When you visit any corporate office in the United States, there will probably be a human resources department, which consists of a cube of offices and a file room. In the file room are meticulous records detailing the careers of every employee in the building.
There is a reason why employers maintain employee records, and there are no differences in the horse business. You might not have a human resources department, but if you fail to keep employe records your business will suffer.
Today’s Farm Freebie: Horse Business Employee Information Sheet
Keeping Horse Business Employee Records
Today I am providing you with a template in which to keep basic horse business employee information, but your employees’ files should contain far more than that. Keeping good records means saving every piece of paper that relates to a staff member’s job.
This is not an exhaustive list, but it should get you started:
Performance evaluations
Copy of driver license
Copy of SS card
Schedule
Job description
Wage history
Disciplinary records
Letters of reference
Vacation records
Accident reports
Benefits information
Certifications
Status (e.g. full time)
Other records
On the top of the file (perhaps stapled to the inside flap) should be the horse business employee information sheet (download below). This document provides a snapshot view of the employee while giving you vital information at a glance. If something happens—such as an accident—you don’t have to dig through the file.
Filling Out the Document
The horse business employee information sheet is pretty self-explanatory, but I wanted to hit on a few highlights.
First, it is important to update this document on a regular basis. I recommend pulling them out every six months and asking employees to re-verify that everything is correct. Having outdated contact or insurance information could prove disastrous.
Second, this is a template and not a golden scroll. Feel free to write in the margins or on the back with any information you feel is pertinent. If something changes, you don’t have to make an entirely new copy (unless, like me, it would drive you crazy not to). You can white out information and write in over it. This is just for your records.
And finally, employees should fill this out the minute they are hired. Failing to obtain this information is a big mistake, and you don’t want to wind up with a crisis on your hands.
Horse Business Employee Information Sheet (PDF)
Feel free to add your horse business name and logo to the top of this document, or to create your own template using this as a guideline. You can contact me if you would like the original .doc file.
You might also like:
- Farm Freebies: Payment History template
- Farm Freebies:
Payment Record template - Farm Freebies: Accident Report Form
- Farm Freebies:
Staff Satisfaction Survey form - Farm Freebies: Horse Boarding Equine Evaluation Template
About the Author: Laura Jane Thompson is the Chief Equestrian Officer of Riding Instructor University and the Feature writer for the horses section at Suite101. She believes that any horse business can succeed provided its owner practices smart strategy.
