In our recent poll on LinkedIn, we found that 42% of you (our most popular answer) are going it alone in the HR role, as a standalone HR function!
And from what we know, not just from working with our clients, but also through the experience of our own consultants, going it solo can be very challenging!
Our own team is made up of experienced HR professionals who have set up their own HR departments, worked with leadership, built foundations for success in HR functions for companies of all sizes, and now are devoted to helping people like you, do the same thing.
As a standalone HR professional, you play a crucial role in aligning HR activities with your organisation’s strategic goals, sourcing and resourcing, dealing with day-to-day HR operations, dealing with management and employee queries, supporting the CEO, management team and the employee body, handling the employee lifecycle, handling HR administration, fostering a positive workplace culture, and ensuring compliance with employment law. The list goes on!
In this guide, Megan & the team explore essential questions to consider when setting up your HR function or managing one on your own, providing insights and best practices tailored for you, the standalone HR professionals, from us, those who have done it and want to help you do the same.
Have You Developed Your Overall HR Plan?
Firstly, creating an annual and comprehensive HR plan or strategy is a critical first step. This plan should serve as a roadmap, aligning HR activities with your organisation’s strategic goals.
- Have you assessed your current HR capabilities?
Regularly evaluate your existing HR processes to identify strengths and areas for improvement. Look for gaps that your HR plan can address and consider how your current capabilities align with strategic business goals. Involve stakeholders to ensure the HR plan supports wider organisational objectives. Then, consider what you need to deliver that plan. Do you need administrative support? Can you access professional or temporary support for specific projects? Can you use technology to achieve these goals? - What are your SMART HR goals?
Set specific, measurable, achievable, relevant, and time-bound goals tailored to the needs of your organisation. Consider areas like talent acquisition, employee engagement, and compliance, and ensure these align with the strategic objectives of your business. Prioritise initiatives that will have the greatest impact. Remember, time and resources are limited, so choose initiatives that showcase your talents and highlight the HR function in a positive light. - Do you have actionable strategies in place?
Develop detailed strategies that outline the steps, resources, and timelines required to achieve each goal. This ensures your HR plan is practical and achievable. Engage with department heads to align HR strategies with departmental needs and expectations.
Have You Set Recruiting And Onboarding Procedures?
Strategic recruiting and effective onboarding are vital for attracting and retaining the right talent. In a tight talent market, many HR professionals struggle to recruit and retain talent, sometimes in part to a lack of strategy or tools to help them do so.
- Is your recruitment process clearly defined?
Establish a structured recruitment process that includes job postings, shortlisting, interviews, and assessments. Use applicant tracking systems to automate and streamline tasks and improve communication with candidates, ensuring you attract top talent. Consider outsourcing initial candidate sourcing or background checks to recruitment agencies or third-party providers, allowing you to focus on more strategic aspects of hiring. Tailor your recruitment strategies to the specific needs of your organisation, focusing on the skills and attributes that will drive success. This is especially crucial when handling high-volume recruitment or scaling up, as it ensures you attract the right candidates efficiently without overwhelming your time and resources. - What does your onboarding program look like?
Develop a comprehensive onboarding programme that helps new hires integrate quickly and effectively, addressing company culture, job expectations, and initial training needs. Customise the onboarding process for each role, department, and demographic to maximise integration and engagement. If you’re working with a shoestring budget, creativity is crucial. Examine the practices of larger corporates and similar organisations, and adapt the most effective strategies to fit your own needs. Remember, small touches and creative elements can give you a cutting edge and make your onboarding experience stand out, while also considering the diverse wants and needs of different generations in the workplace.
Are You Up-To-Date And Compliant With Employment Law?
Compliance with employment laws and regulations is essential to maintaining a fair and equitable workplace.
Regularly review and update policies to reflect changes in laws and regulations. Ensure awareness of both national and local laws affecting your industry and organisation.
In the ever-evolving landscape of employment laws and regulations in Ireland, HR professionals need to stay ahead of the curve to ensure their organisations remain compliant and their employees are well-informed. Updating employment contracts, handbooks, and policies is not just a routine task; it’s a crucial aspect of maintaining a healthy and legally sound workplace.
“Do not be afraid to seek external support on tricky HR and employment law matters. Ten minutes on the phone to an employment law expert could save you hours on the other side if things go wrong. Whether it’s contracts and handbooks or a workplace investigation, or anything in between, gain some clarity and confidence by speaking to those in the know before you jump in!” Joe Thompson, HR Consultant, Insight HR.
Consider subscribing to HR newsletters, attending events, listening to podcasts, and participating in professional networks to stay informed HR professionals in standalone roles often neglect their own learning and development, citing a heavy workload. However, this can be a mistake. Engaging with peers, learning from experts, and continually challenging yourself are crucial for delivering maximum value to the organisation.
Keeping up-to-date with key developments in employment law, industrial relations, and employee relations is essential to avoid being caught off guard by important changes. This ongoing development ensures that both you and your organisation stay informed, innovative, and effective.
What Policies and Procedures Will You Implement?
Clear policies help create a positive workplace culture and prevent conflicts.
- Do you have clear policies on conduct and discipline?
