An HR function has eight main tasks. Each task needs one owner, even in a small company. This post gives you a checklist of the eight tasks. It also shows how to put them in a one-page HR structure.
Learn these skills in the course Human Resources (BL-HR), module 1.
Who This Is For
HR executives in a small or mid-size company. Owners who do the HR work themselves. Also new HR leads who join a company without a clear structure.
Why the HR Structure Matters
When nobody owns a task, the task stops. Payroll errors, late appraisals and lost files are the usual signs. A clear structure tells managers who to ask. It also shows the gaps before they become problems.
The Eight HR Functions: A Checklist
Write one name in the “Owner” column for each function. Leave no row empty.
| No. | HR Function | Typical Tasks | Owner |
|---|---|---|---|
| 1 | Workforce planning | Headcount plan, job roles, budget for people | |
| 2 | Recruitment and selection | Job adverts, interviews, offers | |
| 3 | Onboarding | First-day plan, induction, probation reviews | |
| 4 | Payroll and benefits | Salary, statutory contributions, leave, claims | |
| 5 | Performance management | Goals, appraisals, improvement plans | |
| 6 | Training and development | Training needs, training plan, career paths | |
| 7 | Employee relations | Policies, grievances, discipline, communication | |
| 8 | HR records and reports | Staff files, HR data, reports to management |
How to Map Your HR Structure
- List all the HR tasks your company does in one month and in one year.
- Put each task under one of the eight functions in the checklist.
- Write one owner for each function. One person can own more than one function.
- Mark the tasks that a line manager does, for example leave approval.
- Draw the structure on one page: the HR lead at the top, the owners below.
- Show the page to management and to line managers. Agree it, then share it.
Example: A Distributor With 45 Staff
Take a distributor in Penang with 45 staff and one HR executive. The checklist shows that nobody owns onboarding or HR reports. The HR executive keeps payroll, records and reports. Line managers take onboarding with a one-page checklist. The general manager owns workforce planning. Every function now has one owner.
What Good Looks Like
- Each of the eight functions has one named owner.
- Line managers know which HR tasks are theirs.
- The structure fits on one page.
- Management has agreed the page, and staff can see it.
Common Mistakes to Avoid
- Giving one task to two owners. Then each owner waits for the other.
- Leaving line managers out of the map. They do many HR tasks every day.
- Drawing the chart once and never again. Update it after each resignation or new role.
- Mixing payroll access with other roles without a check. Keep a second person to review payroll.
Try It This Week
Copy the checklist into a spreadsheet. Fill in the owner for each function with your manager. Circle each empty row. Agree one owner for each circle before Friday.
Frequently Asked Questions
Does a small company need all eight functions?
Yes. The tasks exist in every company. In a small company, one person can own several functions.
Where does the course teach this?
Module 1 of Human Resources (BL-HR) covers the role, tasks and structure of HR management.
Next Step
Read the full outline of Human Resources (BL-HR). All class dates are on the Training Calendar. For a group from your company, get a quote for in-house training. More HR Work Tips are in the skill area HR. Read also:
