CASE STUDY: USING HR ASSESSMENTS TO DRIVE EFFICIENCY
The Challenge
Over a two-year period, the HR department had undergone significant changes, including a shift in reporting structure and the departure of a long-tenured HR Director. The HR Director role was backfilled then was vacated after a short period of time and remained open.
The Solution: HR Assessment
HRG led a thorough evaluation of the client’s HR processes and strategies based on the 13 HR dimensions HRG finds most critical to the success of any organization:
Strategic Planning and HR Strategy
Human Resource Information System
Recruiting
Onboarding
Compensation
Training
Benefits
Performance Management
Employee Relations
HR Metrics
Engagement & Communication
Employment Law Compliance
Labor Relations
During the HR Assessment, HRG conducted a combination of virtual and onsite meetings, interviews, and focus groups to obtain actionable findings and data points for the client. Once the assessment was completed the findings were presented. The overview presented was a summary of the information gathered during the HR Assessment process.
HR Assessment Findings
Strengths
Among the organization’s strengths, leadership has demonstrated a proactive approach in recognizing and prioritizing the enhancement of the HR function, reflecting a commitment to organizational improvement. Additionally, the Client offers a robust benefits package, contributing to employee satisfaction and retention.
The assessment also revealed a commendable adherence to employment laws, with no notable compliance issues detected. Furthermore, employees exhibit a strong sense of pride in their work and a deep dedication to fulfilling the agency’s mission, underscoring a cohesive organizational culture.
Weaknesses
The assessment also highlighted several key challenges that require the client’s attention. Notably, the absence of a permanent HR leadership role posed a potential gap in strategic direction and oversight. The underutilization of the Human Resource Information System (HRIS) represented a missed opportunity to streamline crucial HR functions such as benefits management, payroll, and performance evaluation.
Moreover, the lack of a structured recruiting process resulted in inconsistencies and disconnects between HR, hiring managers, and candidates, potentially impacting recruitment outcomes. HRG also identified inefficiencies in the payroll process which contributed to waste time and money. Addressing these challenges were essential for the client to optimize its HR operations and to sustain its positive organizational culture moving forward.
HRG’s Recommendations
Based on the assessment, HRG provided recommendations that were categorized as short term, mid-term and long-term. The short-term items are priority recommendations that are compliance related or critical items that should be addressed urgently. These short-term items should be completed within 1-3 months. The mid-term items are important to improving the organization, however they are not ranked as a priority and should be prioritized after addressing the short-term recommendations. The long-term recommendations are items that are related to Human Resource strategy and are intended to continuously improve and help your organization reach its full potential. Here is a sample of the short-term, mid-term and long-term items HRG suggested.
Short-Term Recommendations
HR Strategy: Evaluate the HR structure and define the agency’s Human Resources model as tactical, consultative, or strategic. Revise and update the job description for the Human Resources leadership position. Focus on process implementation and ownership rather than specific tasks.
Human Resource Information System: Evaluate full service, fully integrated HRIS options prioritizing features that will create efficiency and consistency for the agency.
Recruiting: Develop a robust recruiting strategy that defines how the agency will attract, hire, and onboard talent. Identify recruiting marketing strategies
Benefits: Development of a standard procedure for invoicing participants and collecting premium payments.
Employment Law Compliance: All handbook language should align with Personnel Rules Manual (e.g., add Domestic Violence Leave and Lactation Breaks to Personnel Rules Manual, align corrective action language, etc.).
Mid-Term Recommendations
HR Strategy: Revise and update the Human Resources Generalist job description. Focus on process ownership rather than day-to-day tasks.
Employment Law Compliance: Audit all I-9 forms and make appropriate corrections. Consider electronic completion and storage (part of onboarding in HRIS, scan existing forms to electronic employee files). Begin electronic employee file storage in HRIS for all new hires.
Recruiting: Develop standardized interview guides for each position based on the competencies and dimensions directly related to the essential job functions. Consider using behavior-based questions that will provide insight into the candidate’s thought processes, past behavior, successes, and areas for improvement.
Long-Term Recommendations
HR Strategy: Review and update all job descriptions and job titles.
Compensation: Conduct a market-based compensation study and develop compensation structures for the company. Provide total compensation statements to employees annually.
Employment Law Compliance: Create SOP for Workers Compensation Process and cross train HR staff. Scan existing employee files to electronic files within HRIS.
Start a Conversation with an HRG Consultant
Take the first step towards addressing your HR concerns, protecting your organization from future complications, and enhancing your organization’s HR effectiveness. Determining which set of HR assessments are best for your organization begins with a conversation with our team. Schedule a call with one of our HRG consultants, and they will take it from there!