The one way to make sure your HR policies, procedures, practices and contracts are legal and up to scratch for 2017
I know I'm always on about how important it is to have policies and procedures in place. They form the backbone of your company's rules and regulations. But if they aren't legal, they aren't worth the paper you print them on!
You must review your policies regularly to ensure they're current and useful. 'How?' you may ask... with an HR Audit!
Use the 12 steps below to do an audit of your HR documents....
The 12 step process to do a complete HR policy or procedure audit
Have you ever had to refer back to something in one of your policies? Only to find out you didn't actually change your policy – or worse, only changed a clause for some employees.
For example, let's say your employment contracts say an employee must give you 30 days' notice when he resigns. But you actually issued an addendum at one point to say employees have to give you a calendar-months' notice.
Now Peter has resigned with 30 days' notice. But you need to prove to him he has to give you a month's notice. Now you've realise Peter has the old employment contract and never signed the addendum, so you can't make him change his notice period.
You could've avoided this if you'd done an audit… And what better time than December to go through your HR policies, procedures, documents and templates to make sure they're up-to-date and relevant for 2017?
But where do you start? What do you do? And how?
While an audit probably sounds like a lot of work, we've broken it down into 12 simple steps for you to follow. (Keep reading to the end because I'll tell you how you can get your hands on a comprehensive checklist)
Let's take a closer look at what you need to do…
12 Steps to a complete HR audit
Don't leave it until the DoL comes knocking, make sure your employee personnel files are up-to-date and comply with the BCEA
From personal details of the employee, to CVs, application forms, promises to pay back company money, disciplinary records, right down to resignations and termination letters – you must keep this information on file!
But you don't need to do this from scratch... We've done the work for you…
Step 1: Identify if you need to change a policy. (You'll find a comprehensive checklist on how to do this in the Labour Law for Managers Practical Handbook)
Step 2: Identify a policy champion. This person will support the process at higher levels in your company.
Step 3: Prepare a summary of the necessary changes and updates.
Step 4: Consult stakeholders on the changes you propose. Include managers and members of your Employment Equity committee.
Step 5: Put together a draft of the policy you're going to update.
Step 6: Do a comprehensive summary of all changes and updates to the policy.
Step 7: With the assistance of the policy champion, get approval of the new policy.
Step 8: Distribute the policy to all staff, highlighting the changes.
An internal audit will help you examine all your HR policies, procedures and practices in your company.
Use this one tool to make sure you're in line with employment laws...
Step 9: Replace all existing electronic and paper copies of the policy with the up-to-date version.
Step 10: Update all procedures that may refer to that policy. For example, your induction policy.
Step 11: Distribute to all staff.
Step 12: Replace all official copies of the policy with the updated one (both paper copies and electronic copies)
To simplify things for you, the Labour Law for Managers has a checklist you can use when reviewing your policies and procedures.
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