How You Can Improve HR Compliance: An Essential Guide

Compliance is an essential part of HR, and it can be a difficult responsibility to shoulder. To make sure that your company stays on the right side of the law, we’ve put together this guide for you. We’ll take you through some strategies to help improve compliance in your workplace – from keeping up with current legislation to creating a culture of self-policing and transparency.

Communicating With Employees

Employee communication is a critical component of HR compliance. Employees should be kept up to date on any changes or new policies, and they should be able to ask questions if they have them. This can be done in a variety of ways, such as through email, memos, or meetings.

By ensuring that employees are well-informed, you can help minimise the risk of noncompliance. If an employee needs more information about personal leave or harassment prevention, for example, they will be more likely to comply with your policies if they are aware of them. Regular communication is key to a successful HR compliance program. Make sure you are regularly updating employees on any changes, and that they feel comfortable asking questions if they have them. This will help create a positive working environment and minimise the risk of noncompliance.

Setting Up Policies & Procedures

One of the most important steps in improving HR compliance is setting up effective policies and procedures. This will help ensure that everyone in your organisation understands their responsibilities when it comes to workplace law. Policies and procedures should be tailored to your specific business, so make sure you consult with an attorney before drafting them.

Some of the key topics that should be covered in your policies and procedures include hiring practices, anti-discrimination and anti-harassment policies, pay and benefits, and discipline and termination. Hiring practices should include a detailed job description, application process, and interview questions. Your anti-discrimination and anti-harassment policies should cover what is considered to be harassment or discrimination, how to report incidents and the consequences for violating these policies. Your pay and benefits policy should outline your company’s wage and hour laws, as well as any benefits that are offered. The discipline and termination policy should outline the steps that must be taken before an employee can be terminated, as well as the consequences for violating these policies.

Training Employees

One of the most important aspects of maintaining HR compliance is ensuring that your employees are properly trained. This means providing them with all the information they need to do their jobs effectively and legally. It also means making sure they understand your company’s policies and procedures, as well as the laws governing employment in your state or country. Training should be an ongoing process, not a one-time event. Employees should be given regular updates on new laws and policies, and refresher courses periodically to ensure that they are up to date on the latest information.

The best way to ensure that your employees are properly trained is to develop a comprehensive training program specifically for your company. This program should include everything your employees need to know, from the basics of employment law to specific policies and procedures. It should also be tailored to the needs of your company and its employees. There are a number of resources available to help you develop a training program for your business. The Department of Labour offers a variety of online courses that can be customised to meet your company’s specific needs. Many universities and vocational schools also offer classes on employment law that you might find helpful in developing a training program for your employees.

Handling Investigations

When an allegation of wrongdoing is made, it’s important to act swiftly and decisively in order to protect both the company and the accused employee. An effective investigation can help you get to the bottom of things quickly so that you can take appropriate action. When conducting an investigation, it’s important to remember that you are looking for facts, not opinions. Be sure to document everything so that there is a record of your investigation and what you’ve done.

After conducting an investigation, review all records to make sure they are complete and accurate. If there is any information missing or unclear, such as dates, times, names of individuals interviewed or quotes from those people that may be relevant to the case at hand it should be completed or updated. Make sure that all individuals involved have been made aware of the results, if they haven’t already seen them in a report. Once you have conducted an investigation and analysed evidence it is time to make some decisions about how things will proceed from there. At this point, disciplinary action can be taken, if warranted. It is also important to document these decisions, as well as the rationale behind them.

When it comes to HR compliance, staying ahead of the curve is essential. By following these tips, you’ll be well on your way to creating a workplace that is both compliant and productive. Thanks for reading.

Tips for HR to Maintain an Employee Handbook while Working Remotely

The cornerstone of communication for HR departments is their employee handbook. Outdated policies not only cause confusion among the employees but also puts the company at jeopardy for several lawsuits. Therefore, it is really important for businesses to review their employee handbook twice a year as a policy as well as revise it every time a new law concerning the employees is introduced. E.g. the recent pandemic has raised serious questions about several compliance policies in companies and to remain clear HR needs to add and subtract several things to this corporate policy document.

Here are 4 tips to keep your employee handbook up to date while we have all started working remotely:

1. Remote Working Policies

As the entire world was forced to shift to remote working, a lot of employees complained that remote working meant they had to be available 24/7 or that their families might be close by when they are taking important work calls. To deal with such things, HR has to upgrade their company privacy policies as well as the timings of employees as well. Having access to the internet all the time should translate into working anytime and every time, especially when it comes to remote working parents, or people who have sick relatives at home etc, they should be given the flexibility of when they want to work or whether they want to work task based or time based etc.

2. New Tools For Communication

Employees who are remote can communicate via calls or SMS all the time, SaaS tools for communication such as slack should be introduced throughout the organisation to make communication easier. Some organisations do use tools like skype but skype does not offer a full range of apps it can connect to such as slack. Introducing new policies to communicate at appropriate timings and on appropriate channels according to the company need to be added to the upgraded employee manuals.

Some policies on accessing company documents and other data through your personal laptops or work laptops should also be in place to avoid data leakage. These policies are to upgraded in the document as well as communicated to the entire company over email or a short meeting

3. New Applicable Laws

New laws regarding employee welfare, different businesses, taxes etc are being introduced all the time. One of the most tedious responsibilities of an HR person is to be on the lookout for these and then after documenting the laws into the handbook, explain them to the employees too. To avoid expensive litigation, federal and local law compliance is of vital importance.

We recommend keeping your employee handbook handy in a word or google doc file and keep updating the chances as they come to you. HR is recommended to convert these policy upgrade meetings into a fun presentation or a 15-20 minute training so that its can become fun for both the parties.

4. Pandemic Contingency Plan

The covid-19 pandemic brought the remote work wave with it. A Lot of people loved working remotely but many questions arose with this plan. Such as what would the company do if another pandemic is to show up ? Would the employees be let go ? How can you make business digital if you were to lose your physical location tomorrow? How will the aggrieved employees who were let go be compensated and several other questions.

We recommend HR needs to ask the employees to send their questions that were looming in their thoughts during the pandemic and devise policies to answer those questions for the future. An entire pandemic contingency plan section should be a part of all the employee handbooks from 2020 onwards.

Whether you are starting from scratch or just upgrading the previous handbook, the two important steps include taking feedback from employees and keeping your handbook up to date according to the employee issues as well as the law. Let us know what interesting policies your company came up with to help their employees.