Human Resources Kit For Dummies^®, 2nd Edition

by Harold Messmer

• ISBN13: 9780470049303
• ISBN10: 0470049308
• Edition: 2nd
• Format: Paperback
• Copyright: 2006-12-01
• Publisher: For Dummies

Summary

A company's ability to grow and stay on top of customer demand has always depended heavily on the quality of its people. Now, more than ever, businesses recognize that finding (and keeping!) a highly skilled and motivated workforce is pivotal to success. Maybe you're a business owner and your company is growing, or you're an employee at a small to midsize company and management has asked you to take on some-or all-of their HR functions. Either way, knowing how to set up and implement successful HR practices (not to mention navigating the legal minefields in today's increasingly regulated environment) can be tricky. Human Resources Kit for Dummies, Second Edition, is your one-stop resource for learning the nuts and bolts of HR. It gives you the actual tools-forms, templates, and so on-that you can put to immediate and productive use. Inside, you'll easily discover how to: Find, hire, and keep top talent Create an effective compensation structure Ensure you're developing the right benefits package Encourage extraordinary performance Establish an employee-friendly environment And much more This Second Edition also contains new information on anti-discrimination legislation, measuring employee performance, firing or laying off employees, and the latest training and development plans. The CD-ROM includes updated forms and contracts-from job application forms and sample employee policies to performance appraisals and benefits worksheets. With the tools and helpful information in this book, you'll experience first-hand how a successful HR administration reaps untold rewards. Note: CD-ROM/DVD and other supplementary materials are not included as part of eBook file.

Author Biography

Harold "Max" Messmer Jr. is Chairman and CEO of Robert Half International, the world's largest specialized staffing firm, and one of the foremost experts on human resources and employment issues.

Table of Contents

Introduction	1	(1)
About This Book	2	(1)
Conventions Used in This Book	3	(1)
Foolish Assumptions	3	(1)
How This Book Is Organized	4	(1)
Part I: Building the Framework	4	(1)
Part II: The Right People in the Right Places	4	(1)
Part III: Retention: Critical in Any Business Environment	5	(1)
Part IV: Keeping Things Together: Monitoring Ongoing Performance	5	(1)
Part V: The Part of Tens	5	(1)
Appendix	5	(1)
The CD-ROM	5	(1)
Icons Used in This Book	5	(2)
Part I: Building the Framework	7	(34)
The Big Picture	9	(14)
Scoping Out the HR Role	9	(9)
Strategist versus administrator	11	(1)
Adapting to the changing workplace	12	(1)
Easing the work/life conflict	13	(1)
Avoiding the baby boom bust	14	(1)
Workforce diversity: Making it work	14	(1)
Rising healthcare costs	15	(1)
Keeping pace with technology	16	(1)
Rules and regulations: Ethics first	17	(1)
Making HR a Strategic Partner	18	(1)
Staying Ahead with HR Software	19	(4)
Become an educated buyer	20	(1)
HR software: A features checklist	21	(2)
Law and Order: Navigating the Legal Minefield of Hiring and Managing	23	(18)
Legal Matters: The Big Picture	24	(1)
Keeping the Peace	25	(1)
Discrimination	25	(1)
Disparate Impact	26	(1)
The Equal Employment Opportunity Commission (EEOC)	27	(2)
The EEO Family: A Closer Look	29	(6)
ADEA: The Age Discrimination in Employment Act (1967)	29	(1)
AC-21: American Competitiveness in the 21st Century Act (2000)	29	(1)
ADA: Americans with Disabilities Act (1990)	30	(1)
COBRA: Consolidated Omnibus Budget Reconciliation Act (1985)	30	(1)
Equal Pay Act (1963)	31	(1)
FMLA: Family and Medical Leave Act (1993)	31	(1)
FLSA: Fair Labor Standards Act (1938)	31	(1)
FUTA: Federal Unemployment Tax Act (1939)	32	(1)
HIPAA: Health Insurance Portability and Accountability Act (1996)	32	(1)
