Complete Toolkit – 58 HR Tools

Recruitment Theme

• Recruitment Procedure: This procedure provides a step-by-step approach to conducting inclusive recruitment within an optimized candidate journey that supports your employer brand. Supporting tools are integrated throughout each stage of the process:
• Application Tracking Sheet: This template allows you to centralize and visualize your candidate pool. It is useful for reconnecting with previously unsuccessful candidates during future recruitment campaigns and for keeping records up to date in compliance with Law 25 on the protection of personal information.
• Writing an Inclusive Job Posting: This guide provides direction on how to write an inclusive job posting. It helps strengthen your employer brand and makes it easier to attract a diverse range of candidates.
• Phone Interview Guide: This template offers a list of questions to ask during a phone interview, along with a scoring grid to evaluate candidate responses. This approach helps ensure an objective selection process for candidates moving forward to the next stage. Questions can be adapted to your organization and/or the position.
• How to Conduct a Selection Interview: This guide outlines the posture and approach to adopt during interviews for professional and inclusive recruitment. It raises awareness of cognitive biases and potential discriminatory situations. Applying these principles contributes to strengthening your employer brand.
• Reference Check Consent Form: Conducting reference checks with a candidate’s former employers or colleagues requires prior consent, which can be obtained using this dedicated form.
• Job Interview Evaluation Grid: This template provides a list of questions to ask during the selection interview, along with a scoring grid to evaluate candidate responses. This approach helps ensure an objective hiring decision. Questions can be adapted to your organization and/or the position.
• Conducting Reference Checks: Once the candidate’s consent has been obtained, you may contact former employers or colleagues to gather feedback. This template provides a list of questions to guide the conversation. Questions can be adapted to your organization and/or the position, and will support your final hiring decision.

Onboarding Theme

• Onboarding Procedure: This procedure provides a step-by-step approach to delivering inclusive and tailored onboarding experiences that support your employer brand. Supporting tools are integrated throughout each stage of the process:
• Onboarding Checklist: To ensure nothing is overlooked when welcoming a new employee, this checklist outlines the key tasks to complete both before hiring and upon the employee’s arrival. The content can be adapted to your organization and/or the position.
• Document Acknowledgment Form: This template allows you to track the documents provided to your new employee. The list of documents can be customized to fit your organization.
• Employee Information Form: This form enables you to collect essential information needed to manage your new employee effectively, in compliance with Law 25 regarding the protection of personal information.
• Welcome Guide Content Checklist: Since each organization’s welcome guide is unique, this document outlines the topics you may wish to include. Once developed, a welcome guide becomes a highly effective tool, allowing new employees to quickly access key company information and core policies.
• Probation Period Evaluation Template: This template allows you to formally track and assess your new employee’s skills and competencies throughout and at the end of their probation period. The evaluation criteria can be adapted to your organization. This process supports employee success and helps them integrate more smoothly into their role.

Performance Evaluation Theme

• Performance Evaluation Guide: This guide provides direction on the posture and approach to adopt as an inclusive and fair manager. It raises awareness of cognitive biases and helps you understand how and how often to engage with and manage your team. Applying these principles contributes to strengthening your employer brand.
• Performance Evaluation Template: This template allows you to formalize the tracking and assessment of your employee’s skills and competencies during the annual performance review process. The evaluation criteria can be adapted to your organization. This approach supports employee success, helps define training plans, and provides a framework for salary increases, subject to the provisions of your collective agreement.

Training Theme

• Training Policy: This policy enables you to establish or sustain your training practices, define access conditions and roles, and support employee retention through professional development. It can be adapted to your organization. This approach contributes to employee success within the company.
• Training Plan: This dashboard allows you to plan your internal and external training activities, as well as forecast and monitor your training budget, particularly to meet legal requirements.
• Training Catalog: This document provides a (non-exhaustive) list of training programs required for your business activities, along with several strongly recommended training options.
• Immediate Training Feedback Template (“Hot” Evaluation): This template allows you to track internally the completion and effectiveness of training activities immediately after an employee has attended a session, enabling both quantitative and qualitative follow-up. The content can be adapted to your organization.
• Follow-Up Training Feedback Template (“Cold” Evaluation): This template allows you to assess the effectiveness of training activities several months after completion, supporting both quantitative and qualitative follow-up. The content can be adapted to your organization.

Compensation Theme

• Compensation Components Framework: This framework provides a conceptual overview of all elements that make up total compensation. It can guide you in identifying the key areas to consider when developing or optimizing your compensation policy.
• Guide to Developing a Compensation Policy: Since compensation policies are unique to each organization, this guide supports you step by step in the reflection and planning required to build your policy. Once implemented, a compensation policy not only helps ensure legal compliance (particularly regarding pay equity), but also becomes a valuable tool for enhancing your attractiveness and employee retention.

CSR (Corporate Social Responsibility) Theme

• Work–Life Balance Policy: This policy aims to improve employee well-being, thereby increasing productivity and retention. It also fosters a balanced and attractive work environment for talent. It can be adapted to your organization.
• Equity, Diversity, and Inclusion (EDI) Guide: Since EDI policies are specific to each organization, this guide supports you step by step in the reflection and planning required to implement your policy. Once in place, an EDI policy not only helps meet legal obligations related to equity, but also becomes a valuable tool to enhance your attractiveness and employee retention. It will also help you better adapt to the diverse individuals you interact with.
• CSR Policy: This policy aims to strengthen your organization’s reputation by demonstrating a commitment to sustainable and ethical practices. It also fosters trust among stakeholders (employees, clients, partners), while contributing positively to society and the environment. It can be adapted to your organization. The company notably positions itself on EDI, in support of its employer brand.
• List of Possible CSR Actions: Since CSR initiatives vary by organization, this document outlines a range of possible actions, some of which are simple and low-cost to implement. CSR requires consistent, long-term efforts—the key is to progress at your own pace without interrupting the process. These actions will help enhance your employer brand.
• Understanding Indigenous Peoples: This concise document allows you (or your team) to test your knowledge, identify appropriate HR best practices, and access specialized resources.
• Understanding Disability: This concise document allows you (or your team) to test your knowledge, identify appropriate HR best practices, and access specialized resources.
• Understanding Immigrant Workers: This concise document allows you (or your team) to test your knowledge, identify appropriate HR best practices, and access specialized resources.
• Understanding Individuals with a Criminal Record: This concise document allows you (or your team) to test your knowledge, identify appropriate HR best practices, and access specialized resources.
• Understanding Retired and Pre-Retired Workers: This concise document allows you (or your team) to test your knowledge, identify appropriate HR best practices, and access specialized resources.
• Understanding Cultural Codes – Immigrant Workers: This document compiles key information you can share with newcomers to Québec to support their integration both in the workplace and in their personal lives.
• Tax Information Sheet – Ski Instructor (Retired Workers): This document provides a simulation of the tax benefits for retirees combining employment and retirement income. It can help you build arguments to attract retired workers to your team.
• Cultural Safety – Indigenous Peoples: This document explains the guiding principles your organization should follow to ensure cultural safety for Indigenous employees. This awareness tool can be shared with your entire team.
• Fundamentals of Intergenerational Management: This document helps you adopt an inclusive approach to managing multiple generations within your organization.
• Hiring Immigrant Workers – Key Reminders: This document summarizes the essential (and recommended) practices to follow when recruiting legally authorized immigrant workers.
• Webinar – Dare to Recruit Differently: Focus on Workers with Disabilities: This session covers key definitions related to people with disabilities, raises awareness, introduces possible accommodations, and identifies relevant support organizations.
• Testimonial Video – A Successful Integration Story of Employees with Disabilities in the Tourism Sector (Manoir D’Youville): This positive testimonial highlights the key success factors behind the integration of employees with disabilities, including organizational values, workplace adaptations, support systems, and the tangible impacts of these initiatives.
• Webinar – Dare to Recruit Differently: Focus on Indigenous Workers: This session addresses communication strategies, sheds light on myths and biases, introduces a holistic approach, suggests activities and training to better understand Indigenous peoples, and lists relevant support organizations.
• Webinar – Dare to Recruit Differently: Focus on Immigrant Workers: This session explores diversity and cultural differences (benefits and risks), recommends effective practices, and suggests awareness-building activities and training.
• Webinar – Dare to Recruit Differently: Focus on Retired Workers: This session defines experienced workers, highlights their profile and added value, identifies success factors, outlines recruitment approaches, and lists relevant support organizations.
• Webinar – Taxation: Combining Work and Retirement: This session explains the tax situation of experienced workers combining employment and retirement income. Beyond providing information, it can also help you persuade candidates to join your team.
• Webinar – Dare to Recruit Differently: Focus on Individuals with a Criminal Record: This session presents findings from a 2021 study, outlines the profile of individuals with a criminal record, and explains recruitment approaches.
• EDI Podcast – Are You Ready to Create a Fairer, More Diverse and Inclusive Workplace? “Equity, Diversity, Inclusion”—three concepts with a major impact on organizations: strengthening employer brand, increasing employee engagement, fostering innovation, and improving organizational performance. Expanding and diversifying your talent pool has become essential in today’s labor shortage, but where should you start? This podcast explores concrete solutions you can implement.

Legal and Administrative Theme

• Employee Handbook: This template clarifies company expectations and policies, ensuring consistent understanding among employees. It facilitates onboarding, reduces misunderstandings, and improves compliance with rules (laws, collective agreements, etc.). It also serves as a valuable reference in case of questions or disputes. It can be adapted to your organization. This approach contributes to a positive and healthy work environment.
• Disciplinary Action Framework: This framework provides a conceptual overview of key disciplinary principles and the possible progression of sanctions. It can guide your disciplinary process, subject to any provisions outlined in your collective agreement.
• Disciplinary Action Notice: This template, if needed, ensures clear and formal communication of disciplinary measures to employees. It promotes transparency and fairness in the disciplinary process, helps prevent disputes, and reinforces compliance with company policies. It also serves as official documentation for future reference.
• Leave and Absence Procedure: This procedure, intended for both managers and employees, establishes clear rules for requesting and approving leave, ensuring effective absence management. It can be adapted to your organization. It helps maintain operational continuity, reduce misunderstandings, and ensure fairness among employees. It also supports workforce planning and forecasting.
• Leave / Absence Request Form: This form standardizes the leave request process, ensuring all necessary information is provided. It can be adapted to your organization. It simplifies absence management, enables accurate tracking, and ensures transparency. It also helps with resource planning and maintaining operational continuity.
• Offboarding Checklist: To ensure nothing is overlooked when an employee leaves, this checklist outlines the key tasks to complete before and at the time of departure. The content can be adapted to your organization and/or the position.
• Exit Interview Template: This template helps collect feedback from departing employees and identify areas for improvement. It ensures a professional and respectful departure process, strengthens the company’s reputation, and can provide valuable insights to improve retention. It also helps understand the reasons behind departures and adjust internal policies if needed.
• Offboarding Documentation Framework: This framework provides a reference to organize and standardize the offboarding process based on the reason for departure. It helps ensure that all administrative requirements are completed, reducing the risk of non-compliance. It also ensures that both the employee and the organization have all necessary documents for a clear and orderly separation.