HR + Recruiting Best Practices | AWS Activate Business Series
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by Jackie Breslin, Director of Human Resources, TriNet
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HR + Recruiting Best Practices | AWS Activate Business Series
- 1. © 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. Top HR Mistakes Made by Startups April 11, 2017 Jackie Breslin Director, Human Resources Center of Expertise
- 2. 4/11/2017 2© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. HR is Painfully Complex Many Regulations DLSEADEAOFCCP FLSA FMLA HIPAA ERISA EPA SOX IRCA WARN OSHA COBRA ADA EEO STATE FEDRAL FCCPA Many Responsibilities Ad-Hoc, Manual Processes Many Suppliers to Manage Choose Benefits Payroll TaxesRecruit , Hire, Onboard HR Administration Develop Leaders Lawsuits Worker’s Comp Handbook Compliance Multiple Constituencies Multiple Benefits Plans to Administer PPO Medical Retirement DisabilityDental Vision Drug HMOFSA? Out of NetworkHigh Deductible POSHSA? EAP Enrollment Claim Forms Reconciliation Recruiting Performance Finance Owner Employees Managers Termination
- 3. 4/11/2017 3© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. Top HR Mistakes made by Startups Not Investing in HR Technology or Managing Multiple Vendors Attempting to track and log HR functions by spreadsheet or, licensing various HR applications from multiple vendors requires an abundance of person hours to gather the data, enter the data, make sure the data is accurate plus maintain relationships with each vendor. • The right HR systems support: • Business intelligence • Reduce paperwork burdens • Streamline processes
- 4. 4/11/2017 4© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. Top HR Mistakes made by Startups Poor Recruiting and Employee Recruiting Process Many early stage companies may lack: • An articulated vision • A standard recruiting and interviewing process • An onboarding process that welcomes new hires and gets them started in the right direction immediately Strive to: • Clarify the company vision and strategy, and articulate how each role helps achieve the vision • Continue refining the recruiting process through candidate and employee feedback; Always Be Hiring! • Create an onboarding program that reinforces to the new hire they have made the right decision
- 5. 4/11/2017 5© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. Top HR Mistakes made by Startups Missing the Importance of Federal and State Compliance FLSA – Fair Labor Standards Act ADAA – Americans with Disabilities Act State Laws Regarding OT, Final Pay (Timing and Wage Payout) Local Laws- San Francisco has many! Regulatory Reporting
- 6. 4/11/2017 6© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. Top HR Mistakes made by Startups Not Looking at Total Rewards Salary, bonus, commissions, stock options, health benefits, 401(k), time off, workplace flexibility, commuter benefits + more, make up a total reward package Total rewards: • Don’t stop at salary- articulate the complete picture • Pay equity is on many minds at the federal and state level • Monitor your programs and ensure they evolve as your organization evolves and the demographics of your company changes
- 7. 4/11/2017 7© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. Top HR Mistakes made by Startups Not Connecting Culture and Engagement Culture – How employees experience & perceive the organization Engagement – How employees feel about themselves and their work Turnover Productivity Innovation Customer Service • Companies with highly engaged workforce outperform their peers by 147% in earnings per share. • Companies with highly engaged workforce outperform their peers by 147% in earnings per share.
- 8. 4/11/2017 8© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. HR Task List Workers’ compensation Employment Practices Liability Insurance (EPLI) Compliance expertise for applicable federal/state employment laws Sexual harassment awareness training Unemployment insurance claim administration Workplace safety best practices Claims management Affordable Care Act compliance Employee handbook EEO-1 reporting Termination guidance Workplace employment posters Wage and hour guidance Medical (PPO, HMO, HDHP) Dental Vision Flexible Spending Account (FSA) and Health Savings Account (HAS) administration Life/AD&D Short-term and long- term disability COBRA administration 401(k) setup and administration Payroll contributions Benefits enrollment and administrative access Employee Assistance Program (EAP) Employee discounts and perks Commuter benefits Pet insurance Payroll processing and management Online paystubs Federal, state, and local employment tax filing and remittance W-2 administration Wage garnishment Payroll reporting Direct deposit ACA compliance guidance Employee onboarding and orientation Benefits funding guidance and strategy Employee resource center HR compliance best practices review Human Capital Assessment Retention tracking Support hiring / terminating Assists with reporting and analytics PTO policies and guidance Recruitment and interview training Employee engagement surveys Employee and manager self-service platform Online on-boarding and benefits enrollment Time and attendance tracking PTO tracking Database management and custom reporting Online training Performance management Expense management Applicant tracking Background screening Compensation benchmarks Total compensation statements HR reports (census, payroll, deductions, benefits, etc.) Visa tracking
- 9. 4/11/2017 9© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. Learn More • Browse TriNet’s library of eGuides and webinars o Topics include culture, hiring, leadership and performance • Sign up for HR insights delivered straight to your inbox
- 10. 4/11/2017 10© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited. Thank you for your Participation!
