MIJA · HR & COACHING

How to organise HR management in an SME.

A clear process starts with a manageable overview. This checklist helps prepare the first conversation about your people processes.

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Hands filing documents in pink and cream folders on an oak table

A clear process starts with a manageable overview. This checklist helps prepare the first conversation about your people processes.

Organise personnel documentation

Map current processes: joining, contract changes, absences and leaving. Note where information is stored and who maintains it. Start with a process that produces frequent questions or duplicated work.

Coordinate onboarding and departures

Assign an owner, a backup and a review date to each step. A simple list of status and open questions is more useful than extra folders without clear responsibility.

Clarify responsibilities and deadlines

Review what works and where information is missing. Keep a record of changes and check that the team actually uses the new process in everyday work.

Note open questions and agree responsibilities in your next conversation. Do not include confidential personnel documents in an initial enquiry.

PRACTICAL GUIDE

Where to start?

Start with the process that generates the most repeated questions or duplicated work. In many SMEs, that is onboarding or absence recording. Getting one well-chosen process in order achieves more than trying to change everything at once.

Minimum personnel documentation

Signed employment contract and amendments.
Data for payroll and social insurance.
A copy of the work permit, where applicable.
Records of holidays, absences and hours, where required.
References, appraisals and relevant agreements.

Protecting personnel data

The Federal Data Protection Act (FADP/DSG), revised in 2023, requires personal data to be processed proportionately and securely. Limit access to those who need it, avoid sending personnel files by email and define how long you keep each type of document.

CLEAR ANSWERS

Frequently asked questions

How long must personnel documents be kept?

It depends on the type of document and the applicable regulations. Define retention periods by category and review them with your adviser if in doubt.

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