If you are responsible for the HR functions of a construction business, managing it all is a constant juggle of your time. Construction pay and benefit policies are complex. Government and union contracts can be difficult to accommodate, and handling certified payroll reporting requirements each day, quarter, and year can be overwhelming, especially if you’re a one-person department.

How are companies managing these requirements and still finding time to strategize innovative ways for the function to contribute to the overall success of the business? How can you streamline your access to information and internal processes to be sure you’re compliant with all relevant laws and regulations? The best way is to identify at least one reliable source of information for each of the six primary functions of HR: hiring, discipline, termination, recordkeeping and retention, administering policies and procedures, and legal updates.

1. Hiring: 

Hiring is HR’s greatest value to the company. If you can successfully attract construction experts in the positions you need, you’ll spend less time dealing with discipline and termination.

Think: Hire smart, fire less. Carefully targeted and structured interviews are key. You should have a set of specific questions for every position. State chamber of commerce and government websites offer credible, free resources for tried-and-true best practices for conducting patterned interviews and other hiring tools.

HR software will help you to stay organized throughout the hiring process while getting the right information in front of the best qualified candidates. You can easily update postings, send automatic email responses, and make onboarding seamless for new hires.

2. and 3. Discipline and termination: 

Templatizing HR correspondences is a time-saving best practice for a construction business. Having ready-to-use documentation in advance gives you the opportunity to cover all the bases and your process complies with all applicable laws, regulations, and with union contracts in mind. If you are using HR software, you can build your own forms, get real-time monitoring and control for every form at every stage, and set goals and perform appraisals to ensure this function is always carried out correctly.

4. Record keep and retention: 

It is critical that you know and follow all local, state, federal, and union contract requirements for recordkeeping and retention. Almost all HR records must be kept at least three years, but many must be kept longer. Employees may work at different sites on certain days, and do various jobs that pay different rates. It’s important to create a system that makes the complex simple by configuring appropriate regulations for any situation.
Government websites and local business associations are good sources for this information but digitizing these tasks can quickly streamline the answers to these questions. By employing HR management software that automates record keeping and information security, you won’t have to rely on your memory or manual processes to remain compliant or accurate.

5. Administering policies and procedures:

When it comes to administering policies and ensuring procedures are followed, the simple rule of thumb is to review them regularly and enforce them in a way that’s fair, equitable and consistent. It’s important to regularly revisit your policies and procedures to make sure you aren’t creating legal obligations for the organization that might come back later to haunt you.
Safety procedures are a paramount consideration at any worksite. All construction companies must have comprehensive safety plans in place, including regular training for all workers and clear protocols to follow in the event of injuries. Ensure that safety information is understood by all workers. The OSHA website offers resources specific to the construction industry to offer guidance on regulation, compliance, outreach efforts for safety initiatives, and other key resources to keep you up-to-date.

6. Legal and regulatory updates: 

In addition to the safety regulations, many construction companies are subject to the Affordable Care Act (ACA) and other labor laws. These laws change and expand often, like the ACA did in 2016. Most government sources and HR-focused law firms offer blogs and send out email alerts when regulations change or court decisions impact labor and employment laws. You want to get alerts whenever something changes.

Check your local HR association or chamber of commerce for the best sources and sign up. Add any useful blogs to your Internet bookmarks and set up a folder to collect any email alerts that come in. That way, when you’re ready to check for changes, everything will already be in one place for you to review.

Intelligent software can help with this as well. Regulation changes are dispatched through the software and available when you download the update. The new rules are applied to your system so there’s no lapse in coverage.

Where to find additional HR resources:

• www.dol.gov
• www.eeoc.gov
• www.uscis.gov
• www.nlrb.gov, and other government websites
• State Chambers of Commerce
• HR Consultants
• Industry and professional associations and HR industry events
• Law firm blogs, websites, and newsletters

Smarter technology as the solution

You can’t prepare for everything, but if you follow the steps outlined in this article, you’ll have a good shot at handling most of what comes your way as a one-person HR department. To keep sane and stay on top of everything the job will throw at you, consider how smarter technology like cloud-based software can address the barriers to these functions.

Learn more about how Sage HR Management Solutions can help keep your construction business compliant.

Visit the Sage HRMS homepage today!