Any serious employer should maintain a record of his/her employees. At the very least, it is a way of documenting your employee’s relationship with your company or business. But that’s not the only reason you should keep a personnel file for everyone working for you. Others include;
It Prevents Litigation
Litigation isn’t good for business. Even then, terminating your employee can lead to a legal suit. If this happens, a personnel file for the specific employee will come in handy when trying to justify your company’s action. It is for this reason that you should maintain an employee’s records at least one year after termination as in can be invaluable for preventing a malicious suit. Don’t forget to document why the employee got fired in the first place.
It Ensures Competency
Competency from your employees is a must, irrespective of your company’s line of business. It, therefore, makes perfect sense to train and educate your workers on their specific duties before allowing them to work independently. That way, you’ll prevent injuries and mistakes. With a proper employee’s record, it is easy to know who’s working where and what their assigned duties are. It also allows you to gauge performance and the overall output of your team.
It Prevents Disputes
Employee’s records are a great way of preventing disputes with your workers. Even the most basic Human Resource software package can allow you to maintain accurate records for your worker regarding attendance and punctuality. It also enables you to sort out other things such as pay agreements and holiday entitlements.
It Makes Tracking of Former Employees Easy
Other than helping you make deals with your current team fast, a good employee database also allows you to access records of your former employees. That way, you can gauge your company’s job retention rate and work to improving. Plus, with your previous employee’s records, it means that you can get in touch with them quickly if you want to clarify anything.
It Makes Rewarding Employees Easier
An up-to-date employee database gives you a comprehensive overview of your team and their time at your company. By extension, this enables you to know who to promote when an opportunity arises. In other words, it helps make promotion unbiased. On top of that, it makes it easy to know which employee is working hard to make career progression by going to school and so on.
…don’t forget to make ID cards for your employees
Even as you seek to maintain a good employee’s database, it is essential that you make ID cards for each one of them. Job ID badges will among other things ensure that your workers report to work on time and only the right employees get access to your business’s building. Think of it as a security measure and a way to improve efficiency. On that note, you can view a collection of job ID cards at EasyIDCard! Be sure to pick one whose design is in line with your business needs and make an order while you’re at it.