- 11. 4/11/2017 11© 2017 TriNet Group, Inc. All rights reserved. Reproduction or distribution in whole or part without express written permission is prohibited.
Editor's Notes
- We are all aware of the fact that HR can be a very complex All of the various regulatory requirements – like FLSA which we will discuss a little later, FMLA, ADA, HIPPA and the list goes on In addition to the above regulations – you are also responsible for creating, updating, and maintaining company policies and procedures , recruiting, hiring, and on-boarding, choosing benefit plans, etc. On top of that, you are responsible for fulfilling request from employees, managers, other departments, executives and leaderships Then there are the many vendors for benefits, retirement, etc Last, but certainly not least, benefits administration How can you manage it all , ensure that your employees are treated fairly, and you are remaining compliant with all of the regulatory requirements. The are 5 element that you need to recognize as common mistakes made by employers, whether start up or seasoned business.
- Fair Labor Standards Act – establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting employees in the private sector and in Federal, State, and local governments. - Branching out into other states, need to do an audit of states requirements. Family Medical Leave Act – 50 or more employees; job protection during unpaid leave; maximum 12 weeks in a rolling 12 month period for eligible employees (1 yr/1,250 hours). If you’re an employer with less than 50, you are not required to follow this, but once you hit the 50 employee threshhold, you are now required to have a policy. Americans with Disabilities Act – 15 or more employees – allow for reasonable accommodation if needed; interactive process to see what type of accommodation may be needed, if at all. Final Pay Rules vary per state – Ex. GA – pay with next regular pay cycle; not required to pay out vacation/sick/PTO unless stated in company policy. CA – final pay due on the day of termination for involuntary terms and within 3 days for voluntary terms; Vacation/PTO and Personal time considered wages and required to pay out upon termination, but not sick time. Vacation/PTO and Personal time is required to carryover from one year to the next…….. Various state reporting requirements – Ex. CA – WC info
- Although documentation is not a new HR trend. You certainly have heard HR practitioners explain the importance of documenting performance and behavioral issues previously. Documenting continues to be one the most import risk management steps a manager can take yet it remains a step frequently not taken. Managers are busy and therefore difficult conversations and also documentation of those conversations don’t always occur. Termination is not the goal of counseling. The ideal purposes behind counseling include: To clearly communicate expectations and feedback Help employee succeed and get back on track Give employee opportunity to correct behavior/performance as part of employer due diligence To document substandard performance in event performance is not brought back on track Habit to consult with HCC because every situation is different. As HR Professionals we consult with each other on a regular basis. There are many times that we see a turnaround so remember the goal is not termination. Document your hard work with the ee. Our favorite phrase in HR is document document document! Remember the numbers that we touched on in the beginning? Many of those were born out of the employer not having proper documentation. Not having proper documentation, may lead to various claims against the company. Often see this post termination, where a former employee files a claim for wrongful termination. In addition to coaching for performance as previously discussed, you must also document behavior issues (i.e. – attendance, not meeting goals or deadlines, poor customer service, etc) 1st time offense – provide verbal warnings and follow up with an email of what was discussed and agreed to. If no improvement, written warning. In all cases, verbal and written, want reference previous discussion, re-state specific issue and whether or not improvement was made no matter how small (a little goes a long way for motivation), what they need to do to improve, and the timeframe for which this needs to be resolved. Make sure you follow up….waste of time if you don’t. Also, get the employee to talk and share information with you…are they not happy in their position, are they having issues with team members, do they need more training…ask what you can do to assist them. Your concern and willingness to assist may motivate the employee or be just what they need to turn the behavior around. The good thing is…if you are properly coaching for performance as previously discussed on last slide, and documenting the discussions, then you will have necessary documentation needed when you reach the point of termination. Now, many of you are probably say, why do that….GA is an at-will state. Although that may be true, courts and federal agencies like the EEOC want to see the documentation that shows you gave the employee fair warning, the opportunity to turn behavior around, did not discriminate, harass, or wrongfully terminate the employee. Adding a little more time to your day to engage with your employees for coaching and counseling will go a long way and help to keep you from being a statistic. THANK YOU!
- Open: If you put our full-service HR solution on one page it becomes clear that there’s a lot that goes into doing HR right. Body: It also illustrates how convenient it is to get full-service HR in a single solution. All of this delivered by one company, one technology platform and one HR team. It’s likely clear that it’s easier to work with one company, but what may be even more beneficial is how much better the experience is when all of HR is integrated. It just works better. Transition: I encourage you to use this slide when researching HR solutions.
- Available resources to learn more