Posted in:HR Information Management
Piles come into existence when you have too much on your plate. As you grow, you may notice that you are continually surrounded by piles of files that seem endless. It’s okay, look at it like a good problem on your desk and make an effort to address it. If your pile reaches the floor or down your hallways, you may have a bit more cleaning to do but take heart to know you can get a handle on it. It is a common sight that we see, but space is understandably at a premium.
We thought it would be helpful to spend a bit of time talking about important HR documents and a few ideas for how to keep everything organized neatly.
Important HR Documents
There are many important documents you will create and keep throughout your life as a business owner. It should be no surprise, but most of the HR governance documents you possess have legal implications. It is best not to lose them. For instance, your policy manuals and employee handbooks form the basis of your ground rules detailing behavioural expectations at operating procedures for your company. If you get caught up in a legal dispute, these HR governance documents can become a critical part of your case. Don’t lose legal battles because you were less prepared than your employee. Better yet, don’t get sued in the first place if you can help it.
Other important documents that govern the work relationship can include your employment contracts, policy agreements, and job descriptions. It is a wise choice to spend the time to keep these updated as they can help you create harmonious working relationships with each person on your team. Further, it is also a good idea to keep a current set of supporting documents to enable you to manage the employment relationship, because it can change at any time. Most often, it includes your forms, checklists, performance plans, business letters, organizational charts, and process maps. Altogether, they should empower you to build a high-performing team that is both effective and efficient in carrying out their accountabilities.
We just listed a small handful of documents to enable you to manage your HR function and employee relationships. It can be overwhelming as your team grows, because you undoubtedly have documents across all of your operating departments.
It may be a good idea to introduce document control measures, so you remain organized. A few suggestions may be the addition of a common nomenclature and numbering system to quickly locate the documents you need with the assurance you are using the most current iteration. It may also be a good idea to visit your file storage room and reorganize it, as well as to take a closer look at how you mapped your document repository systems. That way, you are organized online and offline.
Finally, it may be a good idea to learn about data protection, records retention, and privacy laws before launching any document cleanup or digitization project. Otherwise, you may find an unending project on your hands. Wherein, you may not know how to handle each type of document you find in your efforts to cleanup your piles.
Here to Help
If you need assistance with employee file cleanup or information management projects, we can help. Honiva Group Inc. can be reached for a free confidential consultation at +1-403-470-5350 or [email protected]
For further details on how Honiva can help you strengthen your company, please view our service offerings.