👥 HR & People Ops SOP

Hiring, Onboarding, Culture & Team Success

🎯 Quality Hires 📋 Smooth Onboarding 💼 Team Culture ⭐ Employee Satisfaction

🚀 Welcome to Digital Heroes — You Are Part of Something Bigger

Before we dive into HR processes, you need to understand something critical: You are not just joining a company. You are joining a mission.

🎯 Our Journey: Point A to Point B
Point A (Now): ₹9.2 Crores Point B (2027): ₹75 Crores

Every team member contributes to this journey, and every team member benefits from it through our equity-sharing model—even interns from Day 1.

🔗 The Interconnected Chain: Where YOU Fit

At Digital Heroes, we operate as a single, interconnected chain where every link is equally critical:

⭐ YOU (HR) → THE CULTURE KEEPER — recruit, retain, and empower the team
↓
Sales → brings in clients
↓
Development → delivers quality work
↓
Client Satisfaction → creates happy customers
↓
CS Team → protects satisfaction
↓
5-Star Reviews → boost algorithm positioning
↓
More Organic Enquiries → the cycle amplifies

👥 Your Critical Role:

As HR, you are THE CULTURE KEEPER of Digital Heroes. You recruit the talent that builds everything, you maintain the culture that keeps people performing at their best, and you ensure every team member feels valued and aligned with our mission. Without you finding and nurturing the right people, there's no one to sell, no one to develop, no one to design. Every great hire you make and every team member you retain moves us closer to our ₹75 Crore goal.

No great people = No great work = No growth. YOU build the team that builds the dream.

📖

The $2 Lakh Hiring Mistake

Why a Proper Hiring Process Matters

We once hired a developer in a rush. Client project was urgent. Took just one interview, no skill test, no reference check. Seemed confident in the call.

Within 2 weeks:

  • Missed 3 deadlines
  • Code was copy-pasted from tutorials (didn't work)
  • Client complained about communication
  • We had to redo the entire project ourselves

Cost of that "quick hire":

  • $80,000 paid to the developer
  • $1,20,000 in delay costs and overtime
  • 1 angry client who almost left
🎯 The Lesson: A bad hire costs 5-10x their salary. Take the time to hire right. Rush the hiring → Rush the firing → Rush the re-hiring. It never ends well.

👥 HR CORE PRINCIPLES

1. HIRE SLOW, FIRE FAST

Take time to find the right person. But if someone isn't working out, don't drag it on for months hoping they'll improve. Quick, respectful exits protect both parties.

2. CULTURE FIT > SKILL

Skills can be taught. Attitude, work ethic, and values cannot. A brilliant toxic person will cost you your best people.

3. DOCUMENTATION IS PROTECTION

Every offer, contract, warning, and termination in writing. No verbal agreements. Protects the company AND the employee.

4. TRANSPARENT COMMUNICATION

Clear expectations from Day 1. No surprises in performance reviews. If someone is underperforming, they should know before it becomes a termination conversation.

📞

Weekly Performance Calls - MANDATORY

⏰ Call Schedule

Every Tuesday: Conduct 1-to-1 calls with EVERY team member

Duration: 15 minutes per person

Documentation: Record in Performance Call spreadsheet IMMEDIATELY after call

📋 Required Data Collection

⚠️ Collect SPECIFIC data — numbers, dates, not vague statements

Question Expected Response Type
Satisfaction rating? 0-10 scale (number required)
Specific problems faced? With concrete examples
Career goals/options pursuing? Specific courses, certifications
What specifically do you LIKE? ⚠️ Neutral is NOT acceptable

For departing employees: Why leaving, future preferences, return timeline

For employees with exams: Specific examination dates

📈 Purpose

  • Find what works and what doesn't — improve accordingly
  • Double down on what people LIKE, cut problems
  • If "no problems" — document WHY they are happy specifically
  • Submit completed sheet to management same day as calls

💰 STIPEND-PERFORMANCE CONNECTION

Stipends directly reflect quality, consistency, and discipline of work.

  • Operations Manager tracks everyone's performance and provides feedback for stipend decisions
  • Without proper daily reporting, efforts cannot be measured — affects stipend
  • Better performance = eligibility for bonuses and stipend increments

⚠️ Stipend Deductions

  • Unnecessary absences = Stipend deduction
  • Repeated late starts = Stipend deduction
  • Casual approach to work = Stipend impact

📉 Performance Improvement Warnings

  • Decline in performance + increase in holidays = Immediate warning
  • First warning documented with specific examples
  • Continued poor performance after warning = Potential termination
📋

Leave Policy & Certificate Guidelines

🏖️ Leave Policy Clarifications

  • Unpaid leaves: Can be taken anytime for any number of days
  • Paid leave accumulation: Not guaranteed — subject to approval at time of request
  • Training period leaves: Allowed but communication is mandatory
  • Interns: Lenient policy but communication is mandatory

📜 Certificate & Document Policies

  • Recommendation letters: Reserved for TOP employees ONLY — requires management approval
  • Experience certificates: Standard process for all completing tenure
  • Poor performance penalty: 10 additional days before certificate eligibility
  • All assigned tasks must be complete before certificate generation

🏛️ TEAM HIERARCHY & OVERRIDE AUTHORITY

Organization Chart

Level 1 CEO/Founder
Level 2 Operations Manager
Level 3 Reporting Managers (Day shift communications)
Level 4 Team Lead / Senior Developers / Designers
Level 5 Interns - Shopify Web Development

⚠️ Override Authority

Higher rank ALWAYS has authority to override instructions from lower ranks.

