Simple Steps to Spring Clean Your HR

Spring is Here!

After months of snow, grey skies, and frigid temperatures, we’re ready to welcome spring. It’s the perfect time to declutter and let some fresh air into your home. As you put away your winter coat, you may be motivated to clean household items that get overlooked throughout the year, such as window coverings, the fridge, and furnace filters. It’s no different in the workplace, where it can be easy to get caught up in day-to-day tasks and lose sight of long-term projects that need attention. 

Cluttered Desk, Cluttered Mind?

Albert Einstein once said, “If a cluttered desk is a sign of a cluttered mind, of what, then, is an empty desk a sign?” His question inspired researchers – decades later – to look into how our physical environments can impact our behaviour. 

One survey shows employees waste a significant amount of time dealing with challenges related to working with clutter. Other research reveals clutter can significantly influence our cognition and emotions, with the potential to make us feel stressed, anxious, or depressed.  

Just as you can regularly tidy your workspace to keep clutter – and stress – at bay, you can regularly organize your HR policies, processes, and files to improve productivity and keep the department running as smoothly as possible.  

Spring Cleaning Checklist 

Spring is the season of new beginnings, and a new year often comes with new rules. Compliance is ever-changing, so it’s important to stay organized and give your team an opportunity to stay on top of best practices. Spring cleaning your HR can also lead to better order in the workplace.  

Here are four tasks to tackle this spring: 

• Clean Out Old Files: While reviewing employee records, purge any that no longer belong with current files and place them in another secured storage location. Ensure your employee file management system is current and working. Also check that employee files contain signed employment agreements, signed policy acknowledgement forms, current payroll, benefits, and emergency contact information, as well as performance appraisals, promotion letters and any applicable disciplinary letters. If you haven’t converted paper files to digital ones, consider collecting and storing data electronically. This can help declutter your office space, making it easier to organize and find information. Whether you’re purging digital or paper files, ensure you’re taking precautions by disposing of the data securely and appropriately. 

• Audit Your Benefits: Carrying out annual employee benefit plan audits can help your organization gain valuable insights into the effectiveness of the program. Employers that offer comprehensive employee benefit plans are more successful at attracting and retaining talent in a tight job market.  Consider ‘spring cleaning’ your benefits by carrying out an internal audit. Ensure all employees who are supposed to be receiving benefits are getting them, that benefits are matched with providers and pricing, and that the correct amount is being deducted from each employee’s pay.  

• Update Your Employee Handbooks: Revisit and update the policies and practices in your employee handbook, especially if they haven’t been updated in over a year. Regulations change often, and your handbook should reflect the most recent changes in the law. Employers striving to improve and build diversity in the workplace should also consider inclusive language, which can help foster a space where employees can strengthen their connection to the organization’s purpose. 

• Review Health and Safety: Involve your occupational health and safety committee or representative to continue to consider COVID-19 and other risks in your workplace setting. Update the names and contact information for members of the committee. Ensure workplace inspections and training records are up-to-date. Review and update your health and safety program and ensure all employees have completed any training related to health and safety awareness. 

It’s the Small Things 

When was the last time you updated those family photos on your desk, wiped down your computer screen and keyboard, or digitally decluttered your inbox? Even the smallest changes can make a workspace more effective and enjoyable. 

When it comes to your own personal workstation, a little spruce up can go a long way when it comes to mood and productivity. This could even inspire your colleagues to jump on the springcleaning bandwagon and feel inspired about tackling big picture projects that will bring more order to your department. 

Spring cleaning your HR doesn’t have to be a daunting task. Please contact us so we can work together to create solutions that work best for you and your organization. 

Suggested Reading 

The Most Essential Employee Handbook Updates to Make This Year

How to Organize Personnel Files (Plus Who Uses Them)

The Case for Finally Cleaning Your Desk

Additional Resources

Government of Canada: How Businesses and Employees Can Stay Safe While Operating During COVID-19

Bridging the Information Worker Productivity Gap: New Challenges and Opportunities for IT

Does Work Stress Lead to Office Clutter, and How? Mediating Influences of Emotional Exhaustion and Indecision