IRCA: Immigration Reform and Control Act (1986, 1990, and 1996)	32	(1)
OWBA: Older Workers Benefit Protection Act (1990)	33	(1)
Patriot Act (2001)	33	(1)
Pregnancy Discrimination Act (1978)	33	(1)
Rehabilitation Act (1973 and 1998)	34	(1)
Sarbanes-Oxley Act (2002)	34	(1)
Title VII of the Civil Rights Act (1964)	35	(1)
WARN: Worker Adjustment and Retraining Notification Act (1988)	35	(1)
Sexual Harassment: Keep Your Workplace Free of It	35	(3)
Spread the word	36	(1)
Create a reporting process	37	(1)
Treat all complaints about sexual harassment seriously	38	(1)
Take decisive action	38	(1)
Document every complaint	38	(1)
International Expansion: Stranger in a Strange Land	38	(1)
Forms on the CD	39	(2)
Part II: The Right People in the Right Places	41	(120)
Building a Staffing Strategy	43	(8)
Breaking Out of a Hiring Rut	43	(2)
Grasping the Big Picture	45	(2)
Consider a mix of resources	46	(1)
Reassess goals annually	47	(1)
Finding New Employees	47	(4)
Inner peace: Filling jobs from within the organization	47	(2)
New horizons: Looking for staff outside the company	49	(1)
Outsourcing: The role of HR	49	(2)
Smart Start to Hiring: Kicking Off the Hiring Process	51	(14)
The Costs of a Bad Hire	51	(1)
Hiring: Think ``Strategy''	52	(1)
Building Competency Models	53	(2)
The ABCs of Job Descriptions	55	(5)
Sample job description	56	(1)
Look ahead, not behind	57	(1)
Don't confuse tasks with requirements and qualifications	57	(1)
Set priorities	58	(1)
Don't box yourself into a corner	58	(1)
Don't forget soft skills	58	(1)
Make sure that the job is doable	59	(1)
Be specific	59	(1)
Set a salary range	60	(1)
What's in a Job Title?	60	(1)
Employee Classification: Yes, It Matters	61	(2)
Full-time employees	61	(1)
Regular part-time employees	61	(1)
Temporary workers and contract employees	61	(1)
Independent contractors	62	(1)
Leased workers	63	(1)
A Final Note	63	(1)
Forms on the CD	63	(2)
Resourceful Recruiting	65	(22)
Recruiting: The Big Picture	65	(1)
Getting Started	66	(2)
Inside Story: Recruiting from Within	68	(3)
Creating a successful internal hiring process	68	(1)
Developing an employee skills inventory	69	(2)
Writing a Good Job Ad	71	(2)
The Internet: Powerful, but Be Careful	73	(4)
A miraculous tool, but there's no free lunch	73	(2)
Quality in, quality out	75	(1)
You're only as good as your Web site	76	(1)
Classified Ads Remain a Factor	77	(1)
Using Recruiters	78	(3)
Who does what?	78	(1)
Should you use recruiters?	79	(1)
Finding the ``right'' recruiter	80	(1)
Back to School: Recruiting on Campus	81	(1)
Other Recruiting Sources Worth a Look	82	(4)
All in the family: Employee referrals	82	(1)
Job fairs	83	(1)
Open houses: Our house is your house	84	(1)
Professional associations and unions	85	(1)
Direct applications (walk-ins)	85	(1)
Government employment services	86	(1)
Forms on the CD	86	(1)
Narrowing Down the Field	87	(16)
Job Applications: Are They Obsolete?	87	(4)
Setting up the application	88	(2)
Using the application as an evaluation tool	90	(1)
Setting Up a System for Evaluating Candidates	91	(2)
Resume Roulette: Reading Behind the Lines	93	(3)
Mastering the basics	93	(1)
Reading between the lines	94	(1)
Watching Out for red flags	94	(2)
Testing: Knowing What Works and What's Legal	96	(6)
Finding the right test for your situation	97	(4)
Staying out of test trouble	101	(1)
Phone Interviews: Narrowing Your List Further	102	(1)
Forms on the CD	102	(1)
One on One: Getting the Most Out of Interviewing	103	(18)
Interviewing: The Basics	104	(1)
The Five Deadly Sins of Job Interviewing	105	(1)
Setting the Stage	106	(1)
The Introduction: Warming Up	107	(1)
Q & A: Mastering the Art	108	(4)
Have a focus	108	(1)
Make every question count	108	(1)
Pay attention	109	(1)
Don't hesitate to probe	109	(1)
Give candidates ample time to respond	109	(1)
Suspend judgments	110	(1)
Take notes	110	(1)
Vary the style of questions	110	(2)
A Crash Course in Nondiscriminatory Questioning	112	(3)
