Record-keeping Tips to Safeguard Your Business

Best practices garnered from 20+ years of experience in the HR business.

In our last post, we discussed seven categories of HR documentation every business owner should be tracking to protect themselves and their employees. Employee records, policy documents, payroll and benefits records, performance logs, attendance records, training certifications, and compliance documentation are vital in supporting healthy business operations and fostering a positive work environment. These records help maintain transparency, ensure fair practices, and provide clarity for both employees and employers when questions or issues arise.

Now let’s discuss solid strategies for effective documentation in any organization.

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Best Practices for Documentation

Use documents to be proactive.

Establishing clear expectations within the company sets the tone for employee behavior. An employee handbook, code of conduct, and harassment policy are prime examples. Communicating these types of policies to employees before an issue arises means that you already have evidence to support your case should a conflict occur. By laying this groundwork, companies can mitigate risks and demonstrate their commitment to maintaining a fair and equitable workplace.

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Don’t be afraid to use a template.

Most documentation, like employee records, payroll/benefit records, attendance/leave records, and legal and compliance documentation, can be conveniently recorded through pre-existing forms that managers and employers simply need to fill out. No need to complicate the matter. Having those forms accessible through an HRIS platform like the one offered by Syndeo means completing the documentation or retrieving it at a later point is easy. For other types of documentation, like performance management reviews, customizable templates can be created that help walk managers through the process to collect all the necessary information.

Details, details, details. 

The key to remember in documenting information is to be meticulous throughout the process. Keen attention to detail on the front end can save employers and managers time and effort if they need to access the records or provide documentation to outside sources. For example, recording the main discussion points in a performance evaluation helps both the employee and the employer remember the key takeaways and action steps going forward. 

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Do it while it’s fresh. 

In addition to keeping detailed records, another effective approach is documenting interactions immediately afterward. This helps ensure that key details are accurately captured while fresh. In the previous example, taking the time immediately after the conversation will produce the best results because the conversation specifics are top of mind. 

Document the document.

Having employees sign acknowledgment documentation is as important as providing the original document itself. Here’s an example: when distributing a new or updated employee handbook, it is beneficial to ask employees to sign a receipt that they received it. This signed acknowledgment can prove that the organization’s expectations were clearly communicated and employees can be held accountable to the new expectations. 

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Follow up if necessary.

When an employee enters into a performance improvement plan following a performance review, it is crucial to maintain regular follow-up interactions. This ongoing interaction provides the employee with the necessary support and guidance to address the areas needing improvement, reinforcing that the organization is invested in their success. It also demonstrates the organization’s commitment to fair and equitable treatment of the entire team. Ultimately, these efforts can significantly enhance employee morale and motivation, leading to a more engaged and productive workforce.

How does a PEO like Syndeo assist in documentation?

We support our clients with comprehensive documentation and record-keeping solutions to provide peace of mind. With an organized HRIS system, we can securely store and easily access customizable forms and templates, ensuring thorough and compliant employee records at every step.

Our goal is to make being in business easier for our clients. By offering a tailored, high-touch experience, we adapt our approach to each client’s unique needs, delivering a “white glove” service that meets them where they are. If a client requests our presence on-site to guide disciplinary discussions, we’re there to help navigate challenging conversations and ensure proper documentation is in place for compliance. On the other hand, if they only require the specific paperwork prepared beforehand or support behind the scenes, we can seamlessly manage that, too.

Effective HR documentation is a powerful tool that supports business owners, managers, and team members by promoting consistency, transparency, and compliance. By implementing user-friendly tools and offering expert guidance, we help businesses establish documentation practices that align with their unique needs, ensuring they can focus on what truly matters: growing and sustaining the business with confidence.

Curious how to document a specific need within your company? Reach out to Syndeo today, and we can help you find a solution.

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To learn more about how outsourced HR services can get you back to business, contact Syndeo today!

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