New hire paperwork chased by hand
The same forms, chased one person at a time.
Each new hire needs a set of forms, and somebody chases them one by one.
Not every business has this problem, and some should leave it alone.
Most of these can be handled better. Whether it's worth doing is a separate question. What follows is one common form of the problem, described in general terms, because your version will differ. These are possible challenges, not a description of your business, and some should be left exactly as they are. If it sounds like your week, that's worth a conversation.
Sound familiar?
- A new hire starts before their paperwork is finished.
- Nobody is sure which forms are still missing.
- The checklist is in one person's head.
- Copies of documents end up in inboxes.
What it looks like
Somebody new starts. They need a set of forms that depends on the role and the rules that apply: often personal details, emergency contacts, and signed policies, among others. Somebody sends them out, waits, reminds, collects, and files.
For one hire it is manageable. With several starting at once, or in a busy season, it is easy to lose track.
What it costs
Missing forms are found late. Sometimes at the first payroll, sometimes much later.
Personal documents are scattered. Copies sit in inboxes and on desks.
The first week is admin. The new person and the office spend time on paperwork that could have been done before they started.
Where it goes wrong
- There is no written checklist. What each hire needs is remembered.
- Forms go out one at a time. And come back the same way.
- Nothing shows what is missing. The office has to check each file.
- Sensitive copies live in email. Where they are hard to secure and easy to lose.
What a better version looks like
Each hire gets a checklist for their role, set with advice where the rules require it, and sent before their first day. A list shows each person and what is still outstanding. Documents come back to one secure place, not inboxes. Reminders go out on a schedule, and a person follows up on anything still missing.
What still needs a person
A person decides what the business needs from each hire, with advice where the rules require it. A person welcomes the new hire and handles anything unusual.
Questions worth asking about your own operation
- What does every new hire need to complete?
- Where is that list written down?
- How would you know which forms are still missing?
- Where do copies of personal documents end up?
If this sounds familiar
Bring me the version you actually have. I'll learn how the process really works before I suggest anything. If it isn't worth changing, or isn't a fit for me, I'll say so. Talk through a problem