National origin	113	(1)
Citizenship status	113	(1)
Address	114	(1)
Age	114	(1)
Family status	114	(1)
Religion	114	(1)
Health and physical condition	115	(1)
Name	115	(1)
Language	115	(1)
Fifteen Solid Questions to Ask and How to Interpret the Answers	115	(4)
End Game: Closing on the Right Note	119	(1)
Forms on the CD	120	(1)
The Home Stretch: Making the Final Decision	121	(22)
Coming to Grips with the Decision-Making Process	122	(1)
Utilizing the ``Tools'' of the Trade	123	(2)
Selecting Your Candidate: You Need a ``System''	125	(5)
Setting up your own protocol	126	(2)
Factoring in the intangibles	128	(2)
Hiring Right	130	(1)
Getting a Broader View	131	(3)
Checking hard-to-check references	132	(1)
Using your own network for checking	133	(1)
Online reference checking: Proceed with caution	133	(1)
Discovering the Truth about Background Checks	134	(3)
To do or not to do? That is the question!	136	(1)
So what's the bottom line?	137	(1)
Making Offers They Can't Refuse	137	(5)
Don't delay	137	(1)
Put your offer on the table	137	(1)
Set a deadline	138	(1)
Stay connected	138	(1)
Know how to negotiate salary	138	(2)
Know when to draw the line	140	(1)
Clarify acceptance details	140	(1)
Stay in touch	141	(1)
Forms on the CD	142	(1)
Starting Off on the Right Foot	143	(18)
Onboarding: Going Beyond Orientation	144	(1)
Three Unproductive Approaches	145	(1)
Osmosis	145	(1)
``Just follow Joe around''	145	(1)
Watch the video	146	(1)
Doing It Right: A Little Empathy Goes a Long Way	146	(1)
The First Day: Ease Anxieties	147	(1)
The First Week: Discover More about the Company and the Job	148	(5)
Provide the rules of the road	148	(1)
Keep orientation practical	149	(1)
Involve senior management	149	(1)
Hold large-group sessions in a suitable location	150	(1)
Make group presentations user-friendly	150	(1)
Provide an orientation agenda	151	(1)
Space things out	151	(1)
Give a clear sense of tasks and set concrete goals	151	(2)
Second Week and Beyond	153	(4)
Develop a checklist	153	(1)
Ensure goals continue to cascade	153	(1)
Don't let your message die	154	(1)
Use mentoring to build a solid foundation	154	(2)
Feedback: How good is your program?	156	(1)
Policy and Procedures Manual: Yes, You Need One	157	(3)
Paying attention to presentation	158	(1)
Knowing what to include	159	(1)
Playing it safe	160	(1)
Forms on the CD	160	(1)
Part III: Retention: Critical in Any Business Environment	161	(94)
Ensuring an Effective Compensation Structure	163	(22)
Defining Your Role	163	(1)
Compensation and Benefits: Nothing Is Simple	164	(1)
The Basic Language of Employee Compensation	165	(1)
The Foundation for an Effective Compensation System	166	(9)
Getting a compensation philosophy	167	(1)
Setting pay levels in your organization	168	(3)
Accounting for individuals	171	(1)
Thinking about wage plans	172	(3)
Exempt and Nonexempt: Why the Distinction Matters	175	(3)
Who's exempt and why?	176	(1)
The bottom line on overtime	177	(1)
Other legal considerations	177	(1)
What You Need to Know about Raises, Bonuses, and Incentives	178	(5)
Pay raises	179	(1)
Bonuses	179	(1)
Incentives	180	(2)
What's fair versus what works?	182	(1)
Communicate Your Policies	183	(2)
Creating the Right Benefits Package	185	(22)
What's a Benefit Anyway?	186	(1)
Key Trends in Benefits Management	186	(1)
The Basics of Benefits Coverage	187	(3)
Social Security and Medicare	187	(1)
Unemployment insurance	188	(1)
Workers' compensation	189	(1)
A Healthy Approach to Insurance	190	(4)
A bird's eye view of the options	190	(1)
Weighing the options	191	(1)
Rising costs: Staying ahead of the game	192	(2)
Retirement Plans	194	(3)
Defined-benefit pension plans	194	(1)
401(k) plans: Pros and cons	195	(1)
Unfunded plans	195	(1)
ERISA and other legal issues	196	(1)
The Rest of the Benefits Smorgasbord	197	(5)
Dental insurance	197	(1)
Vision care	198	(1)
Family assistance	198	(1)
Time off	199	(1)
Leaves of absence	200	(1)
