In the last few weeks I have spoken to four companies with 60, 100, 220 and 2,800 employees with serious HR issues involving employee relations, wage and hour lawsuits, leaves of absence issue among many others. A well-structured HR function is the backbone of every thriving organization. Whether you’re building your HR department from the ground up or improving what’s already in place, getting the fundamentals right is essential to drive growth, protect your business, and build a strong culture.
HR is more than just hiring – it’s about creating a cohesive framework that supports your people and aligns with your business goals. From compliance and recruiting to training and compensation, every aspect of HR contributes to the employee experience and the organization’s bottom line.
If your company is growing or shifting how it manages people operations, this guide offers a practical roadmap to help you structure your HR department the right way:
1. ASSESS YOUR CURRENT HR FUNCTION
Start by evaluating where you stand today. What’s working? What’s missing? Understand your organization’s current HR capacity, strengths, and gaps. This will give you the clarity needed to prioritize the next steps.
2. ORGANIZE AND CENTRALIZE EMPLOYEE RECORDS
Ensure all personnel files, documentation, and data are up to date, accurate, and securely stored. Centralizing your records creates consistency, saves time, and prepares your business for audits or transitions.
3. FORMALIZE HR POLICIES
If your policies are informal – or nonexistent – it’s time to create clearly defined standards. Start with essentials like paid time off, sick leave, workplace conduct, anti-discrimination, and safety policies.
4. ESTABLISH RECRUITING AND ONBOARDING PROCESSES
Define how you attract, interview, and hire new team members. A structured recruiting process sets expectations, ensures consistency, and improves the candidate experience. Don’t forget onboarding – your process should set the tone for success from Day 1.
5. DOCUMENT COMPENSATION AND BENEFITS
Make sure your pay structures, bonus programs, and benefits offerings are clearly outlined. Transparency and consistency in compensation help boost retention, equity, and trust.
6. EVALUATE YOUR HR TECHNOLOGY
Assess whether your current HR tools – such as payroll, time tracking, applicant tracking systems (ATS), and performance platforms – are effective. The right tech stack can save time, improve compliance, and deliver valuable insights.
7. ENSURE COMPLIANCE AND LEGAL ALIGNMENT
Review federal, state, and local employment laws that apply to your business. Ensure your policies, processes, and record keeping meet legal requirements. Regular audits help reduce risk and liability.
8. CREATE A COMPREHENSIVE EMPLOYEE HANDBOOK
Your handbook should communicate key policies, procedures, and cultural norms. It’s a vital tool that helps employees understand what’s expected and what they can expect in return.
9. DEVELOP A LEARNING AND DEVELOPMENT STRATEGY
Training shouldn’t stop after onboarding. Establish a clear approach to employee development, including skill-building, compliance training, and leadership development.
10. BUILD A STRATEGIC HR PLAN AND PLAN FOR HR TEAM GROWTH
Translate your goals into a clear, actionable HR roadmap. Define your priorities, set timelines, assign ownership, and align with business objectives.
Understand when it’s time to hire internal HR professionals or engage external HR support. Having the right team in place ensures sustainability as your organization scales.
Whether you’re a business owner, a nonprofit leader, or a fast growing enterprise, a structured HR function isn’t just operational – it’s strategic. It empowers your people, protects your company, and supports longterm growth. JorgensenHR can assist in assessing where your company is at and how to make positive changes.
Call us at 661-600-2070 or email info@jorgensenhr.com to get started today. Let JorgensenHR be your partner in safety this summer and beyond.
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