Why is HR outsourcing better than an outsourced accountant?

What does HR outsourcing include? How is the cost of HR outsourcing determined? How to switch to HR accounting outsourcing?

Business magazine "HeatherBeaver" and Anna Medvedeva welcome their readers! In this article we propose another interesting topic - personnel outsourcing.

HR outsourcing has recently become a very popular service and continues to gain popularity among commercial structures, since any enterprise has a staff and a personnel department. Many companies are seriously thinking about switching to this format of work.

Read the article, study the nuances and features of HR outsourcing. Perhaps this type of service will be the right and profitable solution for your organization.

Let's start!

• 2. What tasks can be outsourced to HR - an overview of the TOP 5 main functions of HR outsourcing

  Function 1. Hiring and dismissing employees

• Function 2. Development of employment contracts and job descriptions
• Function 3. Filling out work books
• Function 4. Drawing up staffing and vacation schedules
• Function 5. Development of internal work schedule rules

What is HR outsourcing and who needs it?

Outsourcing is the transfer of any functions of an enterprise to another company on a contractual basis. It is not difficult to guess that the area being transferred is not the main one for the enterprise. This allows you to concentrate internal resources on core activities.

HR outsourcing is the transfer of all the work of the HR department to a third party. That is, you will receive a so-called remote HR department.

Who might this be convenient for? First of all, managers of small and developing enterprises who cannot yet afford to maintain a full-fledged HR department.

In this case, the responsibilities of personnel officers are assigned to other specialists (for example, a secretary or accountant).

But this distribution of additional responsibilities has significant disadvantages:

• illiterate management of affairs, since they are not handled by a specialist;
• the employee’s demand for additional payment, which is completely fair;
• negligent attitude towards additional workload, which is natural - after all, the employee is focused on his direct responsibilities.

Outsourcing of HR administration is very relevant when you need to urgently and quickly recruit new employees. For example, workers for a new branch of production or for a construction site.

Another option for the direct benefit of HR outsourcing is for foreign companies that have recently been operating in the Russian market and have not yet delved into domestic labor legislation.

Pros and cons of HR outsourcing:

For other types of remote collaboration, read the publication “Outsourcing” on our website.

MAINTENANCE OF PERSONNEL RECORDS

Order in business is needed everywhere. Correct management of personnel records will save the company from problems with the law and make cooperation beneficial for both parties to the employment contract. If specialists are engaged in drawing up documents and performing the functions of an HR department inspector, then the company management will have no reason to worry.

Outsourcing HR administration has 5 important advantages:

• no need to expand staff;
• reduction of tax risks;
• guarantee of complete personnel security;
• cost reduction;
• the ability to focus on decisions that matter to the business.

Providing HR services in Moscow, we perform all the duties of a full-time employee. Transferring these functions to outsourcing eliminates problems with the preparation and storage of personnel documents in the event of illness or dismissal of a specialist.

Conducting personnel production in full involves:

• recruitment;
• maintaining and storing personal files of employees;
• creating a vacation schedule;
• preparation of time sheets;
• documenting the procedure for dismissing an employee from the enterprise;
• drawing up and storing all personnel orders.

We successfully cope with daily personnel tasks.

How to switch to HR outsourcing - 5 main steps

So, let's try to switch to a new format of work. The main thing is to act thoughtfully and systematically.

Stage 1. Assessing the current state of affairs of the company

It is better to do this not approximately, but as accurately as possible. That is, by drawing up something like a report, writing everything down in numbers, outlining all the pros and cons of the upcoming cooperation.

At the same time, be sure to calculate how much it will cost to maintain your own personnel officers on staff and how much you will have to pay third-party specialists.

This approach will help you answer the main question: will switching to outsourcing be worthwhile? And if so, which HR functions should be outsourced to professionals?

Stage 2. Selecting a contractor

Why should you take the choice of an outsourcing company very seriously?

In the field of HR outsourcing, it is very important to have:

• good experience;
• experience in solving non-standard situations;
• impeccable reputation.

We also advise you to pay attention to professional liability insurance - every reputable company has it. In addition, some firms work only with large organizations, and some only with small ones. The operating technology is different.

Stage 3. Formulating the terms of cooperation

When jointly developing a contract, you, as the customer, face the main task - to convey to the contractor an unambiguous understanding of the situation. To do this, you need to clearly formulate tasks and goals, ask clarifying questions and discuss counter questions.

The technical side of the issue is also formulated here - what methods, software, etc. will be used. If the partners’ methods and solutions turn out to be different from yours, listen to them.

To learn about the differences between staff leasing and HR outsourcing and how the cost of outsourcing services is determined, read the article “Personnel Outsourcing.”

Stage 4. Conclusion of an agreement

The outsourcing company will become aware of the personal data of employees and various information of your company that requires complete secrecy. Therefore, first of all, discuss and write down the terms of confidentiality.

Other important points:

• requirements for the qualifications and professional experience of the outsourcer’s personnel;
• deadlines for completion and delivery of work;
• procedure and terms of payment for services;
• responsibility for the quality of services.

Invite an independent lawyer to participate in the preparation and conclusion of the contract.

Stage 5. Organizing control over the outsourcer’s work

Usually one employee is enough to provide reporting to management.

The report consists of:

• analysis of the work of outsourcing specialists based on feedback from staff, managers and contractors;
• assessing the compliance of partners’ activities with planned indicators;
• joint discussion of intermediate results by all participants in the process.

Discuss any problems that arise with outsourcers. Because there are two reasons for them - either improper execution or incorrect planning.

For information on the specifics of outsourcing the maintenance of computers and servers, read the article “Outsourcing IT Services.”

