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Starting a school is a big step! You’ve probably spent a lot of time planning for interiors, curriculum, books, and learning materials. But have you given equal thought to building your team?
Many schools undertake human resource management at the very end. But HR is one of the most critical factors in any organization’s success. For schools, in particular, a dedicated HR strategy not only helps in creating a thriving work environment but also contributes significantly to the quality of education delivered.
Crafting the best HR plan and strategy for schools
A solid HR strategy is one that establishes a positive work culture, engages staff members, and drives everyone in the same direction towards the school’s goals.
Approaching HR planning in a structured way is key to creating a cohesive strategy that doesn’t feel overwhelming. By breaking down the HR process into individual steps, you can develop and implement each one with care and intention.
Here’s a comprehensive guide to HR planning for schools, broken down into key areas:
Organisational structure
Compensation
Legal compliances and documentation
Recruitment process
Hiring process
Onboarding process
Employee training
Setting culture
Implementing surveys and feedbacks
Organisational structure
Before you begin recruitment, it’s essential to define a clear organisational structure. Outline the hierarchy, roles, and responsibilities for each position to ensure clarity from the start.
Benefits of a well defined structure
Establishes clarity in roles
Prevents overlapping responsibilities
Prevents overstepping
Promotes efficient communication and collaboration
Helps in creation of optimum compensation packages
Key positions to define in a school
Teaching staff
Administrative staff
Support staff
Marketing and sales staff
Curriculum coordinators
Student counsellor
Compensation
Designing an attractive yet sustainable compensation plan is important in attracting and retaining quality staff. This includes salary packages, performance-based bonuses, and any additional perks.
How to ascertain salaries for various roles?
Research industry standards and connect with people who have experience in those roles. This will give you an idea of the ongoing compensation trend and how you can plan your compensation packages based on expertise and experience you’re looking for.
Additional benefits
When designing the compensation packages consider additional benefits like bonuses (example – Diwali bonus or Dussehra bonus), paid leave, professional development benefits, maternity benefits, leave encashment etc.
Documentation
Job descriptions
You have to create job descriptions for all of the roles you need to hire for. The job descriptions must be clearly defined with responsibilities, qualification, traits and experience you are looking for and compensation you are willing to pay.
This is also the first step in the recruitment process.
Offer letter
When a candidate has been finalised for a role, then it’s common practice to send a formal offer letter. The offer letter includes essential information like job title, responsibilities, start date, salary, benefits, and work hours.
Offer letters set clear expectations and allow the candidate to review the terms before accepting the position. It’s a crucial step in the hiring process, as it establishes transparency and creates a positive first impression for new employees.
The employee has to sign and submit the offer letter to communicate acceptance of the job.
This letter confirms the candidate’s selection, serving as an official invitation to join the organisation.
An appointment letter is an official document issued by an employer after a candidate has accepted the job offer by signing and submitting the offer letter.
It serves as a formal confirmation of employment. The offer letter outlined the initial terms but not comprehensively and in detail.
Appointment letter includes detailed terms and conditions agreed upon. These are listed as sections and clauses for example policies on leave, duties, dual employment, disciplinary actions, grievances etc. It also includes complete details of compensation along with other information like job title, job responsibilities, reporting structure, benefits, working hours, and probation period (if any).
It serves as a legally binding document, which can be referred to throughout the employee’s tenure for terms of employment.
A lawyer or a HR manager can be consulted to draft the appointment letter.
Recruitment is more than just filling positions. It’s about finding individuals who share your school’s vision and values. A thorough recruitment process helps in hiring staff members who are both qualified and passionate about their roles.
Job advertising
Using the Job Descriptions created by you, shortlist advertising channels, such as job boards, social media, and professional networks (example LinkedIn and Naukri) to reach a wide pool of candidates and to find the right talent.
Screening and assessment
Develop a standardised screening process to evaluate resumes, conduct preliminary interviews, and assess candidates based on established criteria.
