Summer is here and it’s time to do some human resources housekeeping. As Norma Beasant, President of Talento Human Resources Consulting, LLC., says, it’s time to conduct an HR audit.
“Business is changing, the workplace is changing, the way HR handles and prioritizes its business is changing, and laws and regulations are constantly changing,” says Beasant. “The responsibilities of recruiters today go beyond recruiting. No longer can they just source and recruit. They must ensure federal, state and local employment laws are followed and applied at every step of the hiring process by them and by hiring managers.”
Diane Steele, President of Steele Recruiting, a Twin Cities-based direct hire and executive recruiter, has worked with company’s of all sizes, from Fortune 500 organizations with a fully staffed HR department to smaller organization needing the assistance of an HR recruiting.
She too sees the need for periodic HR housekeeping.
“In a recruiter’s world, there is rarely a moment of rest or relaxation from the constant flow of open positions coming down the pipeline from your organization or clients,” says Steele.
But…
“Because of the lack of down time, it is important to proactively set aside time weekly or even daily to get organized just as you would set aside time to workout – it’s the same concept,” adds Steele.
Both Beasant and Steele have outlined some simple steps that can be done on a routine basis to help stay organized, on task and in some cases, in tune with compliance and labor laws.
“Recruiters and HR departments are usually understaffed and overworked and their work is heavily regulated,” says Beasant. “Non-compliance is a huge risk.”
An audit is an official inspection of an individual’s or organization’s accounts. An HR audit involves taking the time to check your policies and procedures. It means taking time to ensure you are up to speed in your recruiting strategies and methods. It means staying on top of industry trends and changes and that you are staying in touch with businesses, candidates, new and potential clients. Audits provide recruiters and HR departments with a fresh start once the necessary changes are made and most importantly, will help them avoid legal regulatory liability.
“The need for HR audits is real and unfortunately, most companies, large and small, never take the time to conduct audits and this is why people are often overwhelmed, seem confused and don´t know how to handle certain situations,” says Beasant.
Review, revamp, and update these policies, procedures and processes related to these items as part of your HR audit checklist, says Beasant.
- Job descriptions
- Proper classification of employees according to The Fair Labor Act (FLSA)
- Job postings and proper wording to comply with Title VII and ADAAA
- Employment application forms
- Interviewing questions
- Testing
- Candidate selection methodologies
- References
- Background checks
- Medical exams
- I-9 forms
- Self-identification forms (race and ethnicity) and disability status
- Compensation issues
- Applicant tracking and record keeping to comply with Affirmative Action requirements (if applicable)
- Applicant tracking and record keeping to comply with Title VII requirements and other pertinent laws
- Any other procedures related to hiring
Steele points out how doing small things over time can help stay organized and in-the-know. Here are some tips from Steele:
Manage your social media presence: Check/update your LinkedIn and Twitter accounts. Comment on posts by colleagues, clients or others in your network. Reach out and make new connections as needed. Keep things updated. On LinkedIn check your current groups – do they still fit your needs? What new groups can you join? What existing groups can you drop?
“Something we all get behind on is updating our groups in Linkedin,” says Steele. “Houseclean those that no longer serve your recruitment needs and search out others that do.”
Manage email clutter: Turn off alerts that fill up your email account instead of just deleting them – they will come back the next day, this saves you time which is money.
Manage client relationships: “I like to spend time housecleaning my client base – meaning taking the time to pick up the phone see what needs they may have, how things are going, what they forecast for their recruitment needs in the near future and overall, while learning how I could help serve them at a higher level,” says Steele. Set up morning coffee, a lunch meeting or other get-together to nurture and grow relationships. “Show you are there in time of crisis as well as in time of calm waters,” says Steele.
Seek improvement: It is also a good time to ask candidates you have placed about the recruitment process they experienced while you worked with them. Why not?
“There is always room for improvement and you are the representative of your company, your brand your recruitment process,” says Steele. “Feedback is always worth getting as this is how we improve our product and process.”
Technology review: Review your technology and determine if your needs have changed or if the market offers something you could benefit from. Should you upgrade to new systems or databases to help in your recruiting/tracking efforts? Should you renew existing memberships or join new organizations? What works, doesn’t work?
Review candidate files/database: Who are the people you have met but have not been able to help in the past but need to bring to top of mind again? What are they doing, where are they working and would they have any needs you could assist them with? Reach out and check in, ask if they have friends that need assistance, or maybe you have an opening in your organization that they would be perfect for.
“It is all about keeping in touch and staying current,” says Steele.
The days are long and time is short. There often isn’t enough time in the course of a busy day or week to get all these done. But by completing some of these tasks on a daily, weekly, monthly or quarterly basis, you can clear out the clutter and stay on top of tasks.
What housekeeping items help you stay organized? Comment below.