Sick days	201	(1)
Setting Up an Employee Assistance Program	202	(2)
Five Ways to Make Your Life Easier	204	(2)
Forms on the CD	206	(1)
Creating an Employee-Friendly Work Environment	207	(18)
A People-Oriented Workplace: What Matters Most	207	(5)
Employee well-being as a core value	208	(1)
A reasonable commitment to job security	208	(1)
People-friendly facilities	209	(1)
Sensitivity to work-life balance issues	209	(1)
A high degree of employee autonomy	210	(1)
Open communication	210	(1)
A sense of belonging	211	(1)
Goodbye, 9 to 5: Alternate Work Arrangements	212	(4)
Options for alternate work arrangements	213	(1)
Making alternate arrangements work	214	(1)
Consider phased retirement options	215	(1)
Pay attention to legal implications	215	(1)
Get managerial buy-in	216	(1)
Telecommuting: The Adult Version of Homework	216	(4)
Identifying prime candidates for telecommuting	217	(2)
Setting up an agreement	219	(1)
Avoiding Burnout	220	(2)
Be sensitive to extended periods of excessive workload	221	(1)
Give employees more day-to-day job autonomy	221	(1)
Provide help	222	(1)
Employee Surveys: Keeping Tabs on Company Morale	222	(1)
Exit interviews	223	(1)
Forms on the CD	223	(2)
Getting Permanent Benefit from Interim Staffing	225	(12)
Tapping the Growing Ranks of Project Workers	226	(1)
Weighing the Pros and Cons	227	(1)
Knowing When to Begin	228	(1)
Finding the Right Staffing Source	229	(2)
Checking things out	230	(1)
Asking the staffing manager to visit your business	231	(1)
Getting the Most Out of Project Professionals	231	(4)
Provide evaluations at the end	234	(1)
Avoiding Legal Hassles	235	(2)
Equal coverage	235	(1)
Workplace injuries	236	(1)
Training and Development	237	(18)
Organizational Development Never Stops	237	(1)
The Changing Face of Training and Development	238	(2)
Creating the Right Environment for Training	240	(1)
Assessing Your Training Needs: Where It All Starts	240	(4)
Assessing your training needs	241	(2)
Tying training needs to strategic goals	243	(1)
Deciding whether to train or not to train	243	(1)
Evaluating Training Options	244	(3)
In-house classroom training	245	(1)
Public seminars	245	(1)
Executive education seminars	245	(1)
E-learning: Its growing influence	246	(1)
Making E-Learning Work	247	(2)
Mentoring as a Training Tool	249	(1)
Deciding on a Training Program	250	(3)
Receptivity level of students	250	(1)
Applicability of subject matter	250	(2)
The overall learning experience	252	(1)
Quality of instructor	252	(1)
Reinforcement of class concepts	252	(1)
But Is It Working? Measuring Results	253	(2)
Part IV: Keeping Things Together: Monitoring Ongoing Performance	255	(56)
Assessing Employee Performance	257	(20)
Reaping the Benefits of Performance Appraisals	258	(1)
Deciding on a Performance Appraisal System	259	(8)
Goal-setting, or management by objectives (MBO)	260	(1)
Essay appraisals	261	(1)
Critical incidents reporting	262	(1)
Job rating checklist	263	(1)
Behaviorally anchored rating scale (BARS)	263	(1)
Forced choice	264	(1)
Ranking methods	265	(1)
Multi-rater assessments	266	(1)
Launching an Appraisal Program in Your Company	267	(3)
Enlist the support of senior management	267	(1)
Give employees a say in establishing performance criteria	267	(1)
Choose performance measures with care	268	(1)
Develop a fair and practical tracking mechanism	268	(1)
Devise a workable evaluation method	269	(1)
Keep it simple	269	(1)
Develop a communication game plan	270	(1)
Getting the Most Out of the Performance Appraisal Meeting	270	(4)
Preparing for the meeting	271	(1)
Conducting the session	272	(1)
Giving constructive feedback	272	(1)
Preparing for a negative reaction	273	(1)
Choosing areas for further development	274	(1)
Appraisal Followup Is Ongoing	274	(2)
Forms on the CD	276	(1)
Encouraging Extraordinary Performance	277	(14)
People: Your Most Important Competitive Strength	278	(1)
Making the Case for Employee Empowerment	279	(4)
