Five practical tips to keep your HR obligations organised
Being an employer is becoming increasingly challenging and ever-changing: new and complex legislation, growing administrative requirements, and employees with evolving expectations in a tight labour market. For small employers without a dedicated or only limited HR team, it can be difficult to keep track of everything that needs to be arranged in the area of personnel management.
Good employment practices are not a choice but a necessity. How do you keep an overview of all the rules, rights and obligations?
The reality for small employers
In many small organisations, HR is something that’s done “on the side”. The owner or manager, in addition to their daily business operations, is also responsible for everything related to personnel: recruiting employees, drafting employment contracts, developing policies, managing absenteeism, and organising employee participation.
Keeping up with and correctly implementing all the rules and obligations related to employment takes time and expertise. Yet it is essential, not only to avoid fines or legal risks, but also to remain attractive as an employer. Employees expect professionalism, clear agreements, and genuine attention to their well-being and development.
Use the practical tips below to manage your employer obligations.
Practical tips to stay organised
1. Start with a scan
- Identify which obligations apply to your organisation and whether these are being met. Consider, for example:
- Do we comply with the administrative obligations related to payroll, tax and social security contributions?
- Are our employment contracts and related policies up to date?
- Do we comply with occupational health and safety regulations? For example, a contract with an occupational health service or company doctor, an absence policy, a current Risk Inventory & Evaluation (RI&E), emergency response arrangements and a prevention officer.
- Depending on the size of the organisation, is employee participation properly arranged, and do we have a whistleblower policy?
- Do we want to anticipate future legislation, such as the proposed Equal Pay Act and the expected requirement for employers with ten or more employees to appoint a confidential counsellor and implement a code of conduct?
- An HR or compliance scan helps you quickly identify which areas are already well organised and where further action may be needed.
2. Create an annual HR calendar
- List all recurring HR activities in a clear annual plan, such as:
- Performance and appraisal reviews
- Salary adjustments
- RI&E updates
- Review of employment contracts and related policies
- Team and employee meetings
- Meetings with the works council or staff representatives
- This helps you keep track of recurring HR tasks, prepare on time and ensure that important activities are not forgotten.
3. Ensure clear communication
- Record policies, procedures and agreements in plain, understandable language and actively share them with employees. Clear communication helps increase employee engagement and reduces the risk of misunderstandings or disputes.
- Communication does not have to be complicated: a shared HR folder, an internal newsletter or email, or a short update during a team meeting can be enough. Make sure employees know where to find information and who to contact with any questions.
4. Use digital tools
- There are many user-friendly HR tools designed specifically for smaller organisations. Consider systems for:
- Document management and personnel files
- Absence registration
- Contract management
- Digital signatures
- Digital support saves time, reduces errors, and gives you continuous insight into the current situation. Automation also makes it easier to meet legal record-keeping requirements.
5. Invest in knowledge and external support
- Stay informed about key developments. Ultimately, as an employer, you remain responsible for compliance and good employment practices. Useful sources include:
- Government - topic Work: current information on labour legislation, amendments, brochures and FAQs.
- UWV - Employers: practical information about incapacity for work, reintegration, and schemes that support the employment of specific target groups.
- Information for entrepreneurs: information and advice from the Chamber of Commerce, Tax Administration, RVO, CBS, UWV and other government agencies.
- Websites of trade unions and employer organisations for sector-specific rules, collective agreements and obligations.
- A modest investment in external HR or employment law support can be very worthwhile. An advisor can assist with conducting an HR scan, updating employment contracts and policies, developing new regulations, identifying risks and new legislation, and setting up employee participation.
In conclusion
Good employment practices require professionalism. By regularly assessing where your organisation stands, documenting key activities and agreements, and using available digital and external support, you maintain control and overview.
This not only improves efficiency but also strengthens your organisation’s reputation: structure and clarity create trust, engagement and satisfaction. A well-organised employer is attractive to both current and future employees.
Questions or need any help?
Feel free to contact Made Simple HR | Legal.
Also read my previous blogs about drafting terms of employment in easy-to-understand language, developing an effective absence policy and the success factors in the process of setting up a works council.