Businesses can be exposed to significant liability when documents are lost in the HR office. The HR documents are the foundation of all procedures, from employee onboarding to agreements with business partners. To streamline today’s complex business environment, teams must access HR document templates.
It is becoming increasingly common for businesses to have work-from-home (WFH) or freelance workers policies that require Free HR Toolkit. This makes it challenging to keep track of all the relevant information and ensure everyone follows the same rules.
Not only is it essential to have the proper HR documents, but this is the beginning of streamlining your operations. For example, these records will be needed to resolve disputes, set performance metrics for different roles, or negotiate terms with specific resources.
Optimizing your HR processes, workflows, templates, and documents will allow you to scale your business as needed without additional costs. Continue reading to learn about the HR documents, workflows, and templates you need in your company.
The Key Takeaways:
Managing HR Documents and Workflows. Having the proper templates can help reduce liabilities and streamline operations within your organization
Your teams can be more productive, even if they work from home or with freelancers.
It would help if you showed compliance with industry standards and employment regulations.
Establishing HR document management is the first step on your journey to digital transformation and automation
Important HR Documents, Workflows, and HR Document Templates
Document management is an essential business function. Every document is a container that contains information or proves compliance with company policies, procedures, and industry-specific regulations. In addition, it is necessary to show compliance with all applicable safety codes and employment laws.
These documents could include:
- Agreements and contracts for employees
- Induction registers and training records
- Employees must sign declarations confirming that they are aware of your evacuation plans
- Approved leave applications and other documents that ensure the company
Professionals without an established HR workflow struggled with keeping all of these documents organized and accessible. Document management software, cloud storage systems, and PDF editors can dramatically improve your operational efficiency.
We have provided some additional templates and workflows for HR documents to help you keep your business running at its peak efficiency.
1. Checklist for Employees on Boarding
Before new employees begin working, they must complete several documents and forms. Therefore, it should be a top priority to have an employee onboarding checklist. This checklist should include all required forms and disclosures. This will prevent critical documents from being lost and exposes the company to legal liability if they are not followed.
These are the most important documents that you should include on your onboarding checklist:
Employment eligibility verification this form, also known as an I-9, verifies that the prospective employee is legally allowed to work in the U.S.
You will also find internal documents that relate to your company’s policies. These include leave protocols, access credentials to the business system, a copy of the corporate mission statement or vision statement, handbooks, and the process used to conduct performance reviews.
Your employee onboarding checklist should be part of your planning. This includes conducting check-ins at regular intervals, orientation planning, and officially welcoming the new resource into the company.
You can find templates, recommendations, and other information about employee onboarding checklists.
2. HR Records and Employee Management Files
You will need to maintain more records and files the longer employees stay with an organization. All of the forms you need to manage, including information about your personal medical history, payment terms, performance appraisals, and training records, add up. These documents should be organized in structured folders with document management software, making it easy to find and keep track of each paper.
Protected employee information must be kept confidential. However, you can quickly find specific documents by organizing employee management files according to a set of naming conventions or classifications without having to navigate the cloud storage folders endlessly.
You can structure your information using an HR document management system.
File naming conventions and rules can be created to file your documents automatically
You can create forms and integrate them with existing business applications.
The system should be simple to use and easy to learn. It should also allow you to manage your HR processes as you prefer. Once you have an established document management system, you can look at automation to integrate more technology into your daily operations and create insightful HR metrics as you grow your business.
3. Documentation and resources for business processes
The HR department is not only involved in talent acquisition but also has other roles. They actively participate in performance reviews, data collection, and process optimization. Documents that HR teams work with every day are the source of data that helps to drive better business decisions.
You can empower your HR team using FileCenter as document management software. This will allow you to collect, analyse and understand the company’s problems and make strategic decisions.
FileCenter helps you organize and structure your HR documents.
When evaluating new technologies to improve business practices, assessing their ease of use, integrations, and cost is essential. FileCenter provides the tools you need to organize, secure digitally, and structure your startup HR toolkit. In addition, the solutions can be integrated with existing business systems, allowing you to scale up your operations as your business grows.