Recognizing that it's a process, not a flavor of the month	280	(1)
Creating a safe-to-fail environment	280	(1)
Providing training and support	281	(1)
Sharing information: Communication as a strategy	282	(1)
Rewarding initiative	282	(1)
Putting Team Power to Work	283	(4)
Task appropriateness	284	(1)
Shared vision	284	(1)
Strategic focus	285	(1)
Role clarity	285	(1)
Individual motivation	285	(1)
Conflict resolution	286	(1)
Appropriate reward mechanisms	286	(1)
No organizational barriers	286	(1)
Developing Employee Recognition Programs	287	(4)
Handling Difficult Situations	291	(20)
Establishing an Ethical Culture	292	(1)
Fleshing Out the Meaning of At-Will Employment	292	(1)
Staying Out of Court	293	(1)
Developing Disciplinary Procedures	294	(3)
Defusing Grievances	297	(1)
Settling Disputes	298	(1)
Firing Employees Is Never Easy	299	(3)
Delivering the news	301	(1)
Post-termination protocol	301	(1)
A waiver of rights	302	(1)
Easing the Trauma of Layoffs	302	(5)
View layoffs as a last resort	304	(1)
Know the law	304	(1)
Think through the criteria	305	(1)
Ease the burden	305	(1)
Hire outplacement specialists	305	(1)
Take advantage of staffing services	306	(1)
Address the concerns of those who remain	306	(1)
Reduce the need for layoffs	307	(1)
Dealing with Workplace Violence	307	(3)
Forms on the CD	310	(1)
Part V: The Part of Tens	311	(28)
Ten Keys to HR Success in the Future	313	(6)
Adopt a Strategic Approach to Staffing	313	(1)
Be Aggressive and Resourceful in Recruiting	314	(1)
Seek to Create a Healthy Culture	314	(1)
Get the Most Out of Contingent Staffing	315	(1)
Take a Proactive Approach to Regulatory Compliance	315	(1)
Make Work/Family Balance a Priority	315	(1)
Keep Pace with Changing Demographics	316	(1)
Play It Safe When It Comes to HR Technology	317	(1)
View Training as an Ongoing Investment	317	(1)
Handle Discipline and Dismissal Carefully	318	(1)
Ten Ways to Become an HR Strategist	319	(6)
Develop a Business Orientation to HR Initiatives	320	(1)
Position Initiatives as Bottom-Line Benefits	320	(1)
Develop a Marketing Mind-Set	320	(1)
Share Your Expertise	321	(1)
Serve as the Model	321	(1)
Stay on the Leading Edge	321	(1)
Develop Your Communication Skills	322	(1)
Avoid the Flavor of the Month Pitfall	322	(1)
Choose Consultants with Care	323	(1)
Be Sensitive to the Needs and Agendas of Line Managers	323	(2)
Ten HR-Related Web Sites Worth Exploring	325	(6)
U.S. Equal Employment Opportunity Commission (EEOC)	325	(1)
Occupational Safety & Health Administration (OSHA)	326	(1)
The ELAWS Advisor	326	(1)
Americans with Disabilities Act (ADA) Document Center	326	(1)
Bureau of Labor Statistics (BLS)	327	(1)
State Department Travel	327	(1)
Society for Human Resource Management (SHRM)	327	(1)
Worldat Work	328	(1)
American Society for Training & Development (ASTD)	328	(1)
Workforce Online	329	(2)
Ten HR-Related Associations You Should Know About	331	(4)
Benefits	331	(1)
Compensation	332	(1)
Contingent Workers	332	(1)
Employee Assistance Programs	332	(1)
Equal Employment Opportunity	333	(1)
General HR Management	333	(1)
Information Technology	334	(1)
Training and Workforce Development	334	(1)
The Ten Most Important HR-Related Laws	335	(4)
Age Discrimination in Employment Act (ADEA)	335	(1)
Americans with Disabilities Act (ADA)	336	(1)
Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA)	336	(1)
Employee Retirement Income Security Act (ERISA)	336	(1)
Equal Pay Act	336	(1)
Fair Labor Standards Act (FLSA)	336	(1)
Family and Medical Leave Act (FMLA)	337	(1)
Federal Unemployment Tax Act (FUTA)	337	(1)
IRCA: Immigration Reform and Control Act (1986, 1990, and 1996)	337	(1)
Title VII of the Civil Rights Act	337	(2)
Appendix: About the CD	339	(8)
System Requirements	339	(1)
Using the CD with Windows and Mac	340	(1)
What's on the CD	340	(5)
Adobe Reader, from Adobe	341	(1)
The documents on the CD	341	(4)
Troubleshooting	345	(2)
Index	347