A Human Resources Management System (HRMS) drives business growth, ensures compliance, and improves efficiency.

Use these checklists to set up effective Human Resources operations. It’s geared toward companies with 200-400 employees.

Human Resources encompasses hundreds of processes. This checklist is organized as follows:

  1. Hiring and Applicant Tracking
  2. Onboarding and HR Management
  3. Time and Attendance
  4. Employee Scheduling

How Do I Manage Applicant Tracking and Hiring for Business Growth?

Carefully sourcing quality employees is critical for business growth. Your team executes your business strategy. They drive innovation.

Success breeds success. High-performing talent creates a culture that attracts similar talent.

Timely hiring prevents workforce burnout that can occur when existing employees have to take on the duties associated with an unfilled position. It also prevents lapses in production.

A well-executed hiring plan maximizes recruiting resources which directly impacts the bottom line.

It’s never been more important to optimize hiring and applicant tracking.

Low unemployment, a widespread skills gap, and a robust economy have created a talent shortage. Employers find themselves in a hiring Catch-22. You can’t grow without good employees. Yet continued economic growth intensifies the talent shortage.

How can you assemble a first-rate team to capitalize on the favorable business climate?

Combine best practices with capable HRMS applicant tracking tools.

Applicant Tracking and Hiring Checklist

Preparation

    Design and document applicant tracking workflows
    Internal recruiting process
    External recruiting process
    Assign tasks among hiring team members
    Write an annual (or multi-year) hiring plan based on current and projected staffing needs

Hiring Workflow For Each Position

    Create job description
    Write screening questionnaire with knockout questions
    Post job internally
    Post job to job boards
    HRMS will collect applications and create a database
    Sort applicants by score
    Isolate pool of top candidates
    Perform phone screens
    Identify candidates to advance to in-person or video interviews
    Conduct interviews
    Share feedback with hiring team
    Select candidate
    Perform background/reference checks
    Extend job offer
    Transition new hire to onboarding

How Do I Manage Hiring Compliance?

Hiring compliance is part of your overall business policies and procedures. Your compliance policies should be documented in your employee handbook.

Hiring Compliance

    Learn EEOC/FLSA/OSHA and all state/local regulations
    Write company policies per applicable laws

Address the Following in Your Employee Handbook

    Compensation/benefits
    Terms of employment
    Payroll deductions
    Discipline
    Paid Time Off (PTO)
    Business travel
    Overtime
    Nondiscrimination
    Conflict of interest
    Intellectual property
    Retaliation
    Telecommuting
    Code of conduct
    Time and Attendance
    Ethics
    Dress code
    Safety
    Mobile devices
    Social Media
    Cannabis

Interview Compliance

    Write structured interview scripts
    Follow EEOC guidelines for legal interview questions

Offer Letter Compliance

Include the following:

    Position/title
    Name/position of supervisor
    Reporting structure
    Work schedule
    Full-time or part-time
    Shift, if applicable
    Employee type
    Overtime exempt/nonexempt
    Job duties
    Base salary/wage
    Equity, if applicable
    Bonuses/commissions
    Wage disclaimers, if applicable
    Benefits and eligibility
    At-will employment

How Do I Manage Hiring and Applicant Tracking for Maximum Efficiency?

Use your HRMS to process applicants in a timely, systematic, and organized fashion. This becomes more important as your hiring needs increase. Managing multiple job openings simultaneously is complex. Use HRMS applicant tracking automation tools.

Hiring Efficiency Checklist

    Create branded templates for job descriptions, questionnaires, emails
    Use standardized scoring
    Connect stage changes to automatic process actions (texts/emails, invitation to interview scheduling calendar, background/reference checks)
    Use knockout questions to eliminate unqualified candidates and isolate pool of most promising applicants
    Schedule interviews with a self-service interface

Engage With Your Talent Pipeline

An HRMS creates a central database of current and former applicants. This database becomes your talent pipeline. The CRM-like tools help you engage with the quality applicants that weren’t hired the first time around. Your pipeline becomes your first source when you need to fill a new position.

