Building a People-First Talent Team: Scale with Success

Starting a People Operations (HR) team for a small business is a crucial step in driving sustainable growth and fostering a positive company culture. As you scale, having the right foundational structure in place ensures you can attract, develop, and retain top talent. Here’s how you can structure your initial team, key roles to focus on, and a framework to build a People Operations function that scales with your business.

1. Identify Key Roles and Responsibilities

In the early stages of a small business, the People Org team may consist of just a few roles that cover broad responsibilities. As the company grows, these roles can become more specialized. Here's a breakdown of the essential positions and their responsibilities:

• People Operations Manager: This role is crucial for overseeing the operational aspects of HR, such as compliance, payroll, benefits, and employee relations. As the team grows, this role may evolve into a Director or VP of People Operations.

• Talent Acquisition Specialist: Focused on recruitment, this role is responsible for sourcing, screening, and onboarding talent. Initially, they may also handle employer branding and manage relationships with external recruitment partners.

• HR Generalist: A versatile role that manages employee relations, performance management, and training. They act as the main point of contact for employee queries and ensure a smooth employee experience from onboarding to exit.

• Culture and Engagement Coordinator (Optional): If company culture is a high priority from the start, this role can help in fostering a strong employer brand and maintaining high engagement levels. This individual can organize team events, handle internal communications, and manage employee satisfaction initiatives.

These roles can be fluid in the early days but should align with the business’s immediate needs. For example, hiring might be your biggest focus if you're in a growth phase, so the Talent Acquisition role might take priority​​​.

2. Structure for Scalability

The structure of your People Operations team should be flexible enough to adapt to future growth but also focused enough to provide immediate value. Here’s a simple structure for a small team:

• People Operations Head (HR Manager or Director)

  • Reports to: CEO/COO

  • Direct Reports: Talent Acquisition, HR Generalist

  • Core focus: Strategy, compliance, compensation, culture alignment with business goals.

• Talent Acquisition Specialist

  • Core focus: Recruiting, onboarding, employer branding.

• HR Generalist

  • Core focus: Employee relations, performance management, learning and development.

    
    

As the business grows, these roles can become specialized (e.g., a separate Learning & Development role or a Compensation and Benefits specialist)​​.

3. Adopting a Strategic Framework

To build a sustainable and high-performing team, you need a strategic framework that addresses the following areas:

• Attraction and Recruitment: This is the foundation of your People Operations team. Create a structured hiring process that is fair, consistent, and transparent. Use standardized interview questions and evaluation criteria to minimize bias and improve candidate selection. A strong employer brand should also be cultivated early on to attract top talent​.

• Employee Experience: Employee experience is not just about perks; it's about creating a culture where people feel valued. This includes clear communication, consistent performance management, and pathways for career development. Ensure the company culture is aligned with the mission and vision from the start. Use feedback loops, such as employee surveys, to keep tabs on satisfaction levels​.

• Performance Management: Implement a basic performance management system that includes regular check-ins, clear goal-setting, and professional development. As the company grows, this can evolve into a more formalized process with defined metrics and competencies​​.

• Compliance and Risk Management: As soon as you hire your first employee, you need to ensure compliance with local labor laws, handle payroll, and manage employee benefits. Having someone in your team with a solid understanding of legal requirements is crucial. This can be part of the People Operations Manager's role until it grows into a specialized function​.

  
  

4. Creating a People-Centric Culture

For small businesses, creating a positive and inclusive culture early on is key to retaining talent. Your People Operations team should focus on building a culture that aligns with your company’s core values and growth plans. Regularly communicate these values through internal messaging, and celebrate wins and milestones to keep morale high.

Consider implementing employee engagement initiatives that drive connection and collaboration. Simple tools like monthly check-ins, team-building activities, or even pulse surveys can offer insights into how your employees are feeling and what areas might need attention​​.

5. Leveraging Technology and Metrics

From the start, use data to track HR performance metrics, such as time-to-hire, employee turnover, and employee satisfaction. Leveraging technology like an Applicant Tracking System (ATS) or HRIS can help manage employee data, recruitment pipelines, and compliance documentation. Even at an early stage, having clear data can guide decision-making and scale your team efficiently​​.

Conclusion

Building your first People Operations team for a small business is a balancing act between addressing immediate needs and preparing for future growth. Start with essential roles that focus on talent acquisition, employee experience, and compliance. Develop a scalable structure, implement clear processes, and continuously gather data to inform your decisions. Above all, foster a people-centric culture that reflects your company’s values, ensuring that your employees feel valued and motivated as your business grows.

Disclaimer: The views expressed in this post are my own and do not represent those of any company or client.