HR Support, Boosting Efficiency and Implementing Solutions for Long-Term Client

Problem:

We recently partnered with a long-term client who needed help improving their HR functions, particularly the new starter, recruitment, and induction process. The client realized that their existing processes were inefficient and not up to standard, leading to confusion, delays, and a lack of consistency. They asked us to review their current documentation and provide solutions that would enhance efficiency and streamline operations.

The business was struggling with various issues:

Unclear New Starter Processes: The process from recruitment through to the first day of employment was not well-defined, and responsibilities weren’t clearly assigned.

Outdated Documents: Many of their HR documents, such as job descriptions, interview templates, and employee contracts, were inconsistent or out of date.

Ineffective HR Systems: The client had been using an outdated staff HR portal that wasn’t serving their needs. Data was scattered across multiple systems and spreadsheets, making it difficult to manage employee records, track holidays, or comply with essential regulations like the Right to Work checks.

Lack of Training and Resources: Staff were unsure about HR policies, and managers were spending unnecessary time on administrative tasks rather than focusing on people development.

Solution:

We worked closely with the client to implement a series of solutions that addressed their HR challenges head-on, boosting overall efficiency and ensuring compliance.

Revamped New Starter Process:

We introduced a new starter checklist to outline all the necessary steps from the interview stage through to the employee’s first day. The checklist included clear instructions on who was responsible for each task, helping the client ensure nothing was overlooked.

The process was designed to be straightforward, allowing the client to onboard new employees quickly and effectively. This improved consistency, reduced errors, and made new hires feel welcomed from day one.

Standardized Interview Process:

We created an interview template with a structured list of standard questions, along with a scoring system to ensure consistency and fairness during interviews. The template also included space for adding role-specific questions and a section to capture key details such as starting salary, job title, and other candidate-specific information.

This new approach helped the hiring team assess candidates more objectively and made it easier to compare applicants.

Staff Handbook Review and Updates:

We conducted a review of the staff handbook, ensuring that all policies were up to date and aligned with UK legislation. This included adding a menopause policy, which had been requested by employees, as well as updating other key areas such as holiday policies to ensure they were in line with the company’s evolving needs.

The updated handbook now serves as a reliable resource for employees, helping to reduce confusion and streamline communication about company policies.

Contract Review and Updates:

During the review, we discovered that many of the staff contracts were outdated and inconsistent. Working alongside our in-house HR consultant, we updated and standardized all employee contracts, ensuring compliance with current legal requirements.

We provided the business with a comprehensive contract template that could be easily updated for new hires or modifications to existing roles.

HR Software: Breathe HR Implementation:

The client had been using an ineffective HR portal that didn’t meet their needs, so we recommended switching to Breathe HR, a more suitable solution. We set up the system quickly, migrating all relevant data from the old system to ensure a smooth transition.

We customized the platform to reflect the client’s specific needs, including adding company holidays, working patterns, line managers, and other essential details.

We provided a comprehensive demo for the team and offered additional training to address specific questions, ensuring that everyone felt confident using the system.

Holiday Management and Improved Visibility:

We transferred holiday data from a manual spreadsheet, which was prone to errors, into the Breathe HR system. This enabled staff and line managers to easily access real-time information on holiday bookings and remaining leave.

This streamlined process reduced confusion and last-minute holiday requests, improving visibility and making it easier for managers to plan for absences throughout the year.

Compliance and Documentation:

We conducted thorough Right to Work checks for all employees and ensured that ID documents were stored securely in the system with relevant diary notes for expiry checks. This ensured the business remained compliant with UK employment laws and reduced the risk of oversight.

Staff records are now securely stored and easily accessible, reducing the time spent on manual checks and providing a clear audit trail.

Ongoing HR Support:

As part of our ongoing support, we assisted the client with various HR tasks, including:

Typing up appraisal notes and distributing them to the team, making performance management more organized.

Managing probation end periods and issuing confirmations for successful probation completions.

Sickness absence management, ensuring the correct recording of absences and eligibility for Statutory Sick Pay (SSP).

Flexible working requests processing, ensuring that the company complied with employee rights while also balancing business needs.

Outcome:

Improved Efficiency: The client now has a clear and streamlined process for recruiting and onboarding staff, making it easier to manage new hires and ensuring that everyone is on the same page. With standardized documents and templates, the client has saved significant time in administrative tasks and improved overall workflow.

Increased Compliance: The updates to the staff handbook, contracts, and the introduction of Breathe HR have ensured that the business is fully compliant with UK employment legislation. This has mitigated the risk of legal challenges or issues down the line.

Better Data Management: By transitioning to an HR software system and consolidating employee data, the client can now easily access important information, track holidays, and maintain accurate records without the risk of human error. This has led to more effective staff management and greater transparency.

Enhanced Employee Satisfaction: The introduction of a menopause policy and clearer policies on holidays and working arrangements has helped improve employee satisfaction. Employees now have access to the information they need and can feel more confident about their rights within the company.

Reduced Administrative Burden: With our ongoing support for tasks like appraisals, probation reviews, and sickness management, the client’s HR team has been able to focus on higher-value activities rather than administrative work, improving productivity across the business.

Client Testimonial:

“We couldn’t be happier with the HR support we’ve received. The improvements to our recruitment and induction processes have been a game-changer, and the new Breathe HR system has simplified everything. We now feel more in control and compliant, and the staff is more confident in our policies. The ongoing support we get ensures that we’re always up to date with any changes. It’s been invaluable.”

Conclusion:

By providing comprehensive HR support, we helped our client improve efficiency, streamline their processes, and ensure full compliance with UK employment laws. The updated policies, HR system, and standardized templates have significantly reduced the administrative burden on the client’s HR team and enabled them to focus on more strategic aspects of managing their workforce. With ongoing support, the client now feels equipped to handle HR matters with greater ease and confidence.

If you would like to learn more about how our HR support services can help your business—whether you have one employee or a large team—get in touch today for a no-obligation consultation.