A human resources department is an integral part of any business or company, regardless of whether it is a big or small one. It is with human resources wherein an employee’s well-being is taken care of, such as an employee’s payroll, benefits, hiring, recruitment, firing, and being up to date with state and federal tax and labor laws.
With all the tasks designated by human resources to accomplish, things can get pretty muddled if information and data are not gathered in a clear, accurate, and organized way. Using different human resources forms is imperative to maintain clarity and proper management handling.
HR Complaint Forms in PDF
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HR Candidate Evaluation Form
Our wide array of human resources forms is available for download and printing. Our forms come in PDF format and are easily accessible to save you from the hassle and inconvenience of having to whip up a form from scratch. We offer a wide range of sample HR forms and templates such as HR complaint forms in PDF, HR interview feedback forms, HR evaluations forms, employee appraisal forms, medical leave request forms, and many more.
HR Complaint Forms
Employees are the fuel that helps you run your business. Without them, it would be fairly difficult to man your ship without people manning the reigns. As an employer, it is important that you are able to boost employer and employee morale by providing your employees with a way for them to channel their grievances toward the company or the management and to make sure that your employees are happy and satisfied to allow them to be more passionate and motivated to work.
One known and popular method that allows employees to vent their grievances is through complaint forms. Complaint forms are forms that allow workers or employees to communicate their concerns to the administration.
Employers who respond to the complaints of employees in a timely manner can get the following benefits:
- They can promote a healthy working environment where employees are expected to be treated equally.
- They can show how concern they are with the well-being of their employees which in turn can make employees feel appreciated and taken cared of.
- They can showcase respect to the employees of the business especially with regards to their concerns, comments, and recommendations.
- They can easily boost the morale of the company.
- They can provide a platform or a channel for open communication
Some of the tips that you may incorporate in handling employee complaints effectively are listed below.
1. Establish a Rule
A clear set of rules and regulations must first be put into place so that employees and the management or administration will have an idea of what is not acceptable and what is. If a Code of Conduct is already in place, the company should appoint a department or employee who will have to handle Employee Complaints. There should also be a particular and standard location for filling complaints so that the employees will be aware of where they have to channel their issues and concerns, and to ensure the anonymity and confidentiality of the employee’s identity.
2. Categorize Complaints
In order for you to provide timely and effective responses to Employee Complaints, you first have to learn how to properly organize the classifications of complaints by putting them into different categories. You can categorize complaints according to their degree of urgency so that you will know which ones need immediate resolution. Typically, complaints about work conditions have to be a main priority and should be immediately addressed because the inconvenience might bring a halt to your employees’ productivity. Complaints about management policies should then come second on the list, then the issues on the violation of company policies should follow.
3. Acknowledge the Receipt of a Complaint
As soon as you or the company management has received a complaint of an employee, it is important to send an acknowledgement to the employee that you received the complaint. This will assure the employee that their complaints did not fall on deaf ears and that plans for a solution are being formulated. Then the next step is an investigation that has to be done by the Human Resources Department. You should always let the employee know that there is an investigation and set the proper expectations for them. Let them know if the investigation will take more time and if it will require the procurement of more relevant information.
4. Plot a Resolution
As soon as an investigation is done and collection of important and relevant information is also completed, the management should then provide resolutions to the issue. Old employee grievances and concerns have to be resolved right away so that lowered production rate and lowered company morale can be avoided.
5. Evaluate the Results
After the implementation of a solution for the grievance or complaint, it is a good step to do an evaluation of the issue. This is because evaluating the process for employee complaints can help a company gain a new perspective on the issue and help them address further related issues in the future.
Workplace discontentment and stress can be created by an Employee Complaint. But in relation to that, it can also be a way to shed light on severe offenses or criminal offenses, if any.
When you listen to your employee’s complaints and address them, you provide respect, comfort, and appreciation to your employees. It is good to use and download our sample HR Complaint Forms for you to be able to provide steps for your employees to voice out their grievances and for you to think of effective resolutions to the issues.
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Medical Leave Request Forms
The usage of medical leave request forms vary on the regulations of the company where an employee is currently enrolled in. Also known as sick leave forms, these forms allow employees to use the sick leaves that they are entitled to have while being paid even if they are not present in the workplace. A Sick Leave Form or a Medical Leave Form is typically used by an employee who has been on sick leave.
An employee needs to ensure that upon going back to work, he/she will get a medical leave request form. ALl the information about the leave that transpired must be written in the document for proper recording and documentation. The Sick Leave Form is then filed at the Human Resources Department for it to be approved for the pay of the employee to not be affected.
HR Employee Appraisal Forms
Conducting employee performance appraisals periodically helps to ensure that an employee is functioning at his optimum level of performance. Employee performance appraisals should not be taken negatively but should instead be viewed as a constructive tool for growth and improvement. One way to ensure that your appraisals are up-to-date and that you are able to gather accurate data and evaluation, is by using appraisal forms. You can download our available HR appraisal forms for free.