Onboarding and HR Management

When a new hire begins onboarding, what impression does your process create? Technology is intertwined with company culture. An HRMS new hire portal demonstrates a commitment to competence and innovation.

Electronic document management is key to onboarding and ongoing HR management. E-signature and completion confirmation simplify the process for the new hire and HR team.

With a great onboarding system, new hires learn to do their jobs faster. They are more likely to become happy, engaged, and competent. Engaged employees reinforce a culture of achievement that keeps your business growing.

Good onboarding improves retention. Millennials, especially, are notorious for quitting during the first year. A healthy job market has minimized the risk. Talented employees can job hop until they find something they love.

Follow the onboarding checklist to incorporate best practices.

Onboarding Checklist

    New hire paperwork
    Healthcare enrollment
    Life insurance
    Health savings account
    Retirement plans
    Disability insurance
    FLSA
    Employee handbook
    Connect to payroll

Day One Preparation

    Send email to new hire prior to first day
    Map to office
    Parking instructions
    Building security
    Name of person who will meet them
    Notify new hire’s team so they will be ready to welcome them on their first day

Prepare New Hire’s Workspace

    Phone extension
    Email address
    Computer
    Network connection
    Software and apps passwords
    Furniture
    Paper, pens, and other office supplies

First Day

    Greet new hire at the door
    Team introductions
    Email/collaboration tool instruction
    Building tour

      Lunchroom
      Bathroom
      Time clock
      Supply room
      Door entry
      Safety
      Fire alarms
      Fire extinguishers
      Workplace hazards
      Emergency exits

    Assign a short-term project to focus energy and build confidence
    Invite the new hire to company social events

HR Management Checklist

The HRMS employee portal is the interface for employee HR transactions.

HRMS Employee Portal

    Message board
    Company directory
    Suggestion box
    Accolades
    Payroll

HRMS Time and Attendance

Employee timekeeping is a critical part of overall HR management. Efficient, transparent timekeeping sets expectations and creates accountability. It also allows you to maximize your labor budget.

Time and Attendance Checklist

    Enter employee in timekeeping system
    Employee signs agreement to abide by time and attendance policies in new hire paperwork
    Teach employee how to use the timekeeping system

      Clock in/out (onsite and mobile)
      View PTO balance
      Manage time cards
      Time off requests
      Shift trading

Employee Scheduling

Effective employee scheduling improves employee engagement, productivity, and performance. It ensures a high level of customer service. Good scheduling practices improves your company reputation with your employees, partners, and customers.

HRMS scheduling tools help you ace employee scheduling. Employee scheduling involves many repetitive tasks. HRMS schedule templates save time. Drag and drop employees into shifts. Copy templates forward and adjust as necessary. Customizable scheduling rules prevent coverage gaps or overstaffing.

Employee profiles guide your scheduling. The system alerts you to scheduling conflicts. It will ensure that you have employees with the necessary qualifications for each shift.

View multiple schedules at once. Compare schedules by location, team, or project.

An HRMS allows one scheduling manager to manage schedules for many locations, teams, or projects.

Employee Scheduling Checklist

    Enter each employee in HRMS

    Job title
    Part-time or full-time status
    Address/phone number
    Qualifications/certifications
    Job roles they can perform
    Shift availability
    Schedule preferences

    Create schedule rules

      Maximum and minimum shift lengths
      Number of employees per shift
      Multiple locations
      Fair Labor Standards Act (FLSA) requirements
      Predictive scheduling law settings
      Payroll Based Journal (for long-term healthcare facilities)

    Set up HRMS scheduling alerts for double booking, scheduled time off, overtime thresholds
    Post schedules at least a month in advance
    Cross-train for schedule flexibility
    Use self-service shift trading
    Track scheduling data for continual optimization

Your HRMS is The Engine of Business Growth

Combine an HRMS with the right people, the right mindset, and smartly-designed processes. It will drive growth, simplify compliance, and ensure efficient business operations. Hit the ground running in 2020.