HR Department Setup & Consulting
1 Executive Summary
Flit Management is a newly formed vehicle management startup preparing for operations with an initial team of 10-20 employees. Currently, there is no dedicated senior HR function — HR operational and administrative duties are handled by a single HR Representative alongside other responsibilities.
This proposal outlines a structured consulting engagement to establish a foundational HR department, create essential documentation, and build a roadmap for long-term HR maturity — enabling Flit Management to scale people operations as the company grows.
Engagement Outcome: A functioning HR framework with documented policies, compliant processes, and a clear growth path from startup to structured organization — with your HR Representative equipped to operate at a senior HR level.
2 Client Context
Current State
| Aspect | Status |
|---|---|
| Company Stage | Pre-operation / Early startup |
| Industry | Vehicle Management |
| Employee Count | 10-20 (initial phase) |
| Dedicated HR Head | None |
| HR Function | One HR Representative (operational + administrative) |
| HR Policies | Informal or absent |
| Documentation | Minimal or none |
| Compliance Readiness | Needs assessment |
Vehicle Management Industry Context
3 Key Challenges
4 Proposed Solution
A phased 7-week consulting engagement designed to build your HR foundation without disrupting operations. Each phase delivers tangible, usable outputs that your HR Representative can implement immediately.
Solution Principles
- Pragmatic, not theoretical. Every policy and process is tailored to Flit's actual operations, not generic templates.
- Vehicle management expertise baked in. Driver safety, shift scheduling, vehicle liability, and accident protocols are first-class concerns.
- Documentation-first. Everything is documented, transferable, and reusable as you scale.
- Knowledge transfer built-in. Your HR Rep is trained and supported, not dependent on ongoing consulting.
5 Phase Breakdown
6 Documentation Deliverables
8 Core HR Policies
| # | Policy | Key Coverage |
|---|---|---|
| 1 | Code of Conduct | Behavior, discipline, grievance, driver conduct, alcohol/drug policy |
| 2 | Attendance & Leave | Shift scheduling, leave types, accrual, approval workflow, comp-off |
| 3 | Compensation & Benefits | Salary structure, SSF/CIT, allowances, overtime, accident insurance |
| 4 | Recruitment & Selection | Hiring authority, driver standards, license verification, skill tests |
| 5 | Performance Management | Reviews, KPIs for drivers/mechanics, feedback, PIP process |
| 6 | Disciplinary & Termination | Warnings, suspension, separation, notice periods, final settlement |
| 7 | Health, Safety & Vehicle | Driver safety, accident reporting, vehicle inspection, insurance claims |
| 8 | IT & Data Security | Device use, data protection, confidentiality, social media |
12+ Operational Templates
5 Process Maps
- Recruitment to Joining — end-to-end hiring workflow
- Leave Application to Approval — request, review, and record
- Monthly Payroll Cycle — calculation to disbursement
- Performance Review Cycle — goal-setting to feedback
- Exit / Separation Process — resignation to clearance
7 HR Department Roadmap (0-24 Months)
Month 0-3: SURVIVE
| Priority | Action | Owner |
|---|---|---|
| Immediate | Document all current employees | HR Rep + Consultant |
| Immediate | Set up compliant payroll | Consultant |
| Immediate | Issue employment contracts | Consultant |
| Week 2-3 | Launch basic policies | Consultant |
| Month 2 | First structured onboarding | HR Rep |
| Month 3 | Monthly HR report to founders | HR Rep |
Month 4-6: STABILIZE
| Priority | Action | Owner |
|---|---|---|
| Month 4 | Implement leave/attendance tracking | HR Rep |
| Month 4 | First performance check-ins | HR Rep + Managers |
| Month 5 | Recruitment process active | HR Rep |
| Month 6 | Salary review framework | Consultant (advisory) |
| Month 6 | HR metrics dashboard (basic) | HR Rep |
Month 7-12: STRUCTURE
| Priority | Action | Owner |
|---|---|---|
| Month 7-8 | Hire or promote to Junior HR Officer | Founders |
| Month 9 | Training & development program | HR Officer |
| Month 10 | Employee engagement survey | HR Officer |
| Month 11 | Benefits review (insurance, allowances) | HR Officer + Consultant |
| Month 12 | Annual HR audit | Consultant |
Month 13-24: SCALE
| Priority | Action | Owner |
|---|---|---|
| Year 2 Q1 | Hire dedicated HR Manager (if 30+ employees) | Founders |
| Year 2 Q2 | HRIS / attendance system implementation | HR Manager |
| Year 2 Q3 | Career pathing & succession planning | HR Manager + Consultant |
| Year 2 Q4 | Full compensation & benefits benchmarking | Consultant |
8 Investment & Timeline
Consulting Fee Structure
| Component | Scope | Duration |
|---|---|---|
| Phase 0: Diagnostic | Interviews, assessment, compliance review | 3-4 days |
| Phase 1: Foundation | Policies, org structure, JDs, handbook | 8-10 days |
| Phase 2: Operations | Recruitment, onboarding, payroll, leave | 6-8 days |
| Phase 3: Compliance | Contracts, safety, exit process | 4-5 days |
| Phase 4: Knowledge Transfer | Training, walkthroughs, handover | 2-3 days |
| Total Consulting | ~25-30 days over 7 weeks | Package or T&M |
Optional Add-Ons
Flexible Engagement
9 Why Ravi Neupane
10 Key Messages for Today's Discussion
At 10-20 people, you are at the perfect moment to build this right. Every company at 50 employees wishes they had invested in proper HR foundations when they were your size. The cost of fixing later is 10x the cost of building now.
This isn't generic HR consulting. Driver safety policies, accident reporting protocols, vehicle liability frameworks, and shift scheduling for field staff are built into every deliverable. I understand that in your business, HR is operational protection — not just paperwork.
This engagement does not replace your HR Representative — it equips them. After 7 weeks, your HR Rep will operate with senior-level confidence, armed with professional policies, templates, and training. They become your HR department, not a bottleneck.
If budget is a concern, we start with Discovery and Foundation only. Get your core policies, org structure, and employee handbook in place first. Add operations, compliance, and training when you're ready. You control the pace.
11 Discussion Questions for Today's Session
Immediate Pain Points (15 min)
- What HR tasks are taking most of the HR Rep's time?
- What has gone wrong or nearly gone wrong?
- What keeps founders awake at night regarding people?
Workforce Planning (15 min)
- Expected headcount at 3 months? 6 months? 12 months?
- Role types: drivers, mechanics, admin, sales, tech, management?
- Any immediate hires needed before operations start?
Compliance & Risk (15 min)
- Are all current workers documented/contracted?
- Is payroll being run? Through what mechanism?
- SSF/CIT registration status?
- Vehicle/driver insurance and liability clarity?
Culture & Values (10 min)
- What kind of company do founders want to build?
- What behaviors should be rewarded? What is unacceptable?
- How do founders want to be perceived by employees?
Budget & Constraints (10 min)
- What is the budget for this engagement?
- Any hard deadlines (launch date, first payroll, audit)?
- Founder availability for interviews and decisions?
Success Definition (5 min)
- 3 months from now, what does "good HR" look like?
- What would make founders feel this engagement was worth it?