Some people view Staff Performance Appraisals as useless and hassling. However, one should be able to see past the negative remarks and appreciate the positive results that an individual garners from a constructive and objective Performance Appraisal such as the following:
1. A Reward System for Employees – A lot of organizations use the results of a performance appraisal in order to determine an employee’s worth and if the employee is capable of handling bigger work responsibilities. In most cases, the results of an appraisal also determine the amount of increase in wages that an employee should merit.
2. Points Out Abilities and Shortcomings – Performance appraisals allow employers and supervisors to profile employees into correct departments or assign them to tasks that would allow them to use their talents and skills. Doing this elicits more passion and vigor from them and promotes productivity.
3. Promotes Employee-Management Communication – It is very important for communication to be present within a work environment. Issues with regards work processes can easily be resolved if the employees will be open about their observations. This way, the management can also have an easier time to identify programs that can develop the operations while taking care of the well-being and performance of employees.
How to Properly Conduct a Staff Performance Appraisal
1. Create a Set Criteria
Before implementing a staff performance appraisal, the metrics for evaluation should first be identified. Maintaining objectivity within the process of appraisal can help the management give the increase that an employee deserves based on his/her work performance.
Set standards have to be the performance that you expect an employee to accomplish while your goals should be tailored to each employee’s capacity.
2. Record Results or Findings
The work performance of an employee which will be included in the scope of the appraisal should be properly specified. The development of the employee’s performance shall be considered accordingly. Moreover, the achievements as well as the disciplinary actions given to an employee must be taken into account.
3. Deliver Feedback
After the appraisal, proper feedback should be given to an employee. This will help him/her to identify his/her strengths and weaknesses. The results of the evaluation can make an employee aware of measures that can be done for his/her improvement and development as a professional.
During the discussion, point out an employee’s strengths and let him know that he is appreciated. Afterward, point out his weaknesses and ask him for ways on how he can improve and also give out your own suggestions.
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Evaluating the Human Resources Department
It is not only the human resource department that assesses the performance of employees and the management. The division or department itself also should be up for evaluation. Businesses and organizations mainly rely on the functions of the human resource department to ensure that the workforce is taken cared of and that the operations of the business is smoothly flowing.
That is why it is important for an HR personnel to be knowledgeable in disciplinary methods, training, development, compensation, and employee relations, so that they can be as effective as can be. It is also important for an HR manager to have competent skills in order to communicate with employees and make decisions.
Monitoring and evaluating the handling of management by the HR department can help them achieve their goals and plans to be successful. This includes going over the company’s policies on recruitment and hiring, the effectiveness of business strategies, the team, and the HR leaders in working together to strengthen business relationships.
To assess the effectiveness of the HR process in the company, there are four models formulated by Harvard researchers to help measure their performance.
1. Commitment – The end result of an effective HR management is that the staff become more committed and loyal. When a company has employees who are committed, they have a feeling of pride and motivation in their work. Interviews or surveys can help a company gauge an employee’s commitment. If there is an increased instance of absences and resignation from the company, this can be an indicator of the employee’s lack of commitment. This should signal the HR department to adjust their policies to improve employee commitment.
2. Competence – This entails testing the ability of an employee to perform his duties and responsibilities well. This focuses on the efficiency of the HR management to improve policies and develop marketing plans to attract and keep skilled talents.
3. Congruence – This third model is for the assessment of the HR management by evaluating the congruence of the team. Being an effective HR manager entails promoting trust and working for a common purpose versus having high levels of stress and tension in the workplace. An HR management’s congruence can be tested by tension in the relationships between employees and supervisors and in seeing to it that working relationships are good.
4. Cost Effectiveness – This has to do with the effectiveness of operations and determining if policies set by the HR department are cost effective when it comes to turnovers, benefits, wages, and other factors.
Evaluating the HR department’s management methods objectively can enable a company to improve the level of commitment, congruence, cost effectiveness, and competence of their employees. Companies have to be aware that their management and administration staff have to be transparent and communicate with their employees in order to maintain their loyalty.
Using an appraisal form should be based on the regulations followed by the business. It is essential for work processes to be assessed accordingly for proper pay raise to be implemented and given.
HR Action Forms
Having disciplinary measures in the workplace can help maintain peaceful and professional relationships. If an employee fails to improve or if he fails to follow company policies, then the HR department should take certain disciplinary measures accordingly to maintain good conduct.
This helps to develop and improve a company and its employees in a lot of ways. Having disciplinary measures in place can help a company eliminate or lessen behavioral problems and maintain work ethics. In doing this, an HR officer or supervisor should remember to properly document the disciplinary measures taken to avoid any labor disputes. You may see our Employee Warning Forms through our sample Employment Forms.
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