7 October 201314.45 – 15.30

HR For Start Ups: Where To StartAnd Best Practice

LEARNING OUTCOMES• How to approach HR• Best practices to consider• Solutions based approach Strategic vs.

Operational Issues• Basics to Systems, Policies, Procedures and

practices• Documentation and Recording• Outsourcing HR

Did you know that…

SMEs count for 95% of the total enterprise population in DubaiSMEs count for 95% of the total enterprise population in Dubai

SMEs employ around 42% of Dubai’s workforceSMEs employ around 42% of Dubai’s workforce

SMEs contribute 40% of Dubai’s value addSMEs contribute 40% of Dubai’s value add

230,000 registered businesses in UAE230,000 registered businesses in UAE

Contribute 60% of the national GDP in 2011Contribute 60% of the national GDP in 2011

Top Small Business in Dubai

Biz Group- sound & people-centredworkplace practices, especially in hiring,inspiring, welcoming, & thanking staff.

Emitac Healthcare Solutions

Leminar

Dabo & Co

Eton Institute

Paramount Computer Systems

Small Business View on HRHR is to fulfill UAE Labour Law requirements

Black Hole of Time and Money

Our finance or Admin team can manage it

Something we have to do

I do it – Entrepreneur/Manager

We are a small business- We don’t need it

We don’t need the soft fluffy stuff

People are your biggest Cost

£29 billion in sickness costs

day-to-day Vs. focus on the future growth

LifecyclesEmployeeEmployee

IntroductionIntroduction

Acceptance &UnderstandingAcceptance &Understanding

Working andLearning

Working andLearning

RewardReward

Performing &Improving

Performing &Improving

SeparationSeparation

OrganisationOrganisation

Recruitment &Selection

Recruitment &Selection

Onboarding &Orientation

Onboarding &Orientation

Guiding, Managing& Coaching

Guiding, Managing& Coaching

RewardReward

Performance &Feedback

Performance &Feedback

SeparationSeparation

Human Resources for SME

Employee EngagementEmployee Engagement• Engaged employees are more productive• Helps retention and reduce absences• Gets them excited about work

Managing & Growing TalentManaging & Growing Talent• Consider young recruits• Older employees can be coaches• Consider Options- Job Enlargement, Internal Hire• Effective Training and Development

Managing PerformanceManaging Performance• Streamline Process• Prompts Managers to have progress conversations

periodically

Harnessing TechnologyHarnessing Technology

• Social Collaboration Tools• Encourages innovation• Work on projects and initiatives• Management of Employee Information• Competitive Advantage

Keeping up with LegislationKeeping up with Legislation• Changes to Regulations• Inspections and Labour Visits• Fees and Process changes• Introduction of new Laws

HR System

Information ManagementInformation Management• One Place for Employee Information• Eliminates uncontrolled spreadsheet• Data Integrity, confidentiality & control

ReportingReporting• Creation of standardised reports,• reliable and increased accuracy of data• Central Information to create trends

Employee BenefitsEmployee Benefits• Increase Employee Retention• Facilitates better communication,

employee tools• Lower Turnover and Reduce Costs• Administration Costs

Tips onManagement/Owner

Buy in & approvals• Facilitates the vision of the company• Return on Investment/Bottom Line• Information at your fingertips• Business Continuity• Retention of employees• Development of HR profile• Quality and ISO benefit• Absence Management• Streamline and automate HR processes• Re-energise communication

What toconsiderin asystem

Needs Assessment and critical for automation

Employee self-service options

Set permissions and authority levels

Consider reporting requirements

No. of employees supported – upgrade options

Import of current data capability

Preferable to work with a provider to have local experience

Demo it on your system / involve IT

In-house IT capability- system & resource requirements

Web enabled or server based

Training offering

Update and maintenance options

Documentation & Recordkeeping

Documentation is Written and retainedrecord of employmentevents and is made up of• Government and legally

mandated elements• Required by company policy and

practice• Best Human Resources practices,• Formal & informal recordkeeping

about employment events.

• Keep a special file for each employee• Prepare a leave card for annual, sick and

other leaves• 15 or more employees should have a

remuneration register, employment injuryregister and basic work rules

• Additional- Passport Copy with visa page foremployee and dependants

• Insurance Card Copy- Abu Dhabi• Emirates ID Copy

LegislativeRequirements

• Recruitment Records• Employment contract pack• Next of Kin/ Emergency Details form• Beneficiary Form – regularly updated• Current Personal Details• Disciplinary & Grievance Notes• Copy of Letters issued• Benefit Information• Separation Documents• Salary Information

Best Practice

Contract• Primary and binding

Document• Mutually Agreed

and modified• Rights and

Obligations by Lawi.e. workingconditions

• Statescompensation,Entitlements andbenefits

Policy – ‘Whatto’• Formal statement of

a principle or rule -Codified Decisions

• Addresses what’simportant toorganization'smission oroperations.

• Articulatesexpectations

• Legal Compliance

Procedure –‘How to’• Complements a

policy• Tells the

organization how tocarry out a policy

• Facilitatesimplementation of apolicy.

EmployeeHandbook-where to?• A comprehensive

source forunderstanding thepractices of theorganization

• Summary ofapplicable policiesand procedures

• General information

What to Consider - PolicyWhat to Consider - Policy• To be written in clear, concise, simple language.• Should be easily accessible by all• Applicable to all employees• Language used should represent company

culture• Should be current and updated as needed but

not too often• Approvals and applicability should be clear

What to Consider - ProcedureWhat to Consider - Procedure• Concise and minimum verbiage• Double check for accuracy• Don’t Include Names use positions• Clarify acronyms used in the procedure• Should be step by step instruction• To be understandable by new employee• Should be audited regularly

What to Consider – Employee file

• Employee files are confidential• Centrally stored and easy access• secured and safe• Limited access• Employee should be able to

access their file• Sharing of employee information• Have regular maintenance and

updates• Archiving all files – no minimum

period• Physical Copy Vs. e-filing• Labour Inspections

Outsourcing HR

HR Outsourcing – Industry DriversAccording to Hewitt Associations,

most common reasons

HR Outsourcing – Industry DriversAccording to Hewitt Associations,

most common reasons

52% is to reduceoverhead.

