What is HR?
Human Resource is the function within an organization that focuses on the recruitment of, management of, and providing direction for the people who work in an organization. Human Resources is the governance of an organization’s Employees. Human Resources is sometimes referred as Human Resources Management. A company’s hr functions include creating, implementing and/or overseeing policies governing employee behaviour and the behaviour of the company toward its employees.
In the modern organization, HR functions are extremely wide and in many organization top level management relies on the accurate job of HR employees. Apart from this some of responsibility are as below.
Employee Management : Employee management is to looking after the day-to-day activities performed by the employees to help in achieving organizational goals.
Employee Leave Administration : Leave Administration encompasses the processes employees use to request time away from work and supervisors use to grant or deny leave based on organization policies.
Attendance : Keeping track of the attendance of employees based on various events like shift, late, overtime, permission, holiday working and on duty.
When an employee joins an organization, the company welcomes the new employee and provides orientation on company, culture of company, job, benefits and various sub-processes regarding the work. Generally the whole process is termed as on-boarding.
HR roles in Employee On-Boarding
- Generate and issue an Appointment Letter.
- Verification of employee information
- Reference Check.
- Creation of email ID, access credentials, and ID Cards.
- Provide the new Joinee, the names and phone numbers of whom to call in the event of questions or emergencies.
- Do an Induction program for the employee.
Types of Official Letters : Official letters refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature.
Employee Confirmation : HR needs to remind Manager about
- Confirmation due date of an employee.
- Record the remarks/information on the Confirmation feedback.
- Record the Confirmation status of an employee along with salary changes, if any.
- Print and issue a confirmation letter.
Employee Communication : Employees need to be informed of various activities and updates of the company. HR should ensure that this information is made known to the employees HR needs to ensure that employees have a good work environment. They need to ensure that any employee issues should be addressed by them or the relevant person.
Employee Information : HR or Admin departments are responsible for collecting, verifying, storing, updating and maintaining different employee information. This information is required for internal processing, MIS as well as statutory compliance and various audits by government agencies. HR needs to maintain a list of current and past employees. Transfer, promotions, increments, etc. and the same needs to be updated. All physical and scanned documents of employees are to be stored and maintained.
Document Management : Employee information can be collected, recorded and maintained in a number of storage ways and update information in forms or file copies of documents. For specific information, company may require necessary proof for validation of information.
Organization Tree : An organization tree is a representation of relationships between an organization’s departments, functions and people. It can also indicate the flow of data, responsibility and reporting from bottom-up or top-down.
Asset Management : The assets provided by the organization to an employee, are recorded and maintained. Assets like Laptops, Mobile phones, Pen drives, vehicles and SIM Cards can be managed under various asset groups like IT, Facilities, Admin, Marketing etc respectively.
Employee Engagement : Employee engagement is a workplace approach resulting in the right conditions for all members of an organisation to give of their best each day, committed to their organisation’s goals and values, motivated to contribute to organisational success, with an enhanced sense of their own well-being.
Employee Exit : Employee Exit refers to the process of separation of an employee from the service of an organization. This can be on account of voluntary resignation, termination, end of contract, retirement, death or absconding. As part of the exit, the company performs a no-due clearance and processes the final settlement.
Attendance & Leave Management:
Attendance and leave management show how much time does an employee spends on his work. As an HR, it is their responsibility that no time/work theft is promoted.
Policy Building: Attendance and leave policy, which provides the necessary information about office working hours, break hours, in and out timings, shift details, leave application and compensation, etc. has to be built very flexibly, maintaining regularity amongst the workforce.
Information Distribution: Once the policy is developed, employees are needed to be informed about various criteria to follow to be punctual. It can contain employees’ work hours’ classification, their in and out times, shift details, leaves defined, etc. that he/she must follow to mark his/her attendance.
Application Processing: Whenever an employee applies for leave, he/she should inform prior enough for the HR to decide if the reason is liable. After analyzing, the leave can be approved accordingly.
Irregularity Management: If any employees take unnecessary leaves or don’t inform it to the authority, HR should warn him/her accordingly that it may lead to a strict measurement.
Maintaining Spreadsheets: The most hectic and erroneous thing to manage for an HR is to create and sustain employees’ monthly attendance summary, which increases with an increase in the number of departments. Keeping all this in mind, HR should make these reports error-free to process a smooth payroll.
Payroll Calculation: At every month’s end, HR needs to calculate a perfect salary structure. Thus, an error-free attendance calculation with all the necessary criteria leads to accurate payroll processing.