The seminar will help the audience understand HR from a practitioner’s point of view as well as an entrepreneur or management team that is relevant to start-ups. It will help entrepreneurs who ‘don’t have time for HR’ as well as HR practitioners who have the task of promoting it to come together.
It will introduce:
- How to approach HR
- Best practices to consider
- Solutions based approach
- Strategic vs Operational Issues
- Basics to Systems, Policies, Procedures and practices
- Documentation and Recording
- Outsourcing HR
This presentation was used at HR Summit and Expo 2013 www.hrsummitexpo.com
HR For Start Ups: Where To Start And Best Practices
1. HR For Start Ups: Where To Start
And Best Practice
7 October 2013
14.45 – 15.30
2. LEARNING OUTCOMES
• How to approach HR
• Best practices to consider
• Solutions based approach Strategic vs.
Operational Issues
• Basics to Systems, Policies, Procedures and
practices
• Documentation and Recording
• Outsourcing HR
3. Did you know that…
SMEs count for 95% of the total enterprise population in Dubai
SMEs employ around 42% of Dubai’s workforce
SMEs contribute 40% of Dubai’s value add
230,000 registered businesses in UAE
Contribute 60% of the national GDP in 2011
4. Top Small Business in Dubai
Biz Group- sound & people-centred
workplace practices, especially in hiring,
inspiring, welcoming, & thanking staff.
Emitac Healthcare Solutions
Leminar
Dabo & Co
Eton Institute
Paramount Computer Systems
5. Small Business View on HR
HR is to fulfill UAE Labour Law requirements
Black Hole of Time and Money
Our finance or Admin team can manage it
Something we have to do
I do it – Entrepreneur/Manager
We are a small business- We don’t need it
We don’t need the soft fluffy stuff
People are your biggest Cost
£29 billion in sickness costs
day-to-day Vs. focus on the future growth
9. Employee Engagement
• Engaged employees are more productive
• Helps retention and reduce absences
• Gets them excited about work
Managing & Growing Talent
• Consider young recruits
• Older employees can be coaches
• Consider Options- Job Enlargement, Internal Hire
• Effective Training and Development
Managing Performance
• Streamline Process
• Prompts Managers to have progress conversations
periodically
10. Harnessing Technology
• Social Collaboration Tools
• Encourages innovation
• Work on projects and initiatives
• Management of Employee Information
• Competitive Advantage
Keeping up with Legislation
• Changes to Regulations
• Inspections and Labour Visits
• Fees and Process changes
• Introduction of new Laws
12. Information Management
• One Place for Employee Information
• Eliminates uncontrolled spreadsheet
• Data Integrity, confidentiality & control
Reporting
• Creation of standardised reports,
• reliable and increased accuracy of data
• Central Information to create trends
Employee Benefits
• Increase Employee Retention
• Facilitates better communication,
employee tools
• Lower Turnover and Reduce Costs
• Administration Costs
13. Tips on
Management/Owner
Buy in & approvals
•
•
•
•
•
•
•
•
•
•
Facilitates the vision of the company
Return on Investment/Bottom Line
Information at your fingertips
Business Continuity
Retention of employees
Development of HR profile
Quality and ISO benefit
Absence Management
Streamline and automate HR processes
Re-energise communication
14. What to
consider
in a
system
Needs Assessment and critical for automation
Employee self-service options
Set permissions and authority levels
Consider reporting requirements
No. of employees supported – upgrade options
Import of current data capability
Preferable to work with a provider to have local experience
Demo it on your system / involve IT
In-house IT capability- system & resource requirements
Web enabled or server based
Training offering
Update and maintenance options
16. Documentation is
Written and retained
record of employment
events and is made up of
• Government and legally
mandated elements
• Required by company policy and
practice
• Best Human Resources practices,
• Formal & informal recordkeeping
about employment events.
17. • Keep a special file for each employee
• Prepare a leave card for annual, sick and
other leaves
• 15 or more employees should have a
remuneration register, employment injury
register and basic work rules
• Additional- Passport Copy with visa page for
employee and dependants
• Insurance Card Copy- Abu Dhabi
• Emirates ID Copy
• Recruitment Records
• Employment contract pack
• Next of Kin/ Emergency Details form
• Beneficiary Form – regularly updated
• Current Personal Details
• Disciplinary & Grievance Notes
• Copy of Letters issued
• Benefit Information
• Separation Documents
• Salary Information
Legislative
Requirements
Best Practice
18. Contract
• Primary and binding
Document
• Mutually Agreed
and modified
• Rights and
Obligations by Law
i.e. working
conditions
• States
compensation,
Entitlements and
benefits
Policy – ‘What
to’
Procedure –
‘How to’
• Formal statement of
a principle or rule Codified Decisions
• Addresses what’s
important to
organization's
mission or
operations.