52% is to reduceoverhead.

Access toexpertise – 41%

Access toexpertise – 41%

Concentrate oncore competencies

– 33%

Concentrate oncore competencies

– 33%

Reduce overallheadcount –

30%

Reduce overallheadcount –

30%

Reduce risk – 22%Reduce risk – 22%

PROS

• Helps in Time & ResourceManagement

• Focus on Operational Delivery• Access to relevant best

practice• Access to specialists and

experts in the field• Positive customer experience• Focus on core competencies

& better productivity• Reduction in overhead costs

& headcount• In house HR to focus on

strategy

• Helps in Time & ResourceManagement

• Focus on Operational Delivery• Access to relevant best

practice• Access to specialists and

experts in the field• Positive customer experience• Focus on core competencies

& better productivity• Reduction in overhead costs

& headcount• In house HR to focus on

strategy

CONS

• Misplaced loyalty• Time bound• Limited to scope of contract• Potential Hidden Costs• Change in personnel• Dispute resolution challenges• Cultural Integration• Availability of HR staff

• Misplaced loyalty• Time bound• Limited to scope of contract• Potential Hidden Costs• Change in personnel• Dispute resolution challenges• Cultural Integration• Availability of HR staff

What to Consider

• Gauge Need of the business-Needs assessment

• Evaluate multiple firms tocompare services offered

• Pay for what you need and notwhats provided

• Understand and agree onschedule of services

• Meet with your outsource team• Communication to employees• Duration of the contract• Policies, procedures and

handbooks

• Gauge Need of the business-Needs assessment

• Evaluate multiple firms tocompare services offered

• Pay for what you need and notwhats provided

• Understand and agree onschedule of services

• Meet with your outsource team• Communication to employees• Duration of the contract• Policies, procedures and

handbooks

Company CultureCreate your Values and align them with yourvision

Innovation and Creativity

Align People with business strategy throughHR

Keep it simple and fluid

Keep a focus on future

Balance of family feel and growth

Think ahead and don’t hold on to what wasdone

Business Strategy aligned with PeopleStrategy

Best Practice- Recruitment & SelectionStrategic• Recruitment Strategy• Job Analysis & Design• Selection Strategy• Tools Used• Timelines & Measurement• Compensation & Benefits• Budget

Strategic• Recruitment Strategy• Job Analysis & Design• Selection Strategy• Tools Used• Timelines & Measurement• Compensation & Benefits• Budget

Operational• Delivery against Strategy• Job Description• Review of Candidates• Interview Process• Candidate Feedback• Selection & Negotiation• Reporting

Operational• Delivery against Strategy• Job Description• Review of Candidates• Interview Process• Candidate Feedback• Selection & Negotiation• Reporting

Best Practice- Onboarding &Orientation

Strategic• Hiring Process Creation• Timeline – Histograms• Standardized Documents• Onboarding Process

Strategic• Hiring Process Creation• Timeline – Histograms• Standardized Documents• Onboarding Process

Operational• Working with the Hiring Process• Keeping a track• Managing the onboarding process• Candidate to Employee transition• Having a robust orientation program – Welcome Initiatives

Operational• Working with the Hiring Process• Keeping a track• Managing the onboarding process• Candidate to Employee transition• Having a robust orientation program – Welcome Initiatives

Best Practice- Guiding, Managing &Coaching

Strategic• Formal Vs. Informal• Manager Toolkit• HR Management System• HR System• Employee Handbook

Strategic• Formal Vs. Informal• Manager Toolkit• HR Management System• HR System• Employee Handbook

Operational• On the job support• Address Queries and Issues• Customer Approach

Operational• On the job support• Address Queries and Issues• Customer Approach

Best Practice- RewardStrategic• Compensation & benefits Strategy• Value Add Proposition• Offer Stock Options• Bonus or Commission Approach• Review Approach

Strategic• Compensation & benefits Strategy• Value Add Proposition• Offer Stock Options• Bonus or Commission Approach• Review Approach

Operational• Manage the Package• Administration of Benefits• Maintenance and alignment• Consistency• Managing Exceptions

Operational• Manage the Package• Administration of Benefits• Maintenance and alignment• Consistency• Managing Exceptions

Best Practice- Performance &Feedback

Strategic• To have or not Have• How to do it?• When to do it?• Invest in a system?

Strategic• To have or not Have• How to do it?• When to do it?• Invest in a system?

Operational• Delivery against Strategy• Alignment Measure• Review of Candidates• Interview Process• Candidate Feedback• Selection & Negotiation

Operational• Delivery against Strategy• Alignment Measure• Review of Candidates• Interview Process• Candidate Feedback• Selection & Negotiation

Best Practice- SeparationStrategic• Alignment with Labour Law• Legal Disputes Resolution• Redundancies• Repatriation Benefit Structure• Trend Analysis- Exit Interviews

Strategic• Alignment with Labour Law• Legal Disputes Resolution• Redundancies• Repatriation Benefit Structure• Trend Analysis- Exit Interviews

Operational• Standardised Documentation• Employee Greivance Management• Handover Management• Separation from Company system, property, etc.

Operational• Standardised Documentation• Employee Greivance Management• Handover Management• Separation from Company system, property, etc.