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:
- Hiring and Applicant Tracking
- Onboarding and HR Management
- Time and Attendance
- 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
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
Share feedback with hiring team
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.
Learn EEOC/FLSA/OSHA and all state/local regulations
Write company policies per applicable laws
Address the Following in Your Employee Handbook
Terms of employment
Paid Time Off (PTO)
Conflict of interest
Code of conduct
Time and Attendance
Write structured interview scripts
Follow EEOC guidelines for legal interview questions
Offer Letter Compliance
Include the following:
Name/position of supervisor
Full-time or part-time
Shift, if applicable
Equity, if applicable
Wage disclaimers, if applicable
Benefits and eligibility
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.
New hire paperwork
Health savings account
Connect to payroll
Day One Preparation
Send email to new hire prior to first day
Map to office
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
Software and apps passwords
Paper, pens, and other office supplies
Greet new hire at the door
Email/collaboration tool instruction
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
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
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
Part-time or full-time status
Job roles they can perform
Create schedule rules
Maximum and minimum shift lengths
Number of employees per shift
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.