--- title: "HR Manager Handbook: Responsibilities and Procedures" description: "## **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…" url: "https://docs.abhinavdcs.com/docs/hr-manager-handbook-responsibilities-and-procedures/" updated: "2025-05-16" category: HR Manager Handbook --- # HR Manager Handbook: Responsibilities and Procedures ## **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**** **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.