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How To Create A Home Personnel Folder — And Why Bother

How To Create A Home Personnel Folder — And Why Bother

    Do you keep copies of your medical records? What about your tax returns? Most people do, because the information in those documents is important enough that it doesn’t matter whether your doctor or the IRS has a copy — you want to have a copy, too. The same goes for a wide variety of employment documents that many people keep at the office, if they keep them at all. But there are plenty of arguments against keeping your personnel information at work. Instead, it’s worth considering keeping copies at home and creating a home personnel folder.

    There are plenty of reasons you may need to check your copies of your employment information even when you aren’t at work: if you’re out with the flu, that memo on sick leave isn’t going to do you much good in your office. The same goes if you get a better job offer and you want to check your current contract. And if the worst happens and you lose your job, you may not be able to get copies of all the files left in your desk.

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    Documents That Belong In Your Home Personnel Folder

    Employment Contracts: While not all employers require written contracts, many do. They can take the form of formal offers of employment, letters of agreement or other documents — but no matter what form it takes, you should have a copy at home. While many people feel comfortable shredding their contracts as soon as their employment ends, it’s worth keeping your contract around for quite a bit longer. At the minimum, you should keep a contract through the expiration of any clauses (i.e. non-compete clauses), although it’s reasonable in most cases to keep copies of your contracts indefinitely.

    Benefits: From your parking space to your dental insurance, your benefits package is full of important information. As your benefits technically make up a portion of your compensation, it’s worthwhile to keep a copy on hand — and make sure that you’re taking full advantage of what your employer offers you. Furthermore, because your benefits can affect your home life — health insurance, anyone? — being able to consult that information at home can be crucial.

    Performance Reviews: In theory, performance reviews are your employer’s way of telling you where you’re doing a good job and where you can improve. In reality, most companies treat performance reviews as an easy way to determine promotions and raises. Keeping track of such information can help you find an opportunity or two with your employer.

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    Payroll Records: If things go south at your company and you find yourself in a position to file for unemployment insurance, you’re likely to be asked for certain payroll records. If there’s a problem processing your claim, you could be asked for several years worth of documentation. They’ll also want at least some of your tax records — in the U.S., most states require at least a copy of your W-2 form. The requirements may differ dramatically in other countries.

    Updates: All those memos and updates that get passed around the office regarding your health insurance, reporting times and anything else your supervisor or human resources manager comes up with seem like great wastepaper liner. But a surprising number of them are worth keeping, at least in the short term. It requires discretion to determine which updates are worth filling, but generally those affecting either your compensation or your responsibilities are worth keeping.

    Job Description: Your job description may change during your time with your employer, but it’s important to keep a copy of each version. It’s not so that you can argue against doing a task just because it’s not in your job description — but if you’re routinely taking care of tasks above your pay grade, bringing a copy of your job description to your supervisor might help you get a raise. If possible, it’s worthwhile to keep a copy of your resume at the time you receive each job description so that you can show your progression in terms of skills and experience.

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    Documentation of Problems: There are problems in every office situation, and some of them may require documentation. If, for instance, a co-worker is behaving inappropriately, you may feel the need to keep a record of the issue. Keep a copy of that record at home — in some cases, it might be worthwhile to keep the only copy at home. Such records can actually cause problems if they’re found laying around the office.

    Your Actual Personnel Record: In most places, you have a legal right to take a look at your personnel record any time you care to march down to the Human Resources department. You might consider asking to do just that — frame your question in a way that won’t lead those HR folks to file you in the back of the drawer when you’re done, though.

    Keeping Track Of All The Paperwork

    All these records can add up to a nice stack of paper. Ideally, you’ll go out and buy a bunch of folders and a filing cabinet — but that may not be a realistic option. Instead, any neat organization system that allows you to easily access any papers that you’re after works just fine. Tabbed folders and a box may be the best solution for you (as long as you store it somewhere dry).

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    You’ll want to hang on to most of this paperwork for a while. If there’s a problem with your employer (or former employer), you might be asked to provide documentation reaching back several years. If you haven’t run into any problems after four years, you’re generally considered to be in the clear. That’s the same length of time your employer is required to keep documentation.

    If you have any other suggestions for documents that need to go in a home personnel folder, please share them in the comments.

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    Last Updated on November 26, 2019

    How to Motivate Yourself: 13 Simple Ways to Try Now

    How to Motivate Yourself: 13 Simple Ways to Try Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started.

    Whether you’re starting a business, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques here:

    1. Go Back to “Why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for Five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move Around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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    4. Find the Next Step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find Your Itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct Your Fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a Partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart Your Day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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    Having a morning routine is a good idea for you to stay motivated!

    9. Read Books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the Right Tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be Careful with the Small Problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a Mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on Success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    Bonus: Staying Motivated Forever

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you: How to Get Motivated and Be Happy Every Day When You Wake Up

    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

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    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits: Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

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    Featured photo credit: Pexels via pexels.com

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