The organization of the Personnel Department is one of the most important aspects for the growth of a company. If before the demands of the sector relied only on operational tasks, today the DP assumes an increasingly strategic role, helping leaders in decision-making for the business.
Therefore, it is essential that the area has well-defined routines and structures. Furthermore, it is necessary to use technology to automate some processes, reducing the time spent on mechanical activities. In this way, the DP is able to fulfill its role in people management and prevent problems such as errors in payments and labor lawsuits.
In this post, we'll list 5 steps to help you better organize the company's Personnel Department. Read on and check it out!
Steps for Organizing the Personnel Department
1. Set goals
Setting goals is critical to the success of any industry — and the Personnel Department is no different. After all, guidelines are used to measure the quality of work: the closer the team manages to get to the objectives, the better the results will be obtained.
Therefore, no task should be performed by chance. Everyone needs to have a clear reason for being in the scope of work. The more specific a goal is, the easier it is to assess.
Therefore, try to use percentages, proportions or absolute numbers when measuring goals. In relation to contract management, for example, a good goal would be to create documents that reduce the company's exposure to labor claims by 10%.
In termination processes, another typical DP task, it is also possible to create very useful goals for the organization. How about a database of reasons for termination with objective percentages? Or promote a reduction in turnover (employee turnover) in absolute numbers? The possibilities are endless.
It is worth remembering that, although the concepts are different, the bureaucratic tasks of the Personnel Department are mixed with the people management activities of the Human Resources area in many companies. In this case, the sector's objectives should also involve optimizing training, reducing costs in selection processes and other additional tasks.
2. Communicate well with other departments
By dealing with fundamental information for employees, the Personnel Department is always in contact with other sectors of the company. Therefore, it is important to create a method of communication that facilitates receiving requests, meeting demands and organizing data about employees.
Dialogue between departments usually involves sensitive or urgent information. Therefore, care must be doubled.
When sending a physical document, for example, create a signature system for those responsible for receiving it. Thus, it is possible to monitor where the file is, avoiding losses and ensuring that the paperwork reaches the recipient in the necessary time.
For requests for vacations, days off, advances and other routine DP tasks, try to rely on the advantages that technology offers. Online systems are excellent tools to assist in the execution and control of these activities, creating dynamic processes for forwarding, approving and meeting demands.
3. Automate processes
Digital tools are not only useful in communicating with other sectors: they offer more precision and agility to all processes in the Personnel Department. Software such as HR Consultant UK's, for example, gathers all employee data on a single platform, facilitating the organization and search for this information.
With these systems, it is possible to automate operational tasks, such as payroll control, vacation calculation and benefits management, among others. In this way, the DP professional spends less time on mechanical activities and is able to set aside a few hours of the day to think about strategic solutions for the business.
In addition, having computerized data control eliminates the need to handle huge piles of paper. As a result, you can save time and money that would otherwise be spent printing and archiving documents.
Another benefit is the smarter use of the company's physical space. That's because virtual data doesn't need large structures for storage.
4. Adopt the electronic point
One of the most important aspects in the organization of the Personnel Department is the control of employees' hours. Checking physical timecards is one of the most time-consuming tasks for professionals in the industry.
This method also faces other practical problems, such as employees forgetting to sign the document or marking incorrectly. All of this reduces the accuracy of the data.
But such issues can be resolved with the implementation of the electronic point. This type of technology automates the checking of employee entrances, exits and absences, preventing the DP from wasting time with long conferences.
Thus, it facilitates the calculation of the payroll and prevents employees from failing to perform the procedure. This is because the computerized system is more difficult to be circumvented.
5. Distribute DP functions well
Gone are the days when the Personnel Department was composed only of generalist professionals. In the current scenario, the sector needs to have employees who have specific training and skills.
This allows for greater organization of activities, which increases the quality of deliveries and the accuracy of results. Currently, DP functions are increasingly integrated with people management activities typically aimed at HR.
Therefore, in addition to professionals specialized in documentation and operational controls, the sector needs to have entire teams dedicated to specific strategic activities. Among them, we can mention:
- recruitment and selection;
- training and career plans;
- benefits management;
- security and health;
This division of tasks facilitates the evaluation of the results of the professionals in the Personnel Department, since they end up having very different goals from each other. It is noteworthy that, despite the activities being distributed, the members of the sector must work together and always be prepared to help with the demands of their colleagues.
These were our tips for organizing the Personnel Department! Now that you know how to optimize industry routines, it's time to put what you've learned into practice.
Review this post as often as necessary and make a checklist with everything you need to do to achieve your goals. We are sure the results will show up quickly on your team!
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