Maintaining Employee Files

Employers typically keep many different personnel documents for their employees, but making sure they are organized is key for companies. In all cases, documentation on employees works as supportive data for any issue(s). Employee files can include many different types of files, some might include; hiring records, payroll records, benefit information, performance records, and retirement/termination information. 

HIRING RECORDS
Hiring records should include interview notes, resumes, application, drug test result, orientation checklists, and any other documentation related to the hiring process.

PAYROLL RECORDS 

There are so many different types of payroll documents out there, but according to the DOL companies should keep payroll records, collective bargaining agreements, and sales and purchase records for at least 3 years. Some other documents that should be kept in a file include, time cards, piece work tickets, wage rate tables, work and time schedules, and records of additions and deductions from wages. 

BENEFITS

Maintaining benefit documentation is important, some of this documentation may include family information, benefit plan packet, and any other benefit related information. 

PERFORMANCE RECORDS

Performance records are important to keep on file, they are important because employers might need that information to go back and look at. Some examples of performance records include performance reviews, disciplinary slips, and attendance slips. Any other documentation that deals with employee performance should go here. 

RETIREMENT/TERMINATION RECORDS 

Retirement and termination records are important to keep even though the employee isn’t with the company anymore. These records might be retirement plan documents, termination information, and exit interview paperwork. Any additional information that deals with an employees retirement or termination process would go here. 

Maintaining employee files is very important for companies, making sure information is organized can save a ton of time and money. If your organization needs help with maintaining employee files, AZ HR Hub can help you out – we’re your #HRPartner, so you can focus on business!

Employee Privacy

In any setting, privacy is important, but it is especially important when dealing with employees and their personal information. Every single employee comes with loads of personal information, it is so important for employers to respect employee privacy and keep information in a secure place. 

If an individual believes that there is a lack of privacy in their workplace, it will likely lead to a decline in productivity and overall performance. Employees want to feel safe at their workplace, and protecting their privacy is the first step to doing so. 

Workplace Information Security

Making sure that employee information is kept in a secure place is very important. Employee privacy is more than just keeping paperwork secure, it is about protecting employees at all costs, and keeping the personal information in a secure system. Personal information is more than just a social security number, it is also home address, marital status, and previous employment information. If an employee wants information to be kept secure, their employer should respect those wishes. 

Productivity

Employees will likely be more productive in their workplace if they feel completely comfortable there. Employees will work harder and feel more secure in their spot. It is so important to protect employees, employers who protect their employees often have great relationships with them. When employees and employers have good working relationships, all things work seem to go good. 

Protecting your employees is the key to running a successful and productive business. If your organization needs help with employee related issues, let us know – AZ HR Hub is your #HRPartner, so you can focus on business!

Employee Retention

7 out of 10 employers say that staff turnover has a negative financial impact on their company. Due to the cost of recruiting, hiring, and training employees, turnover costs can affect employers in more ways than one. 

Employee turnover and staff retention is a huge problem, and there are many ways for employers to try to minimize the problem. 

Here are six strategies to help employee retention:

  1. Hire The Right Person From The Start

Hiring the correct person for the job, from the beginning is very important. It is costly for companies to hire someone who doesn’t stay long. If an employee doesn’t seem like a good fit from the beginning, then they probably aren’t a good fit and they will end up costing your company a good amount of money. 

2. Salary and Benefits Must Be Competitive

Many applicants and candidates look for positions that have competitive salaries and benefits. All employers should consider having competitive wages and benefits, it will help attract top talent and if an employee is happy with their pay and benefits they will more than likely be happy in their position and stay with the company. 

3. Have A Workplace Full of Leaders

Few people have the characteristics of being a great leader, but shaping employees into leaders is key for a successful company. Having leaders that are available to employees is important, leaders in the workplace should be transparent and supportive. If your workplace has employees with these characteristics, then the company culture would be great for everyone. 

4. Create Employee Engagement Opportunities

Employees who are engaged in learning, are also engaged in work – these are the kind of employees that employers want. If employees feel supported by their employers, then they will be more comfortable and willing to learn in the workplace. 

5. Provide Positive Feedback

Providing your employees with positive feedback will motivate them to become better employees. Constructive feedback is also important, especially when deadlines need to be met. If employees receive positive feedback, and timely feedback they will feel confident and more comfortable in their role. 

6. Encourage Creativity and Independence

Almost all employees love being creative and independent in the workplace. When employers allow their employees to use creative thought in the workplace, they will feel like their opinion and ideas are valued and actually taken into consideration. Making sure employees feel like this at work is important, and will help keep them happy in their role. 

