Human Resources Outsourcing

Overview

Situation: Contracted with an eighteen-year-old real estate company seeking general human resources (HR) assistance related to:

• Payroll
• Benefits
• General compliance
• Risk assessment
• Employee development
• Performance reviews
• Employee training
• Recruiting process
• Employee relations issues
• Employee engagement and culture initiatives
• Strategic leadership

Challenge

• No one person had true accountability for HR functions
• No clearly defined processes for HR functions
• Payroll process had many flaws, leading to confusion, frustration, and errors among all parties involved
• No consistent method for giving feedback led to performance issues not addressed and delays in employees receiving annual reviews
• Lack of clear organizational chart and career path options caused confusion about development opportunities
• Benefits program in existence, but expensive, confusing, and not enticing for employees
• No accountability, consistency, or process around recruiting  
• Basic compliance: incomplete employee files, missing labor posters and notices, contractor vs. employee classification

VIVO SOLUTION

• Collaborate with leadership team to assign accountability for HR functions
• Partner with accounting/finance function and leadership team to create and implement payroll process
• Complete RFP process to identify new HRIS partner that could provide integrated system for employee record management, payroll, timekeeping, benefits administration, performance management, and recruiting, and implement/rollout new HRIS to entire team
• Create new timeline and process for annual performance reviews to ensure all employees receive timely feedback 
• Develop forward-looking organizational chart and identify opportunities for employees to grow within the company
• Partner with insurance broker to identify new benefit programs that are less expensive and provide more options for employees
• Conduct RFP process for 401(k) plan and implement first-ever 401(k) plan for employees
• Implement consistent recruiting process, including job requisition, position description and posting, candidate screening, and candidate engagement
• Be a resource for employees who have questions or issues with team members or supervisors; mitigate low-level issues from escalating
• Help leaders to work through performance issues with team members, including identifying opportunities for improvement and coaching
• Implement consistent termination process, including gathering feedback through exit interviews to identify key culture and company issues
• Create team member award/recognition program, and regular team meetings to celebrate wins 
• Ensure compliance with HR laws 

RESULT

Over the past 18 months, we have transformed the HR function by building partnerships, developing and implementing processes, and driving accountability across the organization. Last year was primarily about creating structure and ensuring we have the right processes and systems in place, and this year our focus is on employee development and engagement and company culture. We’re in the process of rolling out a company-wide training and development program, working with an internal committee on community partnerships, and supporting another year of team awards and recognition.