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  • Writer's pictureSusan Wakelin

A Complete Guide to HR Procedures

From Recruitment to Exit Interview



Effective HR policies and procedures are the backbone of any successful organisation. They provide a structured approach to managing employees, ensuring compliance with legal requirements, and fostering a positive workplace culture.


This comprehensive guide walks you through the key HR procedures from recruitment to exit interviews, helping you build a robust HR framework that supports your business goals.



Recruitment and Selection

Finding the Right Talent


The recruitment process is the first step in building a strong team. Clear, well-defined policies help attract and select the best candidates for your organisation.


  1. Job Analysis and Description: Start by creating detailed job descriptions that outline the responsibilities, qualifications, and expectations for each role. This clarity helps attract candidates who are a good fit for the position.

  2. Advertising the Position: Use various platforms to advertise job openings, ensuring a wide reach. Highlight your company’s unique selling points to attract top talent.

  3. Screening and Shortlisting: Develop a standardised screening process to evaluate applications and shortlist candidates based on predefined criteria.

  4. Interviews and Assessments: Conduct structured interviews and assessments to gauge the candidates’ skills, experience, and cultural fit. Use a consistent evaluation process to ensure fairness and objectivity.

  5. Offer and Onboarding: Once a candidate is selected, extend a formal offer and outline the onboarding process. A smooth onboarding experience helps new employees integrate quickly and effectively.





Onboarding and Orientation

Welcoming New Employees

A comprehensive onboarding process is crucial for new hires to feel welcomed and prepared for their new roles.


  1. Pre-boarding Preparation: Provide new hires with essential information and documents before their start date. This includes company policies, an employee handbook, and any necessary forms.

  2. Orientation Program: Organise an orientation program to introduce new employees to the company’s culture, values, and procedures. This program should also include a tour of the workplace and introductions to key team members.

  3. Training and Development: Provide initial training to equip new hires with the knowledge and skills needed for their roles. Outline ongoing development opportunities to support their career growth.

  4. Mentoring and Support: Assign a mentor or buddy to help new employees navigate their first few weeks. Regular check-ins can address any concerns and ensure a smooth transition.


Performance Management

Maximising Employee Potential

Effective performance management policies help align individual performance with organisational goals, fostering growth and productivity.


  1. Setting Expectations: Clearly define performance expectations and goals for each role. Regularly communicate these expectations to ensure employees understand their responsibilities.

  2. Continuous Feedback: Implement a system for providing continuous feedback. Regular check-ins and performance discussions help identify areas of improvement and recognise achievements.

  3. Performance Reviews: Conduct formal performance reviews at least annually. Use these reviews to evaluate progress, set new goals, and discuss career development plans.

  4. Addressing Performance Issues: Develop a structured approach for managing underperformance. This should include identifying the root causes, providing support, and outlining steps for improvement.





Leave and Absence Management

Balancing Employee Needs and Business Continuity

Managing leave and absences effectively is essential for maintaining productivity and employee satisfaction.


  1. Types of Leave: Clearly define the different types of leave available, including annual leave, sick leave, parental leave, and unpaid leave. Outline the eligibility criteria and procedures for each type.

  2. Leave Requests and Approval: Establish a standardised process for requesting and approving leave. Ensure this process is transparent and accessible to all employees.

  3. Tracking and Recording: Implement a system for tracking and recording leave to ensure accurate record-keeping and compliance with legal requirements.

  4. Managing Absenteeism: Develop strategies to manage and reduce absenteeism. This includes monitoring attendance patterns, providing support for underlying issues, and fostering a positive work environment.


Exit Interviews

Learning and Improving from Departures

Exit interviews provide valuable insights into employee experiences and can help improve your HR practices.


  1. Structured Process: Develop a structured process for conducting exit interviews. This should include a standardised questionnaire to ensure consistency.

  2. Confidentiality and Openness: Create an environment where departing employees feel comfortable sharing honest feedback. Assure them of confidentiality to encourage openness.

  3. Gathering Insights: Use exit interviews to gather insights into the reasons for departure, areas of satisfaction, and areas needing improvement. Analyse these insights to identify trends and address underlying issues.

  4. Implementing Changes: Act on the feedback received from exit interviews to make necessary changes in your HR policies and practices. This continuous improvement helps retain top talent and enhance employee satisfaction.



Are you looking to enhance your HR policies and procedures in Kent?


Swan HR Consultancy is here to help. Our expert team specialises in creating customised HR policies & procedures that meet your unique needs. From recruitment to exit interviews, we provide comprehensive support to ensure your business thrives.



Empower your workforce and achieve operational excellence with Swan HR Consultancy. Get in touch with us now to get started!

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