  • This is non-negotiable — do not argue this point
  • If conflicting instructions, follow higher-ranking person's direction
  • Report conflicts to immediate supervisor for clarification

📣 Reporting Manager Responsibilities

  • Receive raw instructions from management
  • REFINE messages before sharing with team — make easier to understand
  • Add course of action recommendations
  • Never share raw management messages directly to team

🎯 DIGITAL HEROES - HR HIRING GUIDE

Simple Step-by-Step Process for Hiring Web Developers

Easy to Follow | Less Time Consuming | Find Tech-Savvy Gems

📌 IMPORTANT: READ THIS FIRST

Who Are We Hiring?

What Details
Role Web Developer (Trainee/Intern)
Training Everyone gets same Shopify training first
After Training Assigned to: Shopify Dev / Designer / Full Stack / PM based on aptitude
Key Filter Must be TECH-SAVVY (uses computers daily, figures out tech easily)
Location Remote/Hybrid - Location NOT a barrier

Why Tech-Savvy Matters

Tech-Savvy Person → Learns fast → Solves problems → Needs less hand-holding → PRODUCTIVE

Non-Tech Person → Struggles with basics → Gets stuck → Needs constant help → BURDEN

🔄 HIRING PROCESS OVERVIEW

STEP 1: Application Filter (2 min) → Reject 70%
    ↓
STEP 2: HR Phone Screen (10 min) → Reject 50% more
    ↓
STEP 3: AI App Task (2 hours) → Filter by ACTION not words
    ↓
STEP 4: HR Video Interview (20 min) → Only for those who completed AI App
    ↓
STEP 5: Shopify Trial Task (1 day) → Final filter
    ↓
STEP 6: Training (if passed) → Assign role
KEY INSIGHT: We give AI App Task BEFORE interview. Why?
  • Anyone can TALK well in interview
  • AI App Task tests who can actually DO
  • No point interviewing someone who can't complete a 2-hour task
  • Saves HR time - interview only serious candidates

HR's Job: Step 1, 2, 3, 4 (filter out wrong people efficiently)

✅ STEP 1: APPLICATION FILTER (2 min/person)

HR Checklist - Just Tick Yes/No

Question YES = Continue NO = Reject
Can work remotely/hybrid as needed? ✅ ❌ REJECT
Has portfolio OR any work samples? ✅ ❌ REJECT
Resume is complete (not half-empty)? ✅ ❌ REJECT
Has own laptop? ✅ ❌ REJECT

If ANY answer is NO → REJECT immediately. Don't waste time.

📞 STEP 2: PHONE SCREEN (10 min)

Purpose: Check if worth calling for interview

📝 Script for HR:

"Hi [Name], this is [Your Name] from Digital Heroes.

I saw your application for the Web Developer role.
I have a few quick questions - will take 5-10 minutes.
Is this a good time?"

[If yes, continue. If no, schedule call.]

Questions to Ask (Exactly These):

Q1: "Do you have your own laptop?"
"Yes, I have a laptop" ✅ Continue
"No, but I can arrange" ⚠️ Ask: "Within how many days?"
"No, I'll use office computer" ❌ REJECT (shows dependency)
Q2: "How many hours per day do you use a computer/laptop - not phone, computer?"
"4+ hours daily" ✅ Continue
"2-3 hours" ⚠️ Ask what they do in that time
"Only when needed" / "Mostly use phone" ❌ REJECT
Q3: "What do you usually do on your laptop?"
Good Answers (Tech-Savvy Signs) Bad Answers (Reject)
"Coding, learning, projects" "Just college assignments"
"Watch tutorials, practice" "Movies, social media"
"Play games, explore software" "Nothing much"
"Freelancing, personal projects" "Only when required"
"Build websites, design" "I prefer using phone"
Q4: "Have you ever built anything on your own - website, app, design, anything?"
"Yes" → Ask: "What? Tell me briefly" ✅ If genuine project, continue
"College projects only" ⚠️ Acceptable, continue
"No, nothing" ❌ REJECT (no initiative)
Q5: "If your laptop has a problem - slow, hanging, virus - what do you do?"
"Google it, YouTube, try to fix myself" ✅ PERFECT - Tech-savvy
"Ask friends who know computers" ⚠️ Acceptable
"Take to repair shop" ❌ REJECT (not tech-minded)
"Wait for someone to help" ❌ REJECT
Q6: "If selected, can you start within this week?"
"Yes, immediately" ✅ Great - note it
"Yes, within a week" ✅ Good
"Need 2 weeks notice" ⚠️ Acceptable, note it
"Maybe after a month" ⚠️ Ask why, note it

📊 Phone Screen Decision:

5-6 Good answers ✅ Send AI App Task
3-4 Good answers ⚠️ Send task but watch closely
0-2 Good answers ❌ REJECT - Don't proceed

After Phone Screen (If Passed), Say:

"Great! You've cleared the phone screen.