• Articulates
expectations
• Legal Compliance
• Complements a
policy
• Tells the
organization how to
carry out a policy
• Facilitates
implementation of a
policy.
Employee
Handbookwhere to?
• A comprehensive
source for
understanding the
practices of the
organization
• Summary of
applicable policies
and procedures
• General information
19. What to Consider - Policy
•
•
•
•
To be written in clear, concise, simple language.
Should be easily accessible by all
Applicable to all employees
Language used should represent company
culture
• Should be current and updated as needed but
not too often
• Approvals and applicability should be clear
What to Consider - Procedure
•
•
•
•
•
•
•
Concise and minimum verbiage
Double check for accuracy
Don’t Include Names use positions
Clarify acronyms used in the procedure
Should be step by step instruction
To be understandable by new employee
Should be audited regularly
20. What to Consider – Employee file
•
•
•
•
•
•
•
•
•
•
Employee files are confidential
Centrally stored and easy access
secured and safe
Limited access
Employee should be able to
access their file
Sharing of employee information
Have regular maintenance and
updates
Archiving all files – no minimum
period
Physical Copy Vs. e-filing
Labour Inspections
22. HR Outsourcing – Industry Drivers
According to Hewitt Associations,
most common reasons
Reduce risk – 22%
Reduce overall
headcount –
30%
52% is to reduce
overhead.
Access to
expertise – 41%
Concentrate on
core competencies
– 33%
23. PROS
• Helps in Time & Resource
Management
• Focus on Operational Delivery
• Access to relevant best
practice
• Access to specialists and
experts in the field
• Positive customer experience
• Focus on core competencies
& better productivity
• Reduction in overhead costs
& headcount
• In house HR to focus on
strategy
CONS
•
•
•
•
•
•
•
•
Misplaced loyalty
Time bound
Limited to scope of contract
Potential Hidden Costs
Change in personnel
Dispute resolution challenges
Cultural Integration
Availability of HR staff
24. What to Consider
• Gauge Need of the businessNeeds assessment
• Evaluate multiple firms to
compare services offered
• Pay for what you need and not
whats provided
• Understand and agree on
schedule of services
• Meet with your outsource team
• Communication to employees
• Duration of the contract
• Policies, procedures and
handbooks
25.
26. Company Culture
Create your Values and align them with your
vision
Innovation and Creativity
Align People with business strategy through
HR
Keep it simple and fluid
Keep a focus on future
Balance of family feel and growth
Think ahead and don’t hold on to what was
done
Business Strategy aligned with People
Strategy
28. Best Practice- Onboarding &
Orientation
Strategic
• Hiring Process Creation
• Timeline – Histograms
• Standardized Documents
• Onboarding Process
Operational
• Working with the Hiring Process
• Keeping a track
• Managing the onboarding process
• Candidate to Employee transition
• Having a robust orientation program – Welcome Initiatives
29. Best Practice- Guiding, Managing &
Coaching
Strategic
•
•
•
•
•
Formal Vs. Informal
Manager Toolkit
HR Management System
HR System
Employee Handbook
Operational
• On the job support
• Address Queries and Issues
• Customer Approach
30. Best Practice- Reward
Strategic
• Compensation & benefits Strategy
• Value Add Proposition
• Offer Stock Options
• Bonus or Commission Approach
• Review Approach
Operational
• Manage the Package
• Administration of Benefits
• Maintenance and alignment
• Consistency
• Managing Exceptions
31. Best Practice- Performance &
Feedback
Strategic
•
•
•
•
To have or not Have
How to do it?
When to do it?
Invest in a system?
Operational
•
•
•
•
•
•
Delivery against Strategy
Alignment Measure
Review of Candidates
Interview Process
Candidate Feedback
Selection & Negotiation
32. Best Practice- Separation
Strategic
• Alignment with Labour Law
• Legal Disputes Resolution
• Redundancies
• Repatriation Benefit Structure
• Trend Analysis- Exit Interviews
Operational
• Standardised Documentation
• Employee Greivance Management
• Handover Management
• Separation from Company system, property, etc.