March 29, 2019

Managing an Employee List

To most, Human Resources sounds like such a daunting task. Like any other role in the practice, it is a series of workflows that when broken down into their constituent parts are rather simple. These workflows begin and end just as the name suggests, with the resources in your practice that are humans. We encourage all of our clients to manage what we call an ‘Employee Master List’ which is a simple platform that keeps a core duty of Human Resources organized. Here’s how to use one:

  1. Create the spreadsheet. Preferably use a platform like GSuite Sheets; otherwise, software like Microsoft Office Excel will suffice.
  1. Rows are for employees and columns pertain to items, documents, or training per employee. Start by setting your spreadsheet up like this:
  2. Add another section for onboarding documents. These columns should include at least the following which should be in the same order as your ‘new hire packet’ (bonus points if you link a digital copy directly to the associated cell):
  3. Signed Employment Agreement
  4. Confidentially Agreement
  5. Employee Handbook Acknowledgment
  6. Employment Application
  7. Fair Competition and Confidentiality Agreement
  8. Copy of Driver’s License
  9. Copy of Social Security Card or Birth Certificate
  10. Void Check or Deposit Slip
  11. Immunization Records
  12. Emergency Contact Form
  13. W-4
  14. I-9
  15. Populate cells. As with all document or task-related cells, you should fill the cell with a date that this is achieved.
  16. On-boarding tasks. The next section of columns is related to tasks that you need to perform for each new hire. These would include items such as a tour of the office, create a timecard account, create a company email address, create an EMR account for the new user, etc….
  17. Training ladder. The last section is what we refer to as a ‘training ladder’ which is a series of training tasks that the employee needs to undergo. This ladder should always expand as you formalize specific workflows and tasks within your practice. These items should come in pairs – one column for sending a guide/workflow and another column for confirming that the employee has demonstrated understanding. An example would be:
  18. Phone Operation Guide
  19. Phone Operation Test
  20. Format. Now that your spreadsheet is set up, you should format it so that it’s easy to follow.
  21. Fill columns with colors based on the section
  22. ‘Freeze’ rows and columns so that they are easier to read when scrolling
  23. Include conditional formatting for empty cells and cells nearing expiration
  24. Add filters which may hide rows if the employee’s current position is ‘terminated’ or to quickly isolate Call Center staff on the list
  25. Auto-sort the list alphabetically or by position
  26. Create a reminder. Lastly, create a recurring reminder to review this document periodically. Until the Employee Master List is predominantly completed, it would be good to check the spreadsheet frequently.

This guide will create an organized approach to managing one of the core duties of Human Resources. If you add columns regularly, this platform will evolve as the practice does. Some of our clients have 30 columns whereas some have 300 or more. You should start using this tool immediately to confirm that you have all the documents you assume you have in your employee’s files. Empty your file cabinets of employee files and migrate to a modern and mobile document management system.

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