Spring has sprung, and it’s (almost) time to put away your winter coat. During any workplace season, it’s easy in HR to get caught up in managing the day-to-day, so we’ve put together a list of items you should consider adding to your master clean-up list.
1. Policy Check
Are all of your policies and employee handbook up-to-date and compliant with current federal and state laws? Review procedures and manuals, and update them where necessary. You’ll thank yourself for this at the end of the year.
2. Benefits Audit
Conduct an internal benefits audit. Match benefit elections with the benefit carrier and payroll deductions. No matter what time of the year, health insurance renewal season for employers always seems to come up quickly and be right around the corner, so prepare early.
3. Recruitment/Marketing Check-in
Talk to your marketing person or department to make sure company profiles are up-to-date with open positions and recruiting posts. Establish a process for keeping HR in the conversation when it comes to organizational branding.
4. Job Description Updates
Ask employees to review their job descriptions, and note anything that needs to be updated. Once again, you will thank yourself for this later.
5. Rewards & Recognition Check
Double-check your calendar for upcoming spring and summer birthdays, work anniversaries, and other celebratory events. Schedule any company picnics and keep yourself ahead.
6. Review Temporary & Seasonal Employees
Whether you have a contractor that’s been working on a special project since the beginning of the year or are in the beginning stages of hiring an influx of seasonal employees for the summer, it’s important to review the documents you currently have in place for those processes. Misclassifying temporary or seasonal employees can lead to liability.
If your organization hires interns, now is the time to begin your search for the cream of the intern crop. Discuss the needs of each department to see if an intern would be a good fit and start recruiting.
8. Vacation Schedules
With summer vacations approaching, time-off requests are going to start rolling in. Be prepared and review your time-off scheduling systems and processes to avoid having an entire department on vacation at the same time.
Review your I-9 forms. If any are expired, either renew or terminate the ones you no longer need. Inaccurate I-9 forms can lead to fines from $100 up to $1,000 each.
10. Actual Cleaning
It’s time to take that pile of documents and forms on your desk that you’ve been avoiding and play the game “File and Purge.” File and Purge is not a very popular game (and is a made-up one :), but is very necessary. Keep and file any documents that need to be retained and get rid of any unnecessary paperwork. And, while you’re at it, go ahead and wipe down that computer screen and keyboard.