Interview process
Use a mix of behavioural, technical, and situational questions to assess each candidate’s fit with the role and the school culture.
Background checks and references
Conduct thorough background checks to ensure candidates’ credentials and work history are accurate. Reach out to their previous employers and references given by them to perform checks.
Appointment
Verbal offer and negotiation
Once a candidate is selected, present a fair offer and be open to discussing any questions they may have regarding compensation and benefits. After a verbal offer, a formal Offer Letter can be sent.
Confirmation
After receiving the signed and accepted offer letter, a comprehensive appointment letter should be sent. The required KYC documents can be collected at this stage or during the next stage.
Onboarding process
Onboarding is the process of introducing the employee to the business and the business to the employee. It lets the new employee understand the team, the management, the business, its values, and culture, their roles and responsibilities etc.
A good onboarding experience can make a lasting impression and set the tone of your business’s culture and values.
Pre-onboarding
I call everything that the employer needs to do before the onboarding process begins as pre-onboarding. This makes your life easy as an owner or HR manager. It involves the following:
Inform your current team about the person joining, their roles, their background, date of joining and any other important information that would help your current team prepare for the upcoming change.
Keep your new employee excited about the job by sending a welcome email.
Prepare their work station, documentation, employee handbook.
Their first day of onboarding
Welcome and tour of school
Give a nice warm welcome to the new employee and give them a tour of your school. Inform them about various zones or spaces, where materials and supplies are kept, their work stations, exits etc.
Introduce the team
You can introduce the new employee to their colleagues.
Set up meetings
The new employee should meet with the management or HR manager. If the new employee has any questions, they can clarify them.
During this meeting you can take KYC documents, forms etc. from the new employee.
First couple of weeks of onboarding
During the first couple of weeks, the employee will be required to go through mandatory training. The training can be physical, online or hybrid.
Weekly one-on-one meetings can help track their learning journey, clear questions, set expectations, take feedback and build a connection.
These meetings can also set an agenda or goals to be achieved in the upcoming weeks or months.
Trainings
Regular training programs keep your team updated with the latest teaching methods, technology, and educational standards. Professional development enhances skills, boosts morale, and helps improve student outcomes.
Types of training
Include both soft skills training (such as communication and classroom management) and technical training related to specific subjects or methodologies.
Frequency of trainings
Schedule training sessions periodically throughout the year to ensure continuous improvement.
Feedback on training
Regularly assess the training needs of staff members to tailor programs that are relevant to their roles and challenges.
Setting Culture
Building a positive work culture in schools is crucial to staff morale and productivity. An inclusive and supportive culture encourages teachers and staff to perform at their best and enhances overall satisfaction.
Open communication Encourage open communication channels, where teachers and staff feel comfortable sharing ideas and feedback.
Recognition programs Implement recognition and rewards for outstanding performance, dedication, and contributions to the school.
Emphasis on teamwork Promote collaboration by organising team-building activities, group meetings, and social gatherings.
Implementing Surveys and Feedback Mechanisms
Regular feedback from staff is essential for continuous improvement. Surveys allow you to gauge employee satisfaction, identify areas of concern, and understand the overall work climate.
Types of surveys
Conduct periodic surveys on topics such as job satisfaction, workload, training needs, and school policies.
Anonymous feedback options
Allow anonymous feedback to ensure staff members feel comfortable being honest about any concerns.
Action plans
Based on survey results, create action plans to address issues and make improvements to HR policies and school culture.
Creating a strong HR foundation in your school ensures that you are not just hiring people, but building a motivated, and committed team. From designing roles and fair compensation to fostering a positive culture, every aspect of HR planning impacts how well your school will perform in the long run.
At the end of the day, it is the employees like teachers, support staff etc. who are the link between quality education and children plus parents and school.
By investing in HR planning from the start, you set the stage for your school’s long term success. Opening a school requires a long term vision, commitment to fulfil that vision and patience that your efforts will bear fruits.
