Human resource departments have the deal with a lot of bureaucracy on a day to day basis - that’s common knowledge in the world of business. There are countless documents they need to manage for each of a company’s employees, and that can quickly turn into a big headache. However, in a world where the digital reigns, paperwork per se has become a thing of the past, and new solutions are available for all HR teams.
In today’s article, we’ll focus on our Digital Forms & eSignature feature, and how it can make your life in the office a lot easier. But first, let’s go through some of the most important HR documents and what they represent.
❏ Job Description
The first step to any hiring process is to develop a document describing the responsibilities of the position, and that document is called a job description.
It’s crucial that the HR professional who takes on this task is as detailed as possible, including everything from the job title to duties, qualifications (professional and educational), skills, and more.
❏ Job Offer Letter
A job offer letter is a formal document that describes the terms of employment, including information such as the start date, position title, responsibilities, timeline of employment, and more.
It informs the potential new employee of everything their position would entail and, although it isn’t legally binding, it is an essential component of the hiring process.
❏ Employee Contract
Similarly to the job offer letter, this contract details the new employee’s role and terms of employment.
However, the employee contract differs from the previous document because it is actually a binding agreement and typically mentions a specific time of period during which it is valid.
❏ Employee Handbook
All team members should be familiar with your company’s standards, norms, and expectations, which is why the employee handbook is so important.
This document, which is typically handed and signed on a new employee’s first day, details everything they need to know about the company as a whole, and it informs them about what they can expect from the employer/employee relationship.
❏ Grievance & Appeal Policy
The grievance and appeal policy describes all the important information about workplace grievances, including how employees can raise them and how they will be handled by the employer.
This document is crucial to ensure a fair and safe work environment for all employees.
❏ Code of Conduct Policy
A company code of conduct is a policy that lists all the rules that the employees must follow while working for that employer.
This document exists to enforce the company’s values and principles, it helps make sure that everyone in the team is on the same page about what’s acceptable and what isn’t, and it reduces the risk of conflict between co-workers.
❏ Confidentiality Agreement
Every business has sensitive information that they don’t want to be shared with unauthorised third parties, and the confidentiality agreement forbids your employees from doing just that.
Make sure you are comprehensive about what is not acceptable so that your levels of security are as high as possible.
Remember, as well, to mention that the employee cannot retain any proprietary company information even after their contract is ended.
❏ Arbitration Agreement
You never know how the journey of a new employee is going to develop within your company, which is why the arbitration agreement is another essential HR document.
Through this agreement, the person concurs to address any serious conflicts directly with the employer, instead of proceeding with a court case.
❏ Performance Appraisal Documents
In order to ensure that each employer/employee relationship is beneficial for both parties, it’s always a good idea to conduct annual performance appraisals.
The appraisal documents are a way of officialising this process, creating a standardised format that defines SMART goals and the expected performance.
❏ Employee Termination Letter
Not all hires will be a good fit for a company, which is why creating termination letters is so important.
This document officially lets an employee know that they have been fired, and it describes not only what the next steps in the termination process will be, but also the compensation that they will receive.
No More Paperwork, With Qualee
The forms, agreements, and handbooks we just listed are only a few of the documents that HR professionals have to deal with on a daily basis. So, as a business owner or HR leader, there’s one question you have to think about: how can you make all of these compliance requirements and paperwork easier to manage?
Here at Qualee, we have developed the solution you need for this challenge: our Digital Forms and eSignatures feature in partnership with PandaDoc. Providing you with unlimited Forms and eSignatures, this tool allows employees to complete all the necessary forms no matter where they are, simply through their smartphone.
Plus, with encrypted fingertip signing, it guarantees compliance and security.
As an HR professional, it’s your responsibility to manage your team members, making sure all compliance requirements are met and everyone’s on the same page about their role, responsibilities, and rights - which is why being on top of your paperwork is pivotal. Using Qualee will help you manage all your documents smoothly, keeping everything organised and readily accessible.
With the right tool by your side, HR paperwork doesn’t have to be a nightmare anymore. Try our FREE Starter Plan today and you’ll never go back!