Table of Contents
Responsibilities Overview #
As an HR Manager, you are responsible for the comprehensive management of human resources processes within the organization. Your primary responsibilities include hiring, onboarding, employee engagement, retention, relations, performance management, and off-boarding. This handbook details your duties and the procedures to follow in each area.
Hiring #
Job Advertisements #
- Post Job Openings: Advertise job openings both online and offline through various channels.
- Collect and Filter Resumes: Gather resumes from all sources and perform an initial screening to shortlist candidates.
Screening and Interviews #
- Screening Interview: Conduct a 15-minute telephonic interview to evaluate the basic qualifications and suitability of candidates.
- Schedule Technical Interviews: Coordinate and schedule the technical interview round.
- Interview Organization:
- Arrange a waiting room for candidates.
- Ensure all candidates sign in upon arrival.
- Guide candidates to the interview room in the order they arrived.
- Place resumes on the interview table at the time of the interview.
- Provide candidates with the office phone number for any inquiries and inform them of the decision timeline via email.
- Ensure interviewers are informed about the schedule.
- Arrange necessary stationery such as pens, paper, and clipboards.
- Machine Test Round: Candidates who pass the technical interview will be called back for a machine test round.
- Ensure computers are available and prepared with all necessary software installed for the test.
- Coordinate with the administrator to obtain and set up the computers.
- HR Round and Salary Negotiations:
- Conduct an HR interview to assess attitude and culture fit.
- Engage in salary negotiations with the candidate.
- Offer Package:
- Create the offer package for candidates who pass all rounds.
- Email the offer package, including a list of documents to be submitted before joining and a deadline for the candidate to reply and accept the offer.
Onboarding #
Pre-Joining Preparations #
- Inform Candidates: Notify the candidate of the required documents to submit before joining.
- Prepare Workspace: Coordinate with accounts and admin to arrange a desk, chair, computer, and any other necessary devices.
Day of Arrival #
- Greeting and Introduction: Greet the new employee, take them to the conference room, and explain the employee handbook, company rules, and culture.
- Workspace Setup: Show the new employee to their desk and assist in creating a new office email.
- System Integration: Ensure the new employee is added to Slack, Jira, Zoho Mail, Odoo, the biometric machine, and the office WhatsApp group.
- Initial Day Activities: Allow the new employee to read the employee handbook and any technical documentation specific to their role.
- Team Introduction: Introduce the new employee to their team, team lead, and manager, and facilitate their introduction to all office members during lunch.
Employee Engagement #
Fostering Connection #
- Regular Check-ins: Check in with new employees at the end of their first day and first month to assess their settling in and identify improvement areas.
- Performance Expectations: Conduct a performance expectations meeting at the end of the first month, followed by quarterly check-ins.
- Communication: Share important information through detailed emails regarding events, parties, outings, educational sessions, group activities, compliance, and complaint resolution.
- Skill Development: Encourage employees to learn new technologies and upskill themselves using the company’s budget for learning activities.
- Recognition and Motivation: Recognize and appreciate high performers, guide sub-par performers on improvement, and implement a reward system for motivation.
Employee Retention #
Strategies for Different Performance Levels #
- Top Performers:
- Conduct regular employee engagement activities.
- Provide challenging work and opportunities to learn new skills.
- Plan for their career advancement and ensure they are grooming a successor.
- Average Performers:
- Ensure they are working under the right manager who can help them overcome shortcomings.
- Offer benefits and perks to incentivize performance improvement and upskilling.
- Poor Performers:
- Analyze reasons for poor performance and implement a performance improvement plan.
- Monitor progress and plan for replacement if no significant improvement is seen.
Employee Relations #
Addressing Workplace Issues #
- Conflict Resolution: Address conflicts, bullying, workplace safety, time tracking, and compliance issues.
- Tracking KPIs: Monitor KPIs such as the number of recognitions, complaints, complaint response time, employee satisfaction, and performance.
Performance Management #
Managing Employee Performance #
- Initial Performance Meeting: Begin performance management for new employees with a performance expectations meeting at the end of their first month. Regular employees will have a performance review meeting at the end of every year, which will also serve as an expectations meeting for the next year.
- Continuous Monitoring: Ensure managers and team leads continuously monitor employee performance against set expectations.
- Quarterly Check-ins: Conduct quarterly reviews to assess progress and adjust performance plans as needed.
- Recognition and Rewards: Recognize and reward good performance through various means such as certificates, appreciation events, and perks including monetary benefits. Maintain a logbook for each employee where each of their good works and mistakes will be logged by the HR. For example, if an employee achieves a breakthrough in a difficult situation, it will be put on the good log, and if they push bug-filled code to production causing issues with the client, it will be put on the bad log.
- Annual Review: Conduct an annual performance review considering all documents such as performance expectations, check-ins, good and bad logs, complaints received, memos sent, and feedback from the year.
- Improvement Plans: Place poor performers on a performance improvement plan and monitor progress, with termination as a possible consequence for continued poor performance.
Attendance Tracking #
Hours Calculation and Leave Management #
- Attendance Tracking: Download data from the biometric system every Friday and import it into the time attendance machine.
- Hours Calculation: Ensure employees are in the office for at least 7 hours for a full day (they will need to make up the remaining 2 hours by the end of the month) and 4.5 hours for a half-day. If someone does not complete these hours, they must email HR to adjust the hours from unpaid overtime.
- Leave Management: Manage leave requests and ensure they are submitted in a timely manner:
- Planned full-day leaves must be emailed 7 days in advance.
- Planned half-day leaves must be emailed at least one day in advance.
- Unplanned leaves should be informed via WhatsApp and then followed up with an email when possible.
Event Organization #
Birthdays and Office Events #
- Birthday Parties: Organize birthday parties using a provided list of birthdays for the year. Inform management the day before, collect voluntary contributions from employees, and ensure the party is arranged.
- Other Events: Coordinate festival celebrations, events like Fun Friday, training sessions, and presentations. Get a budget approved for each event.
Office Work and Expenses #
- Office Work Tracking: Keep track of employees going out for office work, collecting bills for office purchases or expenses during outings.
- Expense Reimbursement: Ensure that dues for office-related expenses are reimbursed.
Off-boarding #
Exit Process #
- Exit Interview: Conduct an exit interview to address any issues or conflicts when an employee resigns.
- Knowledge Transfer: Facilitate knowledge transfer activities during the notice period.
- Equipment and Documentation: Ensure all company equipment, documents, and account passwords are returned on the day of relieving.
- Experience and Relieving Letters: Prepare and hand over the work experience and relieving letters after confirming no dues are left.
Leave Policy During Resignation
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In case of resignation, from the date of resignation for the duration of the notice period:
- The employee will not be eligible for any paid leave.
- No encashment or payout will be made for any accrued (earned but unused) leaves, including earned leave and overtime.
- Only national holidays officially recognized by the company will be applicable during the notice period.
Post-Employment Contact: Ensure that relieved employees are not contacted for work-related matters unless it is an emergency.
