HR documentation is of vital importance to organizations. Unless its nuances are mastered organizations can fall into embarrassing and damaging pitfalls.
HR documentation is one of the most important aspects at the workplace. The habit of HR documentation is usually imbibed into HR professionals from early on in their careers. But what does HR document?
HR documentation resonates with the spirit of the dictum, Verba volant, Scripta manent, meaning “what is written stands; what is uttered flies”. This saying, in relation to documentation, is all the more relevant to the highly litigation-prone country that the US is.
Importance of HR Documentation
- HR documentation is the cornerstone of safe, legal, and effective disciplinary practices
- Not documenting vital communication can lead to lawsuits
- Lack of proper and sufficient HR documentation can land organizations and HR professionals in big trouble
HR Documentation Best Practices
The solution to avoiding problems associated with lack of good HR documentation is to implement HR documentation best practices. A result of the collective experience and wisdom of HR professionals around the world, best practices in HR documentation act as a major preventive measure against the pitfalls associated with bad HR documentation habits.
“Write, write and write down” should be the mantra of payroll procedures. A non-written payroll procedure is as good as a non-existent one.
If there is one central,indispensable element to getting the payroll procedure right, it is writing. This is something most organizations abhor, given the magnitude of their tasks, but not writing down has far greater consequences than sparing a few minutes can afford.
Keeping payroll procedures updated every time an event happens is the easiest way to getting the whole procedure right. Writing down
- Streamlines payroll-related operations;
- Prevents employees from doing the same tasks repeatedly;
- Ensures that each task is done completely, accurately, and uniformly each time it is performed
- Makes it easy to discover how every employee performs each process
What to write down?
It is essential for HR to audit a host of its practices and functions. This audit is meant to ensure that the organization stays on course with its goals.
HR, which conducts the organization’s various coordination functions, has to have its house in order. It should have its own machinery well lubricated, so to speak. Being the cog in the organizational wheel, which oversees an organization’s whole set of processes, HR should be well equipped to carry out periodic and set audits.
Why does HR need to carry out Regular Audits?
- It helps the organization keep up-to-date with employment laws and regulations;
- It needs to ensure compliance with employment rules and best practices;
- These HR audits are a means to ensuring that the organization is on track with its goals and visions;
- Regular Audits ensure that the organization’s work processes are streamlined;
- They help to identify issues before they snowball into crises.
Commonly Accepted HR Audit Techniques
HR audit techniques concern the techniques used by HR to carry out audit of its department. Some of the commonly accepted HR audit techniques consist of: