HR Outsourcing Frequently Asked Questions

HR outsourcing is the process of delegating some or all of your company’s human resources functions to an external service provider like Polyglot Group.

A team of qualified and experienced HR professionals will provide guidance and support to companies on a range of human resources-related areas, such as employee onboarding, performance management, employee retention, compensation, and compliance with local employment laws and regulations.

They will also stay on top of workplace regulations, administration, and employee-related scenarios for you – so that you have peace of mind and focus on your core business activities.

On a day-to-day basis (or whenever required), your dedicated HR Team will:

• Guide and advise you through your everyday HR questions and issues;
• Minimise your risks by helping to ensure compliance and best practice;
• Work to increase employee satisfaction and engagement;
• Provide support and expertise to help your team(s) perform better;
• Strive to empower and educate your people.

With our expertise in HR practices and deep understanding of local compliance requirements, we provide a seamless solution for businesses expanding their operations worldwide. Whether you are a local HR team or a global manager seeking support, our range of HR services is designed to meet your specific needs, enabling you to navigate the complexities of HR management with ease.

So, whether you are a small company looking to grow compliantly, or a larger business looking to operate more efficiently, the people you manage will remain in good hands.

When you engage in an HR outsourcing service, the provider takes on responsibility for some or all of your HR functions, depending on the specific services you require.

HR Outsourcing encompasses a whole range of employee-related aspects. Here are just some of the most commonly outsourced HR functions our HR Outsourcing team covers:

• HR Compliance (Policies and Procedures, Awards Determination, etc.);
• Employee Onboarding;
• Conflict prevention and management;
• Performance Management;
• Termination;
• Remuneration review;
• Performance Review and Succession Planning;
• Outplacement / Off-boarding;
• Global Mobility;
• HR Audit;
• HR Training & Coaching.

In a nutshell, you retain control over the day-to-day management of your employees, but the outsourcing provider handles the administrative and compliance-related tasks.

There are several reasons why a company might choose to outsource its HR functions. Some common reasons include:

• Reducing administrative burdens;
• Accessing HR expertise and resources;
• Improving compliance with employment laws and regulations, and;
• Freeing up internal resources to focus on core business activities.

Partnering with an HR outsourcing company gives you access to a team of qualified HR advisors, experienced in employee administration, employment law compliance and all employee-related scenarios within that local region

Indeed, outsourcing your HR functions will not only eliminate the risk and time involved but also the high cost of hiring and training a full HR department in-house. Instead, you’ll work with experts who will manage your local and global end-to-end HR operations.

Some of the main HR challenges that companies face include:

• Managing employee relations and conflicts effectively;
• Developing and implementing effective HR policies and procedures;
• Ensuring compliance with local employment laws and regulations;
• Managing workforce diversity and inclusion;
• Attracting and retaining talent in a competitive market.

Some of the key benefits of HR outsourcing include:

• Improved compliance with local employment laws and regulations;
• Better recruitment and retention rates;
• Improved employee performance and productivity;
• Reduced employee turnover and absenteeism;
• Better employee relations and conflict resolution;
• Improved employee engagement and satisfaction;
• Reduced HR costs.

Companies can choose the right HR outsourcing provider by considering the providers:

• Expertise and experience in local employment laws and regulations;
• Range of services offered;
• Reputation and track record;
• Cost and value for money.

You may also want to seek out recommendations, case studies, and read reviews from other companies that have used the service.

The cost of HR outsourcing services varies depending on the size and complexity of the organisation’s HR needs and the services required.

Generally speaking, HR outsourcing partners offer 2 types of pricing models: ongoing and ad-hoc.

An ongoing partnership is often paid for in monthly instalments and dictated by an agreement where you and your partner will agree on a scope of service. There is usually a minimum commitment, and this pricing is often based on the number of employees you have. This model often suits companies who have a broad HR need and little, sometimes even no in-house HR support.

