Your guide to HR

Your guide to HR

We've put together some helpful information if you have or are looking to take on employees.

Your guide to HR
<h3>Your guide to HR</h3> <p>Hiring and managing employees can be daunting. We've put together some helpful tips for business owners, broken down into five different stages.</p>
<h3>Hiring people</h3> <p>So you're ready to take on staff? Great! First things first – you'll need to familiarise yourself with New Zealand Employment Law. You can find some handy tips on the Ministry of Business, Innovation and Employment <a title="Ministry of Business, Innovation and Employment" href="https://www.employment.govt.nz/starting-employment/rights-and-responsibilities/minimum-rights-of-employees/" target="_blank">website</a>.&nbsp;</p> <p>There are a few things to consider when hiring a new staff member.&nbsp;<br> </p> <ul> <li>Be clear on the type of person you want to hire, the skills and experience they will require in order to perform in the role and how much you're willing to pay them.&nbsp;</li> <li>There are many tasks involved when hiring new employees, such as writing job descriptions, advertising the job, communication with potential candidates and interviews. Determine who is going to handle these tasks before you begin the recruitment process.&nbsp;</li> <li>Ensure any new employee you take on has an IRD number. Anyone can <a title="Apply for an IRD number online" href="https://www.ird.govt.nz/managing-my-tax/ird-numbers/ird-numbers-for-individuals" target="_blank">apply for an IRD number online</a>.&nbsp;</li> </ul>
<h3>Conducting interviews&nbsp;</h3> <p>Once you've shortlisted your applicants based on their skills, qualifications and experience, the next step is conducting the interviews. You need to apply consistent criteria for choosing who and how you interview – here are a <a title="Sample of interview questions" href="https://www.employment.govt.nz/starting-employment/hiring/interviews/" target="_blank">sample of interview questions</a> that could be helpful to determine which of your applicants will be the right fit.&nbsp;</p> <p>Some example questions could include:</p> <ul> <li>Why are you interested in this job?&nbsp;</li> <li>What is the greatest strength you would bring to this job?&nbsp;</li> <li>Tell me about a time when you had to solve a problem.</li> <li>Tell me about a time when someone criticised your work. How did you respond?&nbsp;&nbsp;</li> </ul> <p>Once the interviews are completed and you've decided on your candidate, don't forget to perform background checks, social media audits and reference checks before offering them the job.&nbsp;</p>
<h3>Onboarding new employees</h3> <p>Once you've hired your new employee, you'll need to onboard them so they have all of the information and tools required to perform in their new job. We recommend having a new employee checklist, which could include things such as:</p> <ul> <li>Business cards</li> <li>Uniform</li> <li>Desk, chair and workstation</li> <li>Email access</li> <li>Customer training courses&nbsp;</li> </ul> <p>You can find a new employee checklist on the Ministry of Business, Innovation and Employment <a title="Ministry of Business, Innovation and Employment" href="https://www.business.govt.nz/hiring-an-employee/" target="_blank">website</a>.&nbsp;</p>
<h3>Managing people day-to-day</h3> <p>Managing your people on a day-to-day basis is easy as long as you keep communication lines open and expectations clear.&nbsp;</p> <p>Some tips from our HR experts:<br> </p> <ul> <li>Make sure you have a regular catch up (i.e. fortnightly) for you and all of your employees. This gives you a chance to get an update on how they're progressing, changes to their development goals and an opportunity for you to raise any concerns early.&nbsp;</li> <li>Ensure your employees are clear on what is expected from them and their role. This should include the hours they are expected to work, the tasks they need to have completed and any training due dates. Make sure they're clear on metrics such as monthly or quarterly sales targets.</li> <li>Reward your employees when they go ‘above and beyond'. Rewards don't need to be financial; you could offer an early finish, later start or send an email to the team highlighting their exemplary behaviour.</li> <li>Provide employees with ongoing training so they are continually upskilled and fully capable to perform in their job. This could include training on customer service, public speaking or improving their digital skills.&nbsp;</li> </ul> <p>Help your employees put a development plan in place. We've put together this <a title="Development Coaching Plan and Activity Log" href="/content/dam/asb/documents/business-hub/development-coaching-plan-and-activity-log.pdf" target="_blank">template</a> for you to use with your staff members.&nbsp;</p>
<h3>Performance management</h3> <p>If you find yourself in a situation where one of your employees isn't meeting your performance requirements, you'll need to begin performance management to prevent the situation from getting out of hand.&nbsp;</p> <p>Make sure that your employee is clear on performance expectations and any specific objectives, such as quarterly sales targets. Have regular catch ups with them as well as an annual review. If there are any performance concerns, you can address them during one of your regular catch ups to give them a chance to improve.&nbsp;<br> </p> <p>If there is an ongoing behaviour or performance concern, you should begin formal performance management. Here are some of the things to consider should you need to go down this path:</p> <ul> <li>Consult a HR expert where possible.</li> <li>Schedule a meeting with the employee and set out the issues or concerns you have.&nbsp;</li> <li>Try using a template that records the area of concern, what your expectation is, the support and training you are willing to offer and provide a timeframe for reassessment.</li> </ul> <p>Use of warnings and dismissal should only be considered after all other management actions have been exhausted. Your employment agreement may specify the number of warnings required before dismissal, but if not, it's best to give at least one written warning and a final written warning before termination.&nbsp;</p> <p>Some other things to consider:&nbsp;</p> <ul> <li>Don't forget that you'll need to be able to pay employees for different types of leave, such as annual, bereavement and sick leave.</li> <li>Make sure you have a clear health &amp; safety plan in your work environment that is regularly updated and communicated to employees.&nbsp;</li> </ul>