How to Handle HR When You’re Not an HR Professional
If you’re a business owner, office manager, EA, or part of a small management team, chances are HR tasks have landed on your desk — even though you never signed up to be an HR professional.
And let’s be honest: HR can feel overwhelming. Employment law sounds complicated, people issues can be uncomfortable, and one wrong step can be costly. But here’s the good news:
You don’t need to be an HR expert to handle HR well.
With a few simple foundations and the right tools, you can build confidence, avoid costly mistakes, and create a workplace where people feel supported and motivated.
This guide breaks down the most practical ways small businesses can manage HR effectively — even without a dedicated HR team.
1. Get comfortable with the HR essentials
A lot of stress around HR comes from not knowing what’s legally required. Employment law can sound intimidating, but at its core, it’s simply about treating people fairly and consistently.
Focusing on the basics will make a huge difference:
Making sure everyone has a clear and compliant contract
Understanding holiday entitlement, sick pay, notice periods and other statutory rights
Handling disciplinaries and grievances in a fair, structured way
Knowing what to do if performance becomes a concern
You don’t need to memorise legislation; you just need to understand how the fundamentals apply to everyday situations.
2. Put simple people processes in place
Small businesses often rely on good intentions rather than consistent processes — and that’s usually where things get messy.
Clear, uncomplicated processes help everyone know what to expect, reduce risk, and save time. A few key ones to focus on include:
How you hire and interview
What onboarding looks like for every new starter
How you check in during probation
What happens if someone isn’t performing as expected
How you handle sickness, holidays, and exits
You don’t need a full HR department to run things smoothly — just repeatable steps that make sense for your business. And once they’re in place, everything feels easier.
3. Don’t shy away from difficult conversations
People issues rarely disappear on their own.
Addressing things early is one of the best ways to build trust and prevent small problems turning into big ones.
You don’t need a script, but it helps to keep conversations:
Factual (“I’ve noticed…” rather than “You always…”)
Supportive (“How can I help you get back on track?”)
Consistent (following the same steps each time)
Most employees aren’t expecting you to have all the answers. What matters is that you show up early, listen well, and handle things fairly.
4. Keep your documentation clear and consistent
Good documentation protects you and gives employees clarity.
This doesn’t require long reports — a simple note or summary is enough, as long as it records:
What you discussed
Any next steps
Timescales you agreed
Any expectations set
It’s one of the easiest ways to stay organised and reduce risk, especially if you manage people alongside a long list of other responsibilities.
5. Let HR tools and systems do the heavy lifting
If you’re still tracking holidays in a spreadsheet or digging through old emails for contracts, you’re making HR harder than it needs to be.
Simple HR systems can help you manage:
Employee files
Onboarding checklists
Holiday and sickness tracking
Reminders for reviews or probation
Policy storage
A good system doesn’t replace human conversations — it just saves you time and prevents things slipping through the cracks. For the smallest businesses we always recommend Breathe
6. Know when to get advice
Even the most organised manager will face situations that feel unfamiliar or high-risk. That’s normal.
Ask for help when:
You’re starting a disciplinary or formal process
A situation feels complex, emotional, or unclear
You’re unsure about a legal requirement
You want a second opinion before acting
Getting the right guidance early is usually quicker, cheaper, and far less stressful than trying to fix things later.
And if you’re not a current client, you can still access ad-hoc HR advice through our HR As You Go platform — you can learn more or get started here.
Keeping HR simple, human, and manageable
To put it simply: HR doesn’t have to be overwhelming.
Most of what matters comes down to clear communication, fair processes, and treating people with respect.
For small businesses, the most effective HR practices are often the simplest:
Setting expectations early
Having consistent processes
Listening well and acting fairly
Keeping records tidy
Addressing issues before they grow
When you get these foundations right, everything else becomes easier — and you build a workplace where people feel valued and motivated to do their best work.
Want support building confidence in HR?
If HR is part of your role (even unofficially), my practical 2-day course HR for Non-HR Managers gives you the essentials you need to handle people issues professionally and with complete confidence.
Over two days, you’ll learn how to:
Understand employment law without any jargon
Handle real-world HR challenges in small businesses
Build strong people processes that actually work
Support your managers through tough scenarios
Whether you’re an office manager, business owner, EA, or team leader, this course is designed to make HR simpler, clearer, and far less stressful.