What’s the Process to Outsource My Human Resources Function to ARI?

Can you explain the process to transition my Human Resources function to ARI?

It may sound like a daunting task to transition your human resources function to someone outside of your organization or, even worse, to create an HR infrastructure from the ground up.

Rest assured that our HR team has navigated this process with new clients many times, and we are confident our approach will make your transition smooth and seamless.

Initial Phone Screening

We will begin with a phone call in which key players from your organization describe your organization’s needs. This conversation typically lasts about one hour. During this time, our team will listen intently and pose questions, including what ongoing services you require and what special projects (i.e., updating your employee handbook, conducting a compliance audit, recruiting new employees) if any, your team is looking to have completed.

Here is a list of questions we will typically ask during an initial phone screening as well as a list of available HR services.

If both sides determine ARI may be a good fit for your organization, we will move to prepare a proposal for your review.

Estimation of Monthly Cost and Proposal Generation

Based on the information your team provides in the initial phone screening, we will estimate the amount of time we will devote to your account on a monthly basis. As a client, you receive access to a team of HR professionals with differing levels of expertise (manager, generalist, administrator, etc.) who are billed at different rates.

To learn more about what factors can influence your monthly fee, check out this blog.

We will provide a proposal detailing your monthly fee as well as any project costs. If your team has questions after reviewing the proposal, we may host another call to address these questions in depth.

Once you have reviewed the proposal and signed the engagement letter, we’ll get the ball rolling.

Kickoff Meeting

Key members of your team and members of ARI’s HR team will meet, either in person or virtually, to hash out the details of your HR engagement.

Together, we’ll determine when project work will begin, when and how our team will access your HR information, and when we can introduce ourselves to your staff. If you are currently using a Human Resources Information System (HRIS), we’ll discuss the details to access that. If your organization does not have an HRIS, file sharing will likely be done via some type of secure file sharing software, such as Microsoft ShareFile. If you maintain paper files, we’ll set a time for a member of our team to begin reviewing them.

If we have agreed that a member of our team is to be on your site periodically, we’ll outline who that will be and will set a schedule.

Ongoing Communication

Initially, as we work to understand your systems and processes, our HR team will likely be communicating with someone in your organization daily. Then, we’ll determine the optimal cadence and methods of communication going forward.

With smaller organizations, we may schedule a weekly or monthly check-in. For larger organizations, we typically communicate daily or, at least, several times per week.

ARI Is a Part of Your Team

Members of our HR team pride themselves on becoming a trusted HR advisor for you and your organization. We take the time to truly understand your organization, your industry, and your goals and work to understand your HR challenges and how we can best support you. We serve as a part of your team and are fully integrated in your organization – just as if you have a full-time HR professional in house. This may include attending staff meetings and committee gatherings and onboarding new employees, among other things.

Our clients typically don’t view us as an outsourced resource. They see us as a trusted and valued partner!

To understand what factors influence the cost of outsourcing your HR function, read this article.

Still wondering if outsourcing is right for you? Hear from our senior VP of HR services in this video.

Or read this article to discover the 8 benefits of outsourcing your human resources management.

If you’d like to discuss your HR needs with a member of our team, contact us today.

Summary

Outsourcing a human resources function involves an initial consultation, proposal development, a structured kickoff meeting, and ongoing communication. A thoughtful transition process helps ensure a smooth integration and clear expectations for both teams.

FAQs

What steps are involved in outsourcing a company’s human resources function?

The transition begins with an initial phone screening to understand your organization’s needs. From there, we estimate the monthly cost and prepare a customized proposal. Once the engagement is approved, we move into a kickoff meeting to onboard your organization and begin the work. Ongoing communication ensures continued alignment and support as we integrate into your team.

What happens during the initial consultation for HR outsourcing?

The initial consultation starts with a phone call that includes key stakeholders from your organization. During this conversation, which typically lasts about an hour, we take time to listen carefully and learn about your HR needs. We ask questions about the ongoing services you require and any special projects you would like support with, such as updating an employee handbook, conducting a compliance audit, or recruiting new employees. This discussion allows both teams to determine whether ARI is the right fit.

How is the monthly cost for outsourced HR services determined?

We determine the monthly cost for outsourced HR services based on the information gathered during the initial phone screening. Then, we estimate how much time our team will dedicate to your account each month. Clients receive access to a team of HR professionals with varying levels of expertise, and time is billed accordingly based on each role’s rate. We then provide a proposal that outlines your monthly fee along with any anticipated project costs.

What should organizations expect during the HR kickoff and onboarding phase?

After the proposal is finalized and the engagement letter is signed, we hold a kickoff meeting with key members of your organization and our HR team. Together, we determine when project work will begin, how we will access your HR information, and when we will introduce our team to your staff. We also discuss HRIS access or secure file-sharing options and review any existing electronic or paper files to ensure a smooth onboarding process.

How does ongoing communication work after transitioning to outsourced HR support?

Initially, as we familiarize ourselves with your systems and processes, our team may communicate with someone in your organization on a daily basis. Over time, we work together to establish the best cadence and communication methods moving forward. For smaller organizations, this may include weekly or monthly check-ins, while larger organizations often communicate with us daily or several times per week.