Establish policies that define acceptable workplace behaviour and outline disciplinary procedures for violations, ensuring consistency and fairness in handling employee issues. Regularly communicate these policies to employees and provide training to ensure understanding, particularly on sensitive challenges such as dignity at work. - Is there a conflict resolution process?
Implement processes for resolving conflicts between employees, such as mediation and formal complaint procedures, and encourage open communication to address issues early. Provide training for managers and staff on conflict resolution techniques.
“Running a workplace investigation, for example, is complicated and can be intimidating. We completely understand this. From the moment we engage with you, we completely immerse ourselves in the facts of the complaint. This means we thoroughly review all evidence, decide who needs to be interviewed, arrange and conduct the interviews and produce a weighty investigation report which may be used as proof of following due process. Trusted, impartial and quality support, guaranteed.” Rebecca Bowman, Head of Workplace Investigations, Insight HR.
How Will You Approach Training and Performance Management?
Supporting employee development is crucial for organisational growth and effectiveness.
- Have you identified training needs in the organisation?
Conduct a training needs analysis to identify skill gaps and align training programs with business goals, gathering input from employees and managers. Develop a training calendar and leverage online learning platforms to provide diverse training opportunities. - What does your performance management system look like?
Design systems that provide regular feedback, set clear performance expectations, and include goal setting, performance reviews, and development planning. Consider implementing 360-degree feedback and using performance management software to track progress. Here at Insight HR, we have a fantastic partnership with 15 Five, who offer a robust performance management and feedback platform. It helps organisations set objectives, track progress, and facilitate regular feedback, fostering a high-performance culture. Get in touch to find out more!
How Will You Organise Employee Records?
Efficient management of employee records is crucial for compliance and operational efficiency.
- Do you have a digital HR system in place?
Implement a digital system to centralise and manage employee records electronically, improving data accuracy, security, and accessibility. Consider cloud-based solutions to enhance flexibility and scalability. - How will you ensure confidentiality and security?
Store records securely, limit access to authorised personnel, and implement policies to protect sensitive information in compliance with data protection regulations. Conduct regular audits and provide training on data privacy best practices. Managing GDPR compliance is vital, as HR retains substantial amounts of sensitive data, making it a high-risk area for the organisation. Efficient management of employee records is crucial for both compliance and operational efficiency. If you need support reviewing and assessing the data you hold and its necessity, consider hiring a temporary resource or outsourcing this task to ensure compliance. A single Data Subject Access Request (DSAR) can be time-consuming and complex, so it’s important to think carefully about how you store information, what data you retain unnecessarily, and how you handle DSARs without compromising your valuable time. HR Locker is an HR software solution designed to simplify and streamline HR management processes. It offers features such as employee data management, leave request handling, and performance evaluations, providing a user-friendly platform for efficient HR operations. Want to find out more? Get in touch!
Why Consider Outsourcing Certain HR Functions?
Even as a standalone HR professional, there are times when outsourcing can be highly beneficial.
- Are you struggling to manage all HR functions effectively?
Consider outsourcing specific tasks such as employment law compliance, GDPR, payroll, and benefits administration to focus on strategic HR initiatives. This can free up time and resources, allowing you to concentrate on areas that directly impact organisational growth. - Could your organisation benefit from specialised expertise?
Remember, you don’t need to know everything. Partnering with HR and other experts for tasks like workplace investigations, management training, dispute resolution, redundancy processes, TUPE and compliance audits ensures thorough and unbiased results. This approach reduces risk, adheres to best practices, and enhances your reputation with the CEO and management by demonstrating efficient and professional handling of processes. It also allows you to concentrate on areas where you excel and provide the most value. Manage your time and budget wisely, choose support that fits your needs, avoid restrictive contracts, leverage technology, and continually seek opportunities for growth. Demonstrating your impact on the organisation makes it easier to secure budget for initiatives, so be strategic when you choose specialised expertise.
“With Insight HR, your investment will never just be about fixing a problem or developing a strategy. Instead, our partnership approach arms teams with the knowledge they need to make better decisions. We leave HR teams better informed and more confident in their abilities to resolve future HR issues.” Mary Cullen, Managing Director at Insight HR
Why Partner with Insight HR?
At Insight HR, we understand the challenges that standalone HR professionals face and are dedicated to providing customised, consistent, and customer-focused support. Our partnership approach ensures that your investment goes beyond fixing problems; we equip your teams with the knowledge and confidence they need to make better decisions and resolve future HR issues.
Whether you need employment law advice, phone and email support, compliance assistance, help on a workplace investigation or tricky issue or management training, Insight HR is here to help. Our commitment to quality, transparency, and client satisfaction sets us apart from other providers.
With Insight HR, you’ll receive dedicated support from our experienced consultants, empowering your HR team to succeed.
Contact us today for a no-fee, no-commitment chat to learn more about how Insight HR can help your organization achieve its HR goals.
P.S Are you a standalone HR professional running a HR department? Are you a company owner who wants to set up an effective HR function? Or do you simply want to understand the key fundamentals for a high-impact HR department?
If you answered yes to any of the above, then join the Insight HR team and our special guests on Wednesday 28th of August at 11:15am, when we will be discussing the foundations of the HR function, with those who know best!
Book your place today, before you miss out!
