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IThe start of the financial year is ahead of you and you’re thinking about all those HR admin tasks that need to be done but maybe you’re not sure where to start and are worried you might forget something!
Our super organised Operations and Administrative Support Coordinator Nicole has put together the below tick list for you to ensure you have everything covered!
In any company, it is always best practice to check, update, reissue, or clear out unnecessary HR paperwork at the end of your financial year. It’s the perfect time for businesses to take on a ‘clean-up’ of all employee files in the Human Resources department and make sure that your business is compliant. It is imperative to keep your personnel files up to date for many reasons.
Cleaning and organising is always a process and that process starts by going through all documents you currently use and assessing your businesses requirements.
“For every minute spent organising, an hour is earned.” Benjamin Franklin
Main areas to focus on to ensure your HR records are cleansed and updated:
1. HR policies & practices
Check for updates in legislation, refresh yourself with current policies in place and implement any changes necessary for your business.
2. Cost of living against current salaries
The pay review is a vital part of the reward cycle and the majority of medium to large organisations go through this process at least once a year. The resulting pay rise can be determined through cost-of-living increases for all employees, company performance, or as a reflection of finely differentiated individual increases based on performance or progression.
3. Company benefits you offer your staff
Rewards like private health insurance, gym membership contributions, pensions/additional voluntary contributions and other business and allowances. You may wish to consider offering your staff more in the way of wellbeing packages, flexible hybrid home working or additional time off linked into annual holiday for staff loyalty or low sickness record.
4. Retention or shredding of paperwork
What documents should be shredded? There are several categories:
Documents past the minimum retention period
Documents that have been converted to digital files
Post-it notes and other scraps of information
Non-solicited credit card and insurance offers, and other junk mail
5 facts about paper shredding:
Shredders emerged in 1900’s
Paper shredding popularity grow in 1980’s
There are different types of shredders
Paper shredding protects your business against legal issues
Paper shredding encourages sustainability
5. Business strategies and plans for the forth coming year
Plan your professional and personal year separately
Review the past year
i. Identifying three large wins and three areas that needed work
ii. Look at how you spend your time through the year – did it align with your goals you had set last year?
iii. Write down all the important dates, meetings and deadlines you know about for next year
iv. Decide what you need to prioritise for your mental health
Make a plan for the year ahead
Create your not-to-do list
Establish a routine to keep you on track
6. Staff training refreshers
Assessing your staff needs and requirements to improve overall performance and increase employment engagement should be a priority.
Also, it’s important to identify promotional opportunities, training needs for personal development & elements that could strengthen relationships and loyalty within your team.
7. GDPR
This came into force on 25th May 2018 and it has been evolving and changing ever since. It’s imperative in our digital age to ensure you get this right. You should be continually cleaning your stored data and actively assess what polices need to be reviewed. An annual clean-up is essential for maintaining a large database and keeping your business compliant.
Hopefully this has been a helpful check list for you to get your new financial year off to a great start as well as clearing out the rubbish to make way for new plans!