I Have Employees in Multiple Offices. How Do I Manage Them?

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Table of Contents

• Use Clear Employment Agreements
• Use Enterprise Bargaining Agreements
• Set Up Detailed Policies and Procedures
• Keep Track of Employee Information
• Follow State-Based Employment Laws
• Employ an HR Professional
• Key Takeaways
• Frequently Asked Questions

If you have a larger business across Australia, you will likely have employees in multiple offices or across different states. Furthermore, a shift in attitudes on flexible work arrangements likely means many of your employees work from new or remote locations. Having numerous employees can be a great sign that your business is doing well. Although, it can offer new challenges regarding management, particularly if you do not regularly have face-to-face contact with them. This article provides six useful tips to help you manage employees in multiple offices.

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Use Clear Employment Agreements

Many small to medium-sized businesses do not have a specific Human Resources team. Therefore, the oversight of employees often falls to the managers in each office.

Firstly, you should ensure that you provide each worker with an employment agreement. This will enable your managerial staff to oversee and support the employees in their team effectively. A well-drafted employment agreement will also set clear expectations for your employees and protect your business interests. Typically, the employment agreement should include details regarding the following:

• pay;
• duties;
• employee entitlements;
• termination arrangements; 
• confidentiality obligations; and
• intellectual property obligations and rights

Use Enterprise Bargaining Agreements

Sometimes, having one or more modern awards covering your business and your employees can be confusing and difficult to manage. Alternatively, if you are a larger business, you might choose to use enterprise bargaining agreements (EBAs). This is common in industries with unions and complex industry awards, like the retail industry. 

However, setting up an EBA is a lengthy process. It involves a bargaining process and applying to the Fair Work Commission (FWC) for it to be accepted. Furthermore, employees must also be better off overall under an EBA than they would be under an industry award. A lawyer can assist you in understanding the bargaining process and whether an EBA would suit your business. 

Set Up Detailed Policies and Procedures

Having uniform and coherent workplace policies across your offices will also assist employee management. A clear set of policies provides a reference for your managers when keeping track of employee behaviour and workplace standards.

Consistent policies also ensure uniformity of standards and processes across your offices and operate to minimise legal liability for your business. For example, managers can follow the stated procedures to deal with specific events such as a bullying complaint. In addition, implementing and following a well-drafted procedure gives employees peace of mind and reduces the risk of employees feeling like they do not receive fair treatment.

Additionally, you could consider implementing policies for employee bonuses or incentives. They can assist managers when assessing staff performance, especially if they do not have many resources for overseeing them.

Keep Track of Employee Information

Keeping clear and accurate employee records will significantly assist the management and ensure you meet your general obligations related to employee records under the Fair Work Act 2009 (Cth). At a minimum, you should make copies or records of:

• signed employment contracts and policies;
• expense reimbursements;
• pay and leave balances;
• length of service; and
• any key performance indicators (KPIs).

Additionally, several tools are available to help assist your business and your managers who keep on top of this information. For instance, this can include:

• employee management apps and software;
• online accounting and payroll software; and
• performance management software.

Follow State-Based Employment Laws

When managing employees, you must abide by the nationally-applicable modern awards and national employment standards (NES).

However, you may also have to understand and navigate your obligations under relevant state or territory laws if you have employees in multiple offices. These laws can include differences in:

• long service leave entitlements;
• workers’ compensation schemes;
• work, health and safety (WHS) requirements; and
• the qualifications required for particular employees (e.g. licensed real estate agents or tradespeople).

Accordingly, when setting up your employment agreements, policies and procedures in each office, ensure you draft them with the relevant laws in mind. 

Employ an HR Professional

Finally, if you struggle to manage your employee hiring, grievance or oversight processes over multiple offices, consider hiring an HR professional to handle these issues.

For example, some medium-sized businesses engage an employment lawyer to ensure a consistent approach towards:

• onboarding;
• performance management; and
• exit processes.

They may also use an accountant or accounts team to manage employee payroll. 

Key Takeaways

Managing employees can be a difficult task. However, having employees spread across multiple locations under different management can create administrative and compliance difficulties. To effectively oversee employees in multiple offices, ensure your employment contracts are clear and you have well-drafted policies in place. In addition, to navigate the legal landscape in each state, you can refer to: 

• online tools and apps; and
• the expertise of employment law professionals. 

If you need assistance managing employees in multiple offices or locations, our experienced employment lawyers can assist as part of our LegalVision membership. You will have unlimited access to lawyers to answer your questions and draft and review your documents for a low monthly fee. Call us today on 1300 544 755 or visit our membership page.

Frequently Asked Questions