On the other hand, the ad-hoc model (also known as HR Advisory) mostly suits companies that have a specific need at a given time (for instance, the creation of an employee handbook,  conducting an HR Audit, training, etc.). In this case, the pricing will depend on the size of the project and its end goal.

Choosing one or the other doesn’t prevent you from changing or using both when needed. However, for you to get the best value for your company, it’s wise to define your needs beforehand.

In general, outsourcing HR can be more cost-effective than hiring an in-house HR team, as it eliminates the need for recruiting, training, and retaining staff, and provides access to specialised expertise and technology.

To get started with HR outsourcing, you’ll typically need to provide some basic information about your company and your HR needs.

One of our HR Advisors will get back to you, discuss with you to have a good understanding of your business and your needs and prepare a service agreement to set the scope.

The outsourcing provider will then take care of setting up the necessary systems and processes and will provide ongoing support and assistance as needed.

The timeline for implementing an HR outsourcing solution depends on the size and complexity of the organisation’s HR needs and the services required, but it can be very quick.

We provide you with a timeline for implementation based on your company’s unique needs.

Sure!

HR outsourcing can be customised to meet the needs of your company. What’s more, our whole range of services can be tailored to meet your specific needs.

We have measures in place to address issues promptly and professionally when they occur. We believe it is important to discuss the service level agreements and escalation procedures with our clients to avoid any trouble.

HR outsourcing providers can offer a range of services that help attract and retain top talent, including recruitment and onboarding support, performance management, and employee engagement programs.

These services help create a positive employee experience and foster a strong company culture that can improve retention and attract new talent.

The level of involvement required by the business owner or manager will vary depending on the scope of services and the outsourcing provider.

Some providers offer a fully managed service, while others may require some level of involvement from the business owner or manager in areas such as decision-making, policy development, and employee communication.

The process for transitioning from an in-house HR team to HR outsourcing services will depend on the specific circumstances of the business. However, it typically involves a thorough assessment of the current HR processes and systems, followed by a plan for transitioning to outsourced services.

HR outsourcing can have a positive impact on employee morale and engagement by providing access to specialised expertise and support from HR partners improving compliance with local laws and regulations and freeing up managers to focus on core operations and strategic initiatives.

However, it is important to communicate properly to employees about the HR outsourcing plan and the benefits they could get from it to ensure a smooth transition and maintain employees’ trust.

Definitely.

Outsourcing HR functions to a provider with expertise in compliance management can help ensure that your business stays up-to-date with the latest labour laws and regulations. The outsourcing provider can monitor regulatory changes and make sure your business is compliant with all applicable laws.

A reputable HR outsourcing provider should have measures in place to protect the confidentiality and security of sensitive HR information.

At Polyglot Group, data security is paramount. In fact, in an increasingly digitised world, businesses hold a phenomenal amount of sensitive personal data, both from clients/customers as well as employees.

As such, ensuring that the provider you choose has systems and processes in place to handle sensitive data is crucial, not only for your people but also for your business.

If you’re looking to expand to Europe, you’ll be glad to know that HR providers with a local presence are bound by “the General Data Protection Regulation” (GDPR), which came into effect in 2016. But what about other countries?

As part of the selection process, we recommend inquiring about the ways your top HR partner choices follow data security requirements for their clients, as well as for employees, in each country. Similarly to partnership agreements, HR outsourcing providers should be able to answer these questions with complete transparency. If they don’t, you should consider this as a red flag.

An HR outsourcing service provider can help ensure HR local compliance by keeping up-to-date with changes in employment law and regulations, developing HR policies and procedures that comply with local laws, and providing advice and guidance on compliance-related issues.

An HR outsourcing & advisory service provider can help with talent management by developing and implementing talent management strategies, providing guidance on employee development and training, and helping to identify and address performance issues.

To measure the effectiveness of an HR outsourcing service, you can track metrics such as employee satisfaction, turnover rates, and compliance-related issues.

It is also important to solicit feedback from employees and management to gauge the value of the service.