Outsourcing of HR records on favorable terms - review of the TOP 5 service companies

The cost of HR outsourcing depends on several factors:

• tasks to be completed;
• scope of work;
• the level of qualifications of the specialists who will deal with your affairs;
• deadlines (extra-urgent work may be paid more);
• type of activity of the enterprise.

But in any case, the final price tag is drawn up individually for each customer when concluding a contract.

Now let’s make a short review of companies that you can contact if the need arises.

1)

The company has been successfully operating in the field of personnel outsourcing, business process outsourcing and consulting for 11 years. Only innovative methods are used here and only the best specialists work here, who constantly improve their professional level.

Their clients are organizations from completely different business areas.

Their goal is to save your time and budget.

Their area of ​​activity is all of Russia.

Thanks to the convenient service, work proceeds quickly and as efficiently as possible. All company liability is insured.

2)

Highly qualified specialists provide various legal and accounting services. The company guarantees the return of your money in case of failure to perform the service. The professional liability of all specialists is insured.

From the field of personnel records management you can order:

• full management of personnel records;
• setting up personnel records;
• personnel audit;
• drawing up internal labor regulations;
• drawing up staffing schedules.

More than 20,000 satisfied customers over the entire period of activity.

3)

The organization offers solutions to personnel issues of any complexity and urgency. You just need to leave a request on the website, and the manager will contact you to discuss all the nuances of the selected service.

You can also order outsourcing of logistics, production, cleaning and engineering personnel.

Full financial liability and legal integrity - the company is insured against all kinds of situations. Staff Energy operates in Moscow, has more than 15 regional branches and more than 50 regional recruiters.

4) Outsourcing

You are offered a large list of services included in the HR Records Management package. In addition to complete maintenance of all personnel documentation, you can also receive advice on the labor legislation of the Russian Federation.

The website provides calculations for different types of services:

• HR administration from scratch;
• restoration of personnel records;
• audit of personnel records management and accounting;
• various additional works.

The company guarantees confidentiality and perfect paperwork. Consultations by phone or in person.

5) Consulting

They provide comprehensive HR solutions. The company works with both small organizations and large enterprises, and can also prepare an organization for an audit or eliminate identified deficiencies after it.

You choose any of 4 types of cooperation:

• conducting personnel administration in the Coleman Services database;
• conducting personnel administration in your database;
• remote management of personnel records;
• implant specialist in your area.

There are other additional services, which can be found on the company’s website.

Outsourcing of personnel records, advantages:

• You receive services to the extent that you need;
• Eliminated the cost of hiring a full-time HR officer;
• You write off the costs of outsourcing services, thus reducing the tax base (if you have a simplified tax system of 15% or a special tax system);
• Don't waste time keeping track of all changes in labor legislation;
• Minimize risks for the company in the personnel area of ​​activity.

Still have questions? Get a free consultation from our managers.

Professionalism

The company was created by professional HR people with extensive experience in large Russian and international companies.

Effective solutions

We have expert knowledge of the labor market to solve non-standard and complex tasks related to personnel management.

Reliability and guarantees

We take responsibility for the correct maintenance of personnel records in accordance with labor laws.

How to avoid mistakes when switching to outsourcing - 4 simple tips for beginners

In order not to experience disappointment from a new collaboration, it is advisable to foresee, if not all, then most of the possible errors. We will try to help you with this.

Tip 1. Avoid a sudden transition to HR outsourcing

The conclusion of an agreement is not the end of the process, but only its beginning. You will have to not only adapt to the new format of work, but also ensure that it pays off. And this requires both time and joint efforts - both from outsourcers and your employees.

Therefore, do not rush to immediately fire personnel officers in the hope that this will sharply reduce the costs of the enterprise. And at first, monitor the activities of your provider so as not to miss even the little things in the process. After all, achieving a result is one thing, but securing it for the entire period of cooperation is quite another.

Tip 2. Choose your contractor company carefully

The right choice of an outsourcer is perhaps the main factor ensuring successful cooperation. Carefully study the service market and each candidate. Before doing this, make a list of requirements that it must meet, and when choosing, focus on this compliance.

Pay attention to whether the outsourcing company has a sufficient supply of resources. Then you will not have to change your partner if your business expands and the volume of work increases.

Tip 3: Carefully evaluate the benefits of outsourcing

The transition to outsourcing HR accounting, like any other, in most cases is dictated by the desire to save money. However, savings often turn out to be dubious, since by choosing a company with low prices, you risk receiving the same low quality of services from unqualified specialists.

Only by calculating the benefits of the new work format and comparing all the pros and cons can you really assess the situation and determine whether you need to outsource the functions of the HR department. The more analysis there is, the fewer errors there will be.

To find out whether it is profitable to outsource all the secondary functions of an enterprise, we suggest reading the article “Occupational Safety and Health Outsourcing”.

Tip 4. Clearly state the responsibilities of the parties in the contract

The most common point that causes mutual claims during outsourcing cooperation is the responsibility of the parties. And this happens most often because this issue is not sufficiently worked out when drawing up the contract.

Therefore, define the areas and limits of responsibility clearly and specifically. It is advisable to take into account non-standard situations.

Example

A computer supply company has outsourced its HR work. Having failed to provide a report on the work done on time, the outsourcing company was forced to pay a penalty for violating the deadlines, since the contract did not indicate that the delivery deadline could be extended if the contractor notifies the customer of the impossibility of completing the task within the specified period.

In conclusion, we suggest watching a video about what mistakes are most often made in personnel records. If you turn to a serious outsourcing company, all of the listed violations can be avoided.