It really is best practice and sends a professional message. If that isn’t enough to convince you, if you were taken to Tribunal for another reason and it was found that no contract had been issued, this could add a further 4-week salary equivalent financial penalty onto any compensation awards!
These documents themselves also have key headlines that must be stipulated to satisfy your legal requirements.
In any event it really is best practice, and the documents should be regularly updated and maintained.
Below is the list of Important HR documents that every business should have. This is not exhaustive!
1. Job Descriptions
A Job Description gives both the business and the employee a clear idea of the requirements of their position. The JD plots every one of the obligations and duties that are related to a specific job role. It likewise gives a sign of the sorts of abilities that are required to efficiently carry out that specific work. This is best kept outside of a contract, so it can be amended from time to time with the organic growth of the role and the business,
2. Employment Contract
This can be kept nice and concise, with the key information. If your contracts are huge and cumbersome, it might be time to take a look at how we can streamline them for you.
3. Recruitment and onboarding Documents
The selection procedure has many steps, for example, screening, interviewing, meeting, selection, induction, referencing and onboarding.
All these processes need to be recorded in official documents to keep a track of how and where the process is heading. This will also help mitigate any issues or queries from unsuccessful candidates.
You also need to be asking for the correct documentation to satisfy immigration checks.
4. Performance Appraisal Documents
An Appraisal Document really helps the performance management process.
A strong performance management system is based on the simple concept of SMART goals (Specific. Measurable. Attainable. Relevant. Time-based)
Also, the feedback exercise can help an organisation in the basic future decision-making process. It can help with employee development, succession planning, and performance management.
There is no one size fits all approach. WWHR can help create a tailored document list suitable for your needs.
5. Employee Handbook
This is where you should find all your policies and procedures and expectations. It is important that this document is transparent and clear. It is also important that employees know the document exists, have read it and know where to find it.
6. Employee Management & Record keeping
You should have a system for recording all holiday, sickness and other absence. We are an approved bronze partner with Breath, an easy to use cloud based software. Having a system like this will make your lives so much easier! We can even take care of the set up and admin. Say goodbye to those archaic spreadsheets!
7. Exit Process An employee may leave a company for various reasons, but it is good practice to understand the reasoning, and any possible preventors. Especially in our current climate. We would strongly recommend an exit interview be incorporated into the process, alongside the usual acceptance of resignation letter which should clearly confirm final pay accrual and any claw back.
If you have any questions on any of the above, please get in touch with the office: sally.phillips@wardwilliams.co.uk or call 01932 830664.