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Category: HR Guides

HRFLEEK > Blog Classic > HR Guides
10Mar

PERFORMANCE MANAGEMENT

This is the key process that brings a direct output or productivity for the company.

Steps

  1. Set performance objectives for each position
  2. Make sure they are SMART – specific, measurable, achievable, relevant and time-bound
  3. Review meeting every quarter
    • Check the relevance of goals
    • Evaluate performance as per set standards
    • If a goal is no longer valid, evaluate performance, give it a score and close it
    • Add goals with the expected standards
  4. A final review in (INSERT TIME-FRAME/PERIOD)
  5. If performance is not up to the set standards consistently, use the performance improvement plan to improve. This can also be used for habitual late coming, performance or attitudinal issues.
10Mar

HR CHECKLIST

Please tick the relevant options and support with material requisitions wherever required as per policy.

  • Office
    • Workstation available
  • Desk
    • New / cleaned out
    • Files orderly
    • Handover report present
  • Computer
    • Cleaned & connected
    • Desktop required
    • Laptop required
    • Required software installed
    • Login/mail id created
  • Telephone
    • Direct line required
  • Stationery
    • Pen
    • Notepad
    • Cardholder
  • Staff Notification
    • Confirm with new employee first day/time of arrival
    • Broadcast message about a new employee
  • Induction
    • Meeting with HR for induction presentation
    • Induction docket
    • Arrange for meeting with the CEO / Directors
    • Arrange for first staff introduction
    • Employee Manual
    • Follow up after 1 month to understand progress/concern areas
  • Documentation
    • Signed offer letter
    • Copy of pan card, Aadhar card & passport sized photographs
    • Collect tax declarations
    • Declaration of income from the previous employer
    • Personal Details
    • Bank salary account
    • Mail company formats
    • Update attendance register
    • Update in company formats
  • Printing Requirements
    • Business cards
    • Letterheads
  • Insurance (Upon confirmation after Probation)
    • Medical cover
10Mar

NEW HIRE CHECKLIST TEMPLATE

  • Prepare an employment contract and have it signed, if applicable. This contract is usually written as a detailed job offer that includes:
    • Job information (job title, department)
    • Work schedule
    • Length of employment
    • Compensation and benefits
    • Employee responsibilities
    • Non-disclosure agreement
    • Non-compete agreement
    • Time off policy
    • Termination conditions
  • Send an offer letter. This is a document (often an email) that spells out the basics of the relationship between employer and employee. In your job offer letter or email, include:
    • Job title
    • Department
    • Name and position of direct report
    • Work schedule
    • Start date
    • Compensation
    • Benefits (brief mention)
    • Length of employment
    • Date by which candidate needs to respond to your offer

 

You could also attach the employment contract, where you describe terms of employment in detail.

  • Tasks to do before a new hire’s first day

Ask new hires to send you:

    • Personal data for HR records (e.g. ID or passport number, contact details, PIN no., NSSF and NHIF details etc)
    • Bank account information, if you are using direct deposit to pay employees
    • Copies of certificates and diplomas that are necessary to perform the job (e.g., for nursing or accounting positions)
    • Any food allergies or preferences they may have (e.g., vegetarian)
  • Send new hires a welcome email that includes:
    • Arrival time on their first day
    • A copy of your office map
    • A rundown of the dress code, if you have one
    • A first day or first-week agenda
  • Invite new hires to join corporate accounts, including:
    • Email
    • Messaging software
    • Password security
  • Send a new hire announcement email to all employees to make sure they give a warm welcome to their new colleague.
  • Remind new hire’s manager to send a chat message announcing the new employee on their start date. Make sure to mention:
    • New hire’s name and job title
    • Department/team they’ll be joining
    • A few things about their professional or academic background
    • Welcome events you may have organized (e.g. an after-work dinner)
  • Send a reminder to hiring managers to make sure they prepare new employee’s first-day tasks.
  • Send new hire’s data to:
    • The accounting department, so that they add a new employee to payroll
    • IT team, so that they can help them set up accounts for corporate software
    • Office Manager, so that they can set up their workstation
  • Prepare your new hire’s tech, including:
    • Laptop
    • Monitor
    • Phone
    • Mouse
    • Keyboard
    • Headset
  • Arrange for new hire’s ID card, building access fob, and personal locker.
  • Order new employee’s business cards and/or nameplates.
  • Ask for a new hire’s T-shirt size and place an order for a work uniform and/or a company T-shirt as a welcome gift.
  • Prepare and send an on-boarding kit. Here’s what you could include:
    • Employee handbook
    • A welcome letter from their manager or CEO
    • Computer setup instructions
    • Stationery (e.g. notebook, pens, stickers)
    • A company t-shirt
    • A company mug
    • A copy of your organizational chart
    • A copy of a book relevant to your company or its culture
    • A guide of local points of interest (e.g. nearby cafes and restaurants)
  • Prepare a tentative first day and first-week agenda that covers:
    • A company overview, including mission, teams, and policies
    • meeting with the manager and team members
    • Completing the HR paperwork
    • Role-specific training
    • Product-related demos
    • Team-building activities (e.g., a group lunch)
  • Assign a someone to help new hires through first few weeks or months in the role.
10Mar

What are Key Result Areas (KRAs)?

  1. Each role in a company has a number of KRAs, which define the key areas that the employee needs to produce results in. Hence they are also called as Critical Success factor or key drivers of success.
  2. Every company should define KRAs for each role so people are clear on what their exact role is and what they are responsible for. AS well as be aware of what they will be evaluated for and which areas they should focus on to be effective.
  3. KRAs help an organization achieve its strategic goals. Hence, KRAs should be cascaded down. First, KRAs of the company should be established followed by the team/department heads KRAs and and further cascaded down to the individual members. Also, the individual role’s job description should be referred while establishing KRAs.
  4. Each individual should have ideally not more than 5-7 KRAs to be effective.

What are Key Performance Indicators (KPIs)?

  1. It is a measure for success of an employee. For example, if a hiring manager KRA is recruitment, then the KPI will to close the positions within the SLA and budget set.
  2. Each KRA is managed using a set of KPIs.
  3. Key Performance Indicators (KPIs) on the other hand are high-level measures or metrics, for one particular objective, which (when measured and reported) give the leadership team an “indication” as to whether the organization is making progress towards achieving that particular objective.
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