HUMAN RESOURCES

How To Be A Proactive And Prepared Employer

23 Tips To Review Before You Begin Hiring

1. CLASSES Get educated. Clearly understand the nuances of the Labor Laws. (Labor Laws, Payroll Taxes, Independent Contractor Rules are classes offered for free in California by the EDD and Labor Commission).
2. FIND TRUSTED RESOURCES In the USA, a popular site is SHRM.org. In California, HRCalifornia has a wealth of information and access to experts.
3. PREPARE YOUR EMPLOYEE HANDBOOK Model it on samples from other businesses. HRCalifornia has a Handbook Builder that helps you generate it by asking you a bunch of questions.
4. GATHER REQUIRED DOCUMENTS In the United States, there are a number of documents that employers are required to provide new employees. Check the websites of the EDD, IRS, Labor Commission, Equal Opportunity Commission, Workers Compensation, and more.
5. CONSISTENCY IS KEY Protect your business by making sure your hiring team all follow the same procedures and fill out the forms accurately. Create a sample packet with all the forms filled in for reference.
6. PREPARE AN ON-BOARDING CHECKLIST Include all of the steps you take during on boarding and the documents you need to go over. Sometimes there are months between hires and it is easy to forget.
7. SIGN UP FOR AN UPDATE SERVICE FOR HR LAWS As business owners, we are so busy, it is hard to keep up with the changes. Find a trusted service and let them notify you. Some of the required documents will have updates annually, others less often. Be sure to download and incorporate the newest versions.
8. DECIDE HOW YOU WILL PROVIDE THE INFO TO EMPLOYEES You can print it and put it in a folder (i.e. left side is documents they need to fill in, right side is documents you need to give them and go over). You can further automate and use a service like Paylocity and have everything done electronically.
9. HIRING MINORS In California, Employers are supposed to fill out the “Intent To Hire” document and send it with the minor to their school/district office to be processed. The school will then gift it to them once complete to bring back to you. There are special Labor Laws for Minors. Check the specifics for your local area. Generally, the number of hours they can work depends on their age and whether they have school the next day.
10. DO THEY HAVE THE NECESSARY DOCUMENTS Let new employees know what documents they will need to show in order to proceed with the on-boarding process. It is common here to use a Driver’s License and Social Security Card. If they don’t have the SSN in hand, they must order a new one from the Social Security Administration and then show the receipt for it. If the position requires a special license, such as a Cosmetology License, make sure they have it with them.
11. TRACK APPLICANTS ON A SPREADSHEET. Google Sheets works well for this as it can be shared by the hiring team. If it is for you personally, you can also include information about the individuals should they apply again in the future.
12. REQUEST LICENSE INFO BEFORE INTERVIEW Look up license information prior to an interview. Save a copy to your computer for later. There is no point in waiting until they start to find out they don’t have an active license to practice.
13. INTERVIEW TIP Never take notes directly on a resume. It is a no no.
14. CREATE A ONLINE FORM FOR EMPLOYEES TO NOTIFY MANAGEMENT OF EMPLOYEE ISSUES If an employee witnesses an incident, it is important for them to have a means to share the information with management. Management in turn needs witness information should any actions need to be taken. Whether it is a customer service issue, quality control, money handling, interpersonal relations, provide a way for them to document it in writing.
15. DO NOT USE A THREE STRIKES YOUR OUT TYPE STRUCTURE Give yourself the freedom to evaluate each case individually. The most important thing is to document the infractions, counseling conversations, advice given, and that should it happen again it may be grounds for dismissal. DOCUMENTATION IS KEY Just like a lawyer, employers must build a case before taking action.
16. KNOW THE RULES IF THEY QUIT Have the employee write a simple resignation later that they sign and date. Make a copy for them as well. Check your local laws regarding their final paycheck (time to give, format — paper check vs electronic, mailed or in hand). Be sure to account for any accumulated vacation time from current payroll cycle. The resignation letter will help should they try to get unemployment.
17. LETTING GO Don’t keep employees that cause trouble. When firing, make sure you have all your documentation in order and can show the progression of infractions, counseling, and expectations. The rules may differ from quitting for the final check payout timing.
18. COUNSELING LOG It is useful to log it in a spreadsheet that emulates the questions the EDD will ask you if the Employee attempts to get unemployment.
19. MODIFY YOUR EMPLOYEE MANUALLY WHEN INCIDENCES OCCUR If your manual includes a list of behaviors that may lead to dismissal, but sure to add to it when new things arise. Give the document a new version number and share it with staff so they are aware of the changes. It may be required in your area to update the document annually as well.
20. DRESS CODE Be clear about your expectations. Know the image you want to portray to your customers. Share the document with new employees and have it posted where they can review it.
21. CHECK THE LOCAL LAWS ABOUT POSTING THE LABOR LAWS In the US, there is a huge poster often found in Employee Break Rooms. Many companies neglect to add papers to the side with any laws that changed during the year. See if you can print all of it and have it in an easy to read binder that is accessible or incorporate the info on an internal website that the employees check. For most localities, ease of access is key.
22. DON’T WAIT FOR A COMPLEX EMOTIONAL CASE TO LEARN THE ROPES OF FIGHTING FOR YOUR BUSINESS On occasion, an Employee will be unhappy about something or fight for unemployment. The case may go to the Labor Commission to be heard. Go through the steps to appeal the case, show documentation, and meet with a judge. There is no cost, but what you learn that day, will prepare you for when it really matters. Be sure to bring your Manager with you too so they learn.
23. NEVER LET AN EDD NOTICE SIT ON YOUR DESK OR AT YOUR BUSINESS WITHOUT BEING OPENED RIGHT AWAY One of the most frustrating issues for Employers in California is the tiny window of opportunity to respond to the EDD when they send out a notice. They give 10 days from when they put it in the mail. That means you have only a couple of days to compile the information and send it back to them.

The above list could surely scare off someone from ever wanting to be an Employer. The more prepared you are the smoother your journey will be. Take time to get educated and put some systems into place. As challenges arise, learn from them and improve your system.

Colette Becker is a California based Entrepreneur. She educated herself as a new business owner before bringing on a full team of staff in her salon. Learning from the experience of others, can help prevent costly and emotionally trying mistakes. Colette’s goal is to educate other new business owners and guide them toward resources.