Employee turnover can be expensive and is something that all employers try to avoid. Some important ways to avoid employee turnover are listed above. If your company needs help with employee retention, let us know – AZ HR Hub is your #HRPartner, so you can focus on business! 

Managing Remote Employees

Over the past year, many workplace related things have changed. Due to changes in corporate policies, and technologies, remote work has been an option for many employees. The COVID-19 pandemic encouraged the move to remote workers, but it is a trend that will likely continue after the pandemic. 

Managing employees from a far can be stressful for employers. Check out these steps on how to manage remote employees effectively. 

  1. Set immediate and clear expectations

Making sure your remote employees know exactly what their expectations are is important when they are working in a remote setting. Employers should provide details about timing and responsiveness. 

2. Document your communication strategy

Documenting your communication with remote employees is vital so employees have something to reference. Since they aren’t in office with coworkers, it would be easiest for them to refer to documents. 

3. Engage as often as possible

Engaging directly with remote employees can help with workplace communication and overall effectiveness. Making time to reach out to remote employees helps the company culture and helps remote employees with their daily workload and understanding. 

4. Schedule regular meetings

Regardless of the setting of your workplace, it is essential to plan regular meetings to help build teammate bonds. 

5. Create an “open door” policy

Remote employees shouldn’t feel like they cant contact their coworkers because they aren’t in the same environment.

If your organization needs help with managing remote employees let us know. AZ HR Hub is your #HRPartner, so you can focus on business! 

Workplace Harassment

Over the past two years, the #MeTooMovement has changed the landscape of workplace harassment and other workplace issues. Even though the #MeTooMovement changed the landscape, workplace harassment is still is a very serious and common problem.

It is important for HR departments to be educated and aware of types of harassment and how to handle them. When equipped with the right information, HR and employee relations can be critical in identifying and eliminating all different types of workplace harassment before anything escalates. 

Here are the 5 most common types of workplace harassment:

  1. Sexual Harassment

Sexual harassment in the workplace is still common, even though the #MeTooMovement empowered victims to speak up. Unwelcome and offensive comments, unwanted physical attention, and requests for sexual favors are all considered sexual harassment in the workplace. 

2. Disability Harassment 

Disability harassment is when unfavorable treatment or harassment of employees with a physical or mental disability occurs. Disability harassment is very widespread in the workplace, so it is important for managers to be aware of the signs of this type of harassment. 

3. Racial Harassment

Racism is something that unfortunately occurs everywhere, but being able to identify it in the workplace is critical. Some common displays of racial harassment include displaying discriminatory symbols, mocking someone’s accent, making unwelcome comments about ones race, telling derogatory jokes, and using racial slurs. 

4. Sexual Orientation and Gender Identity Harassment

These two types of harassment are when individuals make derogatory, offensive or demeaning remarks based on a persons sexual orientation or gender identity, including transgender status. These two types of harassments are different and here’s why; sexual orientation harassment refers to whether a person is homosexual, heterosexual, or bisexual. Gender identity harassment refers to a persons self-identification as a man or a woman. 

5. Ageism

More than 1 in 3 employees feel that their age has prevented them from getting a job after they turned 40. Age discrimination is still common, even though it should not be. 

If your organization seems to come across workplace harassment issues, and you need help – let us know! AZ HR Hub is your #HRPartner, so you can focus on business!

Onboarding and Tracking

When an employee starts with a new company, their onboarding experience really sets the tone for how their employment will be. In many cases, employees start the onboarding process with little to no support from their future employers. It is important for employers to stay active in the onboarding process to remind the employee of how important they are, and how important their future is with their new employer is.

Following an employees onboarding process can be stressful, follow along for some tips on how to create a successful onboarding and tracking process:

  1. Use Available Software

Using one human resource software system can help an HR staff keep paperwork and all personnel file in one place. Systems like this can also track the onboarding process so its easy for future employers to see how far along their new hires are coming. 

2. Get Everyone Involved

A good onboarding experience will include more than just the HR department. New employees should be onboarding with their respective department, too. This will grow relations and help create a good company culture for after the hire date.

3. Reach Out to the Employee 

Reaching out to new employees during the onboarding process makes the employee feel welcome. If managers reach out to the new hire, they create a good relationship moving forward. 

Creating a solid onboarding and tracking experience for new employees is so important for an organization. AZ HR Hub can help your organization, not only in the onboarding and tracking department but in every HR-related department – we’re your #HRPartner, so you can focus on business! 

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