Top HR Tips
Top 5 Tips
Employing people can feel like a minefield! How do you make sure you're meeting your legal obligations, protecting your business and managing employees effectively?
And what happens when things go wrong? How do you deal with performance problems, conduct issues or situations where employment may need to end, without exposing your business to unnecessary risk?
The good news is that getting the basics right can prevent many HR problems before they arise.
Here are our Top 5 must-do tips to help you build a solid HR foundation, protect your business and make sure employees understand what's expected of them.
1. Have a written contract of employment
A good contract of employment is one of the most important documents you'll put in place.
It sets out the terms of employment, provides clarity for both parties and gives your business important protection and flexibility.
Our advice is simple: issue the contract before the employee starts work. That way, the terms are clear and agreed from the outset.
There is also a legal requirement to provide employees and workers with a written statement of their main employment particulars from day one. A properly drafted contract, supported by any additional required information, can help you meet this obligation.
Getting the contract right at the beginning can save considerable time, money and problems later!
Find out more: Visit Contracts of Employment for guidance and templates.
2. Have a clear job description
If you don't explain what you want someone to do, how can you expect them to do it?
A good job description makes it clear what the role involves, what the employee is responsible for and what you expect them to achieve.
You can take this further by setting objectives or performance indicators, so employees understand what good performance looks like and where they should focus their efforts.
Remember, if you don't set the priorities, employees will often set their own! And those priorities may not be the same as yours.
Clear expectations make it easier to manage performance, recognise good work and address concerns when things aren't going as expected.
Find out more: Visit Job Descriptions.
3. Confirm important things in writing
Verbal agreements can easily lead to misunderstandings. People may remember conversations differently or disagree about what was agreed.
A simple written record can prevent a lot of unnecessary disputes.
You don't need to document every conversation, but you should record important employment matters, including:
Changes to terms and conditions, such as hours, pay, duties or benefits.
Resignations and agreed leaving arrangements.
Performance or conduct concerns and any agreed improvements.
Important decisions, discussions and actions.
This doesn't mean producing long, formal letters for everything. Often, a short email or file note confirming what was discussed and agreed is sufficient.
The important thing is to have a clear record you can refer back to if needed.
Find out more: Visit HR Administration for useful forms, letters and templates.
4. Have procedures – and follow them!
Having the right HR policies and procedures helps you meet your legal responsibilities, set clear expectations and manage situations consistently.
These should include key areas such as disciplinary, grievance, equality and family-friendly rights.
But there's little point having a disciplinary procedure if you ignore it when a problem arises!
Failing to follow an appropriate process can create unnecessary legal risks, even when you have a genuine reason for taking action.
Our advice: keep your procedures practical, proportionate and easy to follow.
Not every situation needs a lengthy formal process. Often, issues can be resolved through a conversation or informal action. The key is knowing when formal procedures are required and following them properly.
Find out more: Our Policies and Procedures section contains templates and guidance, while Family Friendly covers areas such as maternity, paternity and flexible working.
5. Never dismiss someone in the heat of the moment
Even when an employee has done something seriously wrong, don't make a rushed decision to dismiss them.
Dismissing someone without following an appropriate process can expose your business to employment tribunal claims and unnecessary costs.
Even in cases of gross misconduct, where dismissal without notice may be justified, you should normally investigate and follow a fair disciplinary procedure before making a decision.
If there is a serious concern, consider what immediate action is necessary while you establish the facts. Suspension may sometimes be appropriate, but it should not be automatic and alternatives should be considered.
Our advice: establish the facts, follow the appropriate procedure and make an informed decision.
And remember, the legal risks and procedures can vary depending on the circumstances, the reason for dismissal and the employee's length of service. Always check the position before acting.
Find out more: Visit Disciplinary for guidance on managing conduct and performance problems, avoiding unnecessary disciplinary action and following the correct process when formal action is required.
And one for luck...!
6. Communicate and keep everything up to date
There's little point in having great contracts, policies and procedures if your employees don't know about them!
Make sure employees understand the rules, standards and expectations of your business. An employee handbook is a useful starting point, but good communication should continue throughout employment.
And don't forget that employment law changes.
Policies and contracts that were suitable a few years ago may now need updating. Keep your documents under review and make sure you're aware of changes that affect your business.
YourHR.guide provides regular updates and practical guidance to help you stay informed.
Alternatively, if you'd prefer an online HR system that brings together your employee policies, documents and HR management tools, take a look at YourHR.space.
Where do you start?
The different sections of YourHR.guide provide the guidance, templates and documents to help you put these essentials in place and manage everyday HR situations.
Start with Step by Step HR for a practical plan to build your HR foundation.