as per specific needs. This ensures that the systems stay relevant and aligned to the mission of the organization and thus to facilitate achievement of goals and ultimately the vision of the organization.
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