Human Resources Forms Can
Help Manage Tasks and Time

Human Resources forms such as job interview and promotion interview forms, request for training form, and performance appraisal forms, play some part in helping you maximize the use of a most precious commodity. Your time.

By having these forms readily available you can focus in doing the tasks at hand.

However, badly designed forms cause frustration and disruption. What is simple matter can end up being complicated. Therefore, precious time is lost.

When designed well, these forms can facilitate better decision making, thus helping to achieve their intended purpose. These make things easier to manage.

You can enter essential items as indicated in the forms helping you to maximize use of your time. Such forms help you to omit extraneous information not essential for decision making. You can include these forms as part of your human resource planning.

These documents contain some of the very basic things that you need to do in human resource management.

The following are some of the Human Resources forms that you can use.

Interview Forms

Interview forms are used during job interviews or when interviewing potential candidates for higher positions.

Use these forms to record information including answers to interview questions.

Forms such as these provide for the entry of information such as:

  • Name, address and contact of candidate
  • Qualifications, work experience, special skills and knowledge, for example, details of relevant work experience, candidate's responses including body language, and whether the candidate agrees to your obtaining information from the referees given by him or her
  • Interviewer's assessment and recommendation / comments on the suitability of the candidate for the advertized position or some other position
  • Space for the interviewer to enter his or her name and to sign as the Chairperson or a member of the Interview Panel
  • Date of the interview

In promotion interviews, additional information is entered at the beginning of the form. This includes where the employee is presently stationed, total length of service and length of service in the current position.

It may include a statement from the supervisor on any special quality that makes the employee suitable for the vacant position.

Request for Training

Employees may find that they need to attend particular training programs or courses to improve their skills and knowledge in order to perform their jobs better.

Human Resources forms relating to training need to collect information such as:

  • Employee's name, position and present work station
  • Length of service in the present job
  • Name of training / course, course fees, date(s), venue and training provider
  • Reason(s) why the employee needs to attend the training / course
  • List of training programs / courses that the employee had attended for the last two (2) years
  • Supervisor's comment and or recommendation
  • Human Resource Manager's analysis and recommendation
  • Senior manager's decision on approval or otherwise with or without comments
  • Column to enter the expenses involved if the request is approved
  • Instruction on filling in the request for training form
  • Instruction on what the employee has to do if the request is approved

The requesting employee is usually required to attach a copy of the training program / course brochure.

Performance Appraisal
The performance appraisal form is one of the important Human Resources forms.

See to it that it is designed well in accordance with the evaluation format approved by you senior management.

The format of an appraisal form depends on the chosen method from among the following methods:

  1. Forced Choice Method
  2. Management-By-Objective (MBO)
  3. Critical Incidents
  4. Essay type
  5. Ranking
  6. Factor comparison

Depending on affordability and feasibility, your organization can adopt the relevant technology in the implementation of the appraisal method selected.

Design Format of Human Resources Forms

Design of these forms and others of forms such as for leave application and loan application based on the following criteria.

  • Simple
  • Easy to understand
  • Contain explanation on how to use forms, addressed to whom, processing time, etc.

In other words, make the forms 'user-friendly'. Make these forms available in hard copy and online via the organization's intranet.

Use the time saved in doing other things that are important.

Excessive Use of Forms

Do not make excessive use of forms. You do not need everything to be entered or reduced into some kind of forms.

It can create bottlenecks. It can lead to unnecessary bureaucracy. It gives a false sense of accomplishment. People may come to believe that failure to use forms indicate some weakness.

Sample Performance Appraisal Form
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