I'm going to send you a small task on WhatsApp right now.
It's a 2-hour challenge to test how fast you can learn.

Check WhatsApp in 5 minutes.
Your 2 hours will start when you confirm receipt.

Any questions before we proceed?"

Note: We do VIDEO CALL interview only AFTER they complete AI App Task successfully. This saves time.

📱 STEP 3: AI APP TASK (2 Hours) - Before Interview

Purpose: Test Who Can Learn & Build Fast Using AI

This is given RIGHT AFTER phone screen. Interview happens ONLY if they complete this.

🚀 DIGITAL HEROES - AI APP CHALLENGE

Hi [Name]!

Congratulations on clearing the phone screen! 🎉

⏰ DEADLINE: 2 HOURS from now
📍 Time Split: 30 min Installation & Setup | 1.5 hours Build the App

📋 YOUR TASK:

STEP 1: INSTALL Antigravity (30 min)
1. Go to: antigravity.google
2. Sign up / Login with Google
3. Explore the interface
4. Understand how to use the AI agent to build apps

STEP 2: BUILD A USEFUL APP (1.5 hours)
Build ANY useful app using AI prompts.
Examples: Expense Tracker, Todo List, Habit Tracker, Recipe Finder, Workout Planner, Study Planner, Bill Splitter, Daily Journal, Mood Tracker, Water Reminder.

REQUIREMENTS:
☐ Must be USEFUL (solves a real problem)
☐ Must have GOOD DESIGN (clean, professional look)
☐ Must WORK properly (all features functional)
☐ Must be YOUR idea (don't copy tutorials)

STEP 3: HOST ON VERCEL
1. Create account on vercel.com
2. Deploy your app
3. Get the live link

📤 WHAT TO SUBMIT:
1. ✅ Vercel Link (live app URL)
2. ✅ What app you built & why
3. ✅ Screenshot of the app
4. ✅ How long it took you

⏱️ Your 2 hours start NOW!
Good luck! Show us what you can build! 💪

📊 HR: How to Evaluate AI App Task

Criteria Score (1-5)
Usefulness (solves a problem?) ___
Design Quality (looks professional?) ___
Functionality (does everything work?) ___
Creativity (original idea?) ___
TOTAL /20
Result Action
Submitted + Score 15+ ✅ Proceed to Video Interview
Submitted + Score 10-14 ⚠️ Proceed with caution
Submitted + Score <10< /td> ❌ Don't proceed
Did NOT submit ❌ REJECT - No Interview

🎤 STEP 4: HR VIDEO INTERVIEW (20 min) - After AI App Task

When to Do: ONLY after candidate completes AI App Task with Score 10+

Mode: Video Call (Google Meet / Zoom) - 20 minutes total

SECTION A: TECH BACKGROUND (5 min)

Question Score 5 (Good) Score 1-2 (Bad)
A1: "Since when have you been using computers regularly?" Since childhood/school Recently started / Not regularly
A2: "Do you play any video games? Which ones?" PC/Console games No games (note: not auto-reject)
A3: "What software/tools do you know?" VS Code, Figma, Git, etc. Only MS Word/Excel
A4: "Have you done troubleshooting or fixed a tech issue yourself?" Gives specific example "Not good with such things" ❌ RED FLAG
A5: "What have you built or created on computer?" Shows portfolio/describes projects "Nothing really" ❌ RED FLAG

Tech Background Score: ___/25 | Below 10 = ❌ REJECT

SECTION B: PROBLEM SOLVING (5 min)

"Now I'll give you some situations. Tell me what you would do."

Scenario Good Answer (Score 5) Bad Answer (Score 1-2)
B1: "You're given a task you've never done before. What do you do?" Google, YouTube, ChatGPT → learn → do Wait for someone to teach me
B2: "You're stuck for 2 hours. Nothing working. Next step?" Try different approaches, ask senior with context Give up and wait
B3: "Deadline is 2 days, work needs 5 days. What do you do?" Communicate early, negotiate scope Just say okay and stress

Problem Solving Score: ___/15 | Below 6 = ❌ REJECT

SECTION C: PERSONALITY CHECK (5 min)

Question Good Answer (Score 5) Bad Answer = REJECT
C1: "Tell me about a time you failed at something." Admits real failure, explains learning "I never really failed" ❌ DISHONEST
C2: "Why did you leave your last job?" (if applicable) Growth, new opportunity Blames boss/company ❌ REJECT
C3: "Manager asks you to do something you disagree with?" Share opinion, then follow decision "I'll do what I think is right"
C4: "Rate yourself 1-10 on web dev skills." 6-8, honest self-assessment "9-10" ❌ OVERCONFIDENT
C5: HONESTY TRAP: "Have you used Framer Motion for animations?" "No, what's that?" ✅ HONEST "Yes, all the time" → Probably LYING (ask for proof)

Personality Score: ___/25 | Below 10 or ANY red flag = ❌ REJECT

SECTION D: FINAL QUESTIONS (5 min)

D1: "Do you have any questions about the role or company?" → Good sign: asks about work/learning/growth

D2: "When can you start if selected?" → Note availability

D3: "What's your expected stipend/salary?" → Note and compare with budget

D4: "Are you applying to other companies right now?" → "Yes, a few" is normal and honest

📋 HR INTERVIEW SCORECARD

Candidate: _________________ Date: _________________

Section Score Max
AI App Task (completed before interview) ___ /20
A. Tech Background ___ /25
B. Problem Solving ___ /15
C. Personality ___ /25
COMBINED TOTAL ___ /85
❌ Red Flags:
  • [ ] Said "I never failed"
  • [ ] Badmouthed previous employer
  • [ ] Rated self 9-10/10
  • [ ] Caught lying in trap question
  • [ ] No laptop / poor computer skills
✅ Green Flags:
  • [ ] Uses computer 4+ hours daily
  • [ ] Built personal projects
  • [ ] Fixes own tech problems
  • [ ] Honest about limitations
  • [ ] Shows enthusiasm to learn
Combined Score Decision
65+ AND no red flags ✅ SEND SHOPIFY TASK
50-65 with minor concerns ⚠️ DISCUSS WITH MANAGER
Below 50 OR any red flag ❌ REJECT

📱 STEP 5: SHOPIFY TRIAL TASK (1 Day)

⚠️ ONLY send to candidates who passed interview with 65+ score

🎯 DIGITAL HEROES - SHOPIFY TRIAL TASK

⏰ DEADLINE: 24 HOURS. NO EXTENSIONS.

📋 TASK: REPLICATE A SHOPIFY STORE
🔗 Reference Store: [Pick ONE: eyeamcreation.com, nutripium.com, theawwshop.com]

📌 SETUP:
1. Create FREE Shopify Partner account at partners.shopify.com
2. Create a Development Store
3. Use Theme: Dawn (free) or provided theme file

✅ WHAT TO REPLICATE:
□ Homepage - ALL sections matching exactly
□ Colors - Same colors as reference
□ Fonts - Same or similar fonts
□ Header - Logo, menu, cart icon
□ Footer - Links, social icons
□ 5 Products - Add with images and descriptions
□ Product Page - Should look like reference
□ Mobile - Must look good on phone too

💡 TOOLS TO HELP:
• Chrome Extension: "Koala Inspector" - tells you what sections a store uses
• Right Click → Inspect Element - see fonts, colors, sizes
• ChatGPT - ask "How to create this section in Shopify?"
• YouTube - Search "Shopify Dawn theme customization"

📤 SUBMIT:
1. Partner Account Details (Email & Password)
2. Store Preview Link (from Online Store → Preferences)
3. Screenshots (Desktop homepage, Mobile, Product page)

📊 Trial Evaluation Checklist:

Criteria Score (1-5)
Deadline met ___
Visual accuracy (how close to reference) ___
Completeness (all sections done) ___
Mobile version ___
Communication during trial ___
TOTAL /25

20-25: ✅ HIRE → Start Training | 15-19: ⚠️ Give feedback, maybe 1 more day | Below 15: ❌ REJECT

📝 EMAIL TEMPLATES FOR HR

Rejection Email (After Interview):

Subject: Digital Heroes - Application Update

Hi [Name],

Thank you for taking the time to interview with us for the Web Developer role at Digital Heroes.

After careful consideration, we've decided to move forward with other candidates whose experience more closely matches our current needs.

We appreciate your interest in Digital Heroes and wish you the best in your job search.

Best regards,
[Your Name]
Digital Heroes Team

After Phone Screen - Send AI App Task:

Subject: Digital Heroes - AI App Challenge (2 Hours) - Start Now!

Hi [Name],

You've cleared the phone screen! 🎉

Here's your first challenge. Complete this, and we'll schedule your interview.

TASK: AI App Challenge
⏰ Time: 2 hours
📱 Details on WhatsApp (check now)

Reply "STARTING NOW" to confirm.

After AI App Passed - Interview Invite:

Subject: Digital Heroes - Interview Scheduled

Hi [Name],

Great job on the AI App! 🎉

Your video interview is scheduled:
📅 Date: [Date]
⏰ Time: [Time]
📍 Google Meet: [Link]

Duration: 20 minutes

See you there!

Hiring Confirmation Email:

Subject: Welcome to Digital Heroes! 🎉

Hi [Name],

Congratulations! You've successfully completed the trial.

We're excited to have you join Digital Heroes as a Trainee Web Developer.

📅 Start Date: [Date]
⏰ Time: 9:00 AM
📍 Location: [Office Address] or Remote

What to bring:
- Laptop
- Original ID proof
- 2 passport photos

See you soon!

⚡ QUICK REFERENCE FOR HR

❌ Instant REJECT If:
  • "I don't use laptop much" (Not tech-savvy)
  • "I never failed" (Dishonest)
  • Badmouths previous employer
  • Rates self 10/10 (Overconfident)
  • Lies about knowing a tool
  • Can't do basic computer tasks
  • "That's not my job" attitude
✅ Instant GREEN LIGHT If:
  • Built personal projects (Initiative)
  • Plays PC games (Tech-comfortable)
  • Fixes own tech problems (Problem solver)
  • "I don't know but I'll learn" (Growth mindset)
  • Asks thoughtful questions (Curious)
  • Arrived early / on time (Committed)

📊 HR Daily Hiring Targets:

Activity Time Target
Screen applications 30 min 15-20 resumes
Phone screens 1 hour 5-6 candidates
Video Interviews 1.5 hours 3-4 candidates
Trial evaluation 30 min 1-2 trials

Weekly Target: 2-3 candidates sent to trial, 1-2 hired

Total HR time per hire: ~1.5-2 hours

🏆 COMPLETE FLOW SUMMARY

Application (2 min) → Phone Screen (10 min) → AI App Task (2 hr) → Video Interview (20 min) → Shopify Task (24 hr) → HIRE → TRAINING

The Magic: By giving AI App task BEFORE interview, we only interview people who can actually DO work. This saves massive time.

Key Filter: TECH-SAVVY = Uses computer daily + Fixes own problems + Has built something + Learns by Googling

Document Version: 2.0 | January 2026 | Digital Heroes HR Use Only

1

Complete Hiring Process - 6 Steps

🎯 The Golden Rule

"Hire for attitude, train for skills. A person at level 6 can become 10, but level 3 cannot become 6."

Don't settle until you get employee exactly as per JD. Only work with good people.

📋 STEP 1: Create Job Description (JD)

8 Mandatory JD Elements

  1. Department - Where they'll work
  2. Job Title - Clear role name
  3. Gender - Or "Any"
  4. Age Range - Preferred experience level
  5. Experience Required - Years and type
  6. Education - Minimum qualifications
  7. Salary Range - Budget transparency
  8. Technical Skills - Must-have abilities

Where to Post JD:

Channel Platform
Job Sites Naukri, Apna, Monster, Indeed, LinkedIn
Social Media LinkedIn, Instagram, Twitter
Network Friends/Family, WhatsApp groups, Status
Agencies Local placement agencies, headhunters
Community YouTube (2.5M subscribers), Shopify meetups
Campus Local engineering college placements

🔍 STEP 2: CV Screening (Filter 100 → 15)

Criteria What to Check 🚩 Red Flag
School/College Shows commitment, not just tier 1 Low-quality institutions with gaps
Education Performance Consistent grades show discipline Major inconsistencies unexplained
Location Lucknow or willing to relocate Unclear on relocation
Career Track Is there growth or stagnation? Same role for 5+ years
Job Switch Frequency Max 1 switch per year acceptable 🚩 3+ jobs in 1 year = instant reject
Job Growth Did salary increase? Role expand? Lateral moves only, no growth
Marital Status Married = generally more responsible N/A

📝 Role-Specific CV Checks

For Developers: Check portfolio links, look for live Shopify stores, GitHub profile is a plus

For Sales: Look for revenue numbers, Fiverr profile link, evidence of conversion rates

📞 STEP 3: Confirmation Call (Filter 15 → 5)

5 Things to Confirm on Call

  1. Double-check Data - Is CV accurate? Any discrepancies?
  2. Confidence Check - Do they sound confident or nervous?
  3. Personality - Professional? Friendly? Arrogant?
  4. Availability - Can start in 15-30 days max?
  5. Pay Expectation - Does it match your budget?

📝 Call Script

"Hi [Name], this is [Your Name] from Digital Heroes. I'm calling regarding your application for [Position]. Is this a good time for 5 minutes?"

[If yes]:

"Great! I've reviewed your CV and wanted to confirm:

  • You worked at [Company] - briefly, what did you do?
  • Expected salary is [X] - negotiable or fixed?
  • What's your notice period? When can you start?
  • You're comfortable with [specific JD requirement]?
  • Any questions before potential interview?"

"Perfect. If shortlisted, we'll call within 3-5 days for interview. Thank you!"

🎤 STEP 4: In-Person Interview (Filter 5 → 1-2)

Duration: 45-60 minutes

Section A: CV-Related Questions (10-15 min)

Question What You're Assessing
Walk me through your career - why did you leave each job? Job switch reasons, ownership vs blame
Tell me about your family background and financial situation Stability, financial need (affects motivation)
What was your job growth (salary + position)? Growth mindset vs stagnation
What are your future plans? Next 2 years, 5 years? Long-term vision alignment
Which city do you want to settle long-term? Relocation risk

🚩 Red Flags in Section A

  • Vague answers about why they left jobs
  • Blaming previous employers constantly
  • Unrealistic expectations
  • Unclear future goals

Section B: Technical Questions (15-20 min)

See Interview Question Banks below for role-specific questions

Section C: Situational/Behavioral (15-20 min)

🚫 NEVER Ask:

  • "Are you a hard worker?" (they'll say yes)
  • "Can you handle pressure?" (they'll say yes)
  • "Are you honest?" (they'll say yes)

✅ ALWAYS Ask Open-Ended with Actual Situations:

  • "Tell me about a time you worked extremely hard on a project" → What was the situation? What did you do specifically?
  • "Describe a situation where you failed to meet a deadline" → What happened? What did you learn?
  • "Share example of difficult client/team member" → How did you handle it? What was the outcome?
  • "What would you do if junior is not supportive/slowing team?"
  • "What if client complains about quality after delivery?"

🔍 What You're Listening For:

  • Specificity - Vague answers = likely lying
  • Ownership - Blame others or take responsibility?
  • Learning - Did they grow from experience?
  • Confidence - Can articulate clearly?

Cross-question if answers don't match CV!

✅ STEP 5: Decision & Offer

✅ If You Like Them

  • Inform within 24-48 hours
  • Send offer letter
  • Negotiate salary if needed (don't overpromise)
  • Confirm joining date

❌ If You Don't

  • Thank them professionally
  • Keep CV on file (future role possibility)
  • Never ghost candidates

📋 STEP 6: Joining Formalities

See Joining Documents section below for complete checklist.

💡 Additional Hiring Wisdom

Continue Interviewing: Even with full team, interview 2 candidates/week minimum.

Why?

  • Creates talent pipeline for when someone leaves
  • Keeps you updated on market salary rates
  • Existing employees stay motivated
  • Learn about competitor strategies

🎯 The 6→10 Principle

  • Level 6 person can be trained to level 10
  • Level 3 person CANNOT be trained to level 6
  • Hire for core qualities & attitude
  • Skills can be taught
  • Integrity, work ethic, intelligence CANNOT be taught
📝

Interview Question Banks

🎯 Project Manager Questions

Question What You're Looking For
Walk me through your complete process for a Shopify project from order intake to final delivery Structure, client communication, QA process
A client says "My checkout conversion is only 1.2%, fix it immediately." What do you do? Problem-solving, not panic, asking right questions
Your developer estimates 5 days. Client expects 2 days. How do you handle this? Negotiation, expectation management, alternatives
Name 5 Shopify apps you recommend most frequently and explain why for each Actual expertise, not generic answers
How do you manage 3-5 concurrent projects without anything falling through cracks? Organization systems, tools, discipline
Client is upset about quality and threatening bad review. Walk me through your response Emotional intelligence, problem-solving, professionalism

✍️ PM Practical Tests

  • PRACTICAL 1: Write a client update message for a project delayed by 2 days due to developer sickness
  • PRACTICAL 2: Here's a client complaint [provide sample]. Write your response
  • PRACTICAL 3: Create a 7-day project timeline for a 25-product Shopify store with custom features

🏆 💻 Developer + Client Success Questions

Question What You're Looking For
How would you add a custom size chart that appears on product pages and works responsively? Multiple solutions, best practices, mobile consideration
A client's store is loading in 8 seconds. What are the first 5 things you check? Systematic approach, knows common issues
Explain the difference between sections, snippets, and templates in Shopify Liquid Fundamental understanding, not surface knowledge
Client wants product page to show "Only 3 left in stock" dynamically. How do you build this? Liquid knowledge, logic, inventory understanding
Client says "Add this feature" but it's technically impossible on Shopify. How do you respond? Communication, offering alternatives, education
How do you use Git in your Shopify workflow? Version control understanding, backup strategies

✍️ Developer Practical Tests

  • PRACTICAL 1: Here's a broken Liquid code snippet [with 2-3 errors]. Find and fix the errors
  • PRACTICAL 2: Client wants Instagram feed on homepage. Explain 3 different approaches
  • PRACTICAL 3: Write an onboarding email you'd send to a new client after order
  • PRACTICAL 4: [Show a slow-loading store]. Tell me what's slowing it down just by inspecting

💰 Fiverr Sales Executive Questions

Question What You're Looking For
Walk me through your Fiverr sales process from inquiry to order Structure, qualification, follow-up
How do you qualify whether a lead is serious or just price shopping? MAND framework or similar, efficiency
A buyer says "I can get the same thing for $300 on Fiverr." How do you respond? Value communication, confidence, not defensive
What's your current/best inquiry-to-order conversion rate? How did you achieve it? Results-oriented, data awareness
How do you handle a buyer who wants everything but doesn't want to pay for it? Boundary-setting, value communication
What questions do you ask to understand a client's business before quoting? Discovery process, business understanding

✍️ Sales Practical Tests

  • PRACTICAL 1: Here's a real Fiverr inquiry [provide sample]. Write your complete response
  • PRACTICAL 2: Create a custom offer for this client scenario [provide details]
  • PRACTICAL 3: Write a follow-up message for a lead who hasn't responded in 2 days
  • PRACTICAL 4: Buyer objects to price. Write 3 different responses handling this objection

🎨 UI/UX Designer Questions

Question What You're Looking For
Walk me through your design process for a Shopify store homepage Structure, research, iteration, brand understanding
Client gives vague feedback "make it pop more." How do you handle this? Communication, asking clarifying questions, professionalism
How do you ensure your designs are mobile-responsive? Mobile-first thinking, technical implementation
Show me 3 different approaches you'd take for a luxury brand vs a casual brand Versatility, brand understanding, typography/color knowledge
How do you optimize designs for conversion and not just aesthetics? Business understanding, CRO knowledge
What tools do you use and why? Figma vs Canva vs Adobe? Tool proficiency, workflow understanding

🎨 ✍️ Designer Practical Tests

  • PRACTICAL 1: Design a product page mockup for this brand [provide brief]
  • PRACTICAL 2: Create 3 homepage hero section variations
  • PRACTICAL 3: Redesign this existing homepage [provide screenshot] - identify issues and fix
  • PRACTICAL 4: Create a mobile version of this desktop design

✍️ Content Writer Questions

Question What You're Looking For
Walk me through how you'd write product descriptions for a luxury skincare brand Understanding of brand voice, benefit-focused writing
What's the difference between features and benefits? Give examples Fundamental copywriting knowledge
How do you research a brand before writing for them? Research process, thoroughness
Client says "the copy is too long/short." How do you respond? Client communication, flexibility, rationale
How do you write for SEO without making copy sound robotic? SEO basics, natural integration
What copywriting frameworks do you use? (AIDA, PAS, etc.) Professional foundations, structure

✍️ Content Writer Practical Tests

  • PRACTICAL 1: Write 5 product descriptions for these items [provide images]
  • PRACTICAL 2: Rewrite this boring product description to be compelling [provide sample]
  • PRACTICAL 3: Write homepage hero copy for this brand [provide brief]
  • PRACTICAL 4: Create 10 email subject lines for a product launch

📊 Interview Scoring System

Rate each section 1-10:

CV & Background /10
Technical Knowledge /10
Practical Skills /10
Communication /10
Problem-Solving /10
Cultural Fit /10
Growth Potential /10

Total: /70

  • 60+: Strong hire ✅
  • 50-59: Consider if urgent need
  • Below 50: Pass ❌

Remember: Skills can be trained. Attitude cannot.

📂

Joining Documents Checklist

⚠️ CRITICAL: Always verify ORIGINAL documents. Many fake experience letters exist.

📋 Documents to COLLECT

✅ Identity Proofs

  • Aadhar Card - Original seen + Copy
  • PAN Card - Original seen + Copy
  • Address Proof (if different)
  • Passport-size photos (4 copies)

📚 Educational Certificates

  • 10th Marksheet - Original + Copy
  • 12th Marksheet - Original + Copy
  • Graduation Degree - Original + Copy
  • All Semester Marksheets
  • Professional Certifications

💼 Previous Employment

  • Experience Letters (all employers)
  • Relieving Letter from last employer
  • NOC (if currently employed)
  • Last 6 months salary slips/bank statement

🏦 Financial Documents

  • Cancelled cheque OR passbook front page
  • Bank account details form
  • Account holder name, number, IFSC, branch

📋 Documents to GIVE

Document Purpose
✅ Signed Offer Letter (2 copies) 1 for employee, 1 for company
✅ Joining/Appointment Letter Official joining confirmation
✅ Employee Agreement Terms & conditions of employment
✅ Non-Disclosure Agreement (NDA) Confidentiality protection
✅ Asset Agreement If laptop/phone provided
✅ Company Policy Handbook All policies in one place

📄 Employee Agreement Key Clauses

  • NDA: Cannot share client info, company processes, salary → Breach = legal action
  • Non-Compete: No work for competitors, no moonlighting without approval
  • Termination: Grounds for immediate (data breach, poor performance, misconduct)
  • Notice Period: 7 days probation, 30 days after confirmation
  • IP: All code/designs are company intellectual property

📂 Filing System

Create folder for each employee: [Name] - [ID] containing all signed docs, ID proofs, education certs, employment docs, bank details, emergency contact, asset agreements, performance reviews

Storage: Physical (locked cabinet) + Digital (password-protected Drive) + Monthly backup

Retention: Active employees: update quarterly | Ex-employees: retain 7 years

2

New Hire Onboarding

⚡ First 30 Days = Make or Break

A confused new hire becomes a frustrated employee who leaves within 90 days. Invest heavily in the first month.

👥 HR's Day 1 Responsibilities

📋 Before They Arrive (Day -1)

  • Email/Slack account created
  • Access to tools (Jira, Drive, SOPs) ready
  • Workstation prepared (clean desk, chair)
  • Welcome kit ready (if applicable)
  • Buddy/mentor assigned and informed
  • Day 1 schedule planned
  • Team informed of new joiner

🌟 When They Arrive (Day 1)

  • Greet warmly at reception/entrance
  • Give office tour (washrooms, pantry, exits)
  • Introduce to team members one by one
  • Hand over laptop/equipment
  • Help login to all systems
  • First team lunch together
  • End-of-day check-in call

📞 HR Welcome Call Script (First 15 Minutes)

STEP 1: Warm Welcome (2 min)

"Welcome to Digital Heroes, [Name]! We're so excited to have you. How are you feeling today?"

STEP 2: Explain the Day (3 min)

"Let me quickly walk you through what today looks like: First, we'll do a quick office tour. Then I'll introduce you to the team. After that, [Buddy Name] will help you set up your tools. We'll have team lunch at 1 PM, and your manager will brief you in the afternoon."

STEP 3: Set Expectations (5 min)

"The first week is all about learning. Don't stress about being productive right away. Ask as many questions as you need - there are no stupid questions here! Your buddy [Name] is your go-to person for anything."

STEP 4: Address Concerns (5 min)

"Do you have any questions or concerns? Anything you need from us to feel comfortable?"

🏢 Team Introduction Best Practices

  • Go Slowly: Introduce 2-3 people at a time, not the whole team at once
  • Add Context: "[Name] handles client projects" not just "[Name], Developer"
  • Make It Memorable: Share one fun fact about each person
  • Group Lunch: Schedule team lunch on Day 1 - food breaks barriers
  • Buddy System: Assign someone close in role to guide them for Week 1

❌ Onboarding Mistakes to AVOID

  • Leaving them alone at their desk on Day 1
  • Throwing too much information at once
  • No clear Day 1 schedule - they feel lost
  • Not introducing them personally to the team
  • Expecting them to "figure things out"
  • No end-of-day check-in

Onboarding Timeline

Day 1: Welcome & Setup

Send welcome message, share access credentials, introduce to team, assign buddy/mentor, share company handbook

Days 1-3: Training

Role-specific SOPs, tool training (Slack, Jira, etc.), process walkthroughs, shadow senior team member

Days 4-7: First Tasks

Assign simple tasks with guidance, daily check-ins, answer all questions patiently

Week 2: Gradual Independence

More complex tasks, less hand-holding, weekly 1:1 with manager

Week 4: 30-Day Review

Formal feedback session, address any concerns, confirm fit, set 60-day goals

Onboarding Checklist

Category Items Owner
Access Email, Slack, project tools, drive folders, SOPs HR
Documents Contract signed, ID collected, bank details, emergency contact HR
Training Role SOP reviewed, tools training, process walkthrough Manager
Introduction Team intro, company culture explained, questions answered Buddy
📝 Template: Day 1 Welcome Message

Hey [Name]! 🎉

Welcome to Digital Heroes! We're thrilled to have you join the team as our new [Role].

Here's your onboarding kit:

📧 Email: [email@company.com]
💬 Slack: You'll receive an invite shortly
📋 Your SOP: [Link to role SOP]
📖 Company Handbook: [Link]

Your buddy for the first week: [Buddy Name] — they'll help you get settled and answer any questions!

Schedule today:
10 AM: Team intro call
11 AM: Tools setup with [Name]
2 PM: First project briefing

Questions? Just ask! There are no stupid questions in Week 1. 😊

Let's build something great together! 🚀

3

Contracts & Documentation

Required Documents

Document When Purpose
Offer Letter After acceptance Role, salary, start date, reporting structure
Employment Contract Day 1 Terms, duties, confidentiality, termination clause
NDA Day 1 Protects client data, company IP
ID Proof Day 1 Aadhaar/PAN for records
Bank Details Day 1 For salary processing

🚨 Never Skip These

  • Never let anyone start work without a signed contract
  • Never discuss salary verbally without written confirmation
  • Never promise things not in the contract ("we'll review in 3 months")
  • Never assume they'll remember — put it in writing
4

Attendance & Leave Policy

Leave Structure

Leave Type Days/Year Notes
Casual Leave 12 days ⚠️ Max 2 days/month by default. More than 2 days requires request from Delhi team + must have leaves remaining.
Sick Leave 6 days Medical reasons, may require doctor note for 3+ days
Earned Leave 15 days After 1 year, partial carryover allowed
Public Holidays 10-12 days National + regional holidays

Leave Request Process

📋 Leave Request Workflow

  1. Employee: Submits leave request 3+ days in advance (except emergencies)
  2. Manager: Approves/rejects within 24 hours
  3. HR Action: If approved, POST on Discord OR Company ERP/HRM to notify Seniors immediately.
  4. Employee: Update team on Slack & Handover pending tasks
5

Performance Reviews

Review Schedule

Review Type Frequency Purpose
Weekly 1:1 Every week Quick sync, address blockers, feedback loop
Monthly Review Every month Progress on goals, skill development, concerns
Quarterly Review Every 3 months Formal performance evaluation, goal setting
Annual Review Every year Comprehensive review, compensation discussion

Performance Improvement Process

⚠️ When Performance Issues Arise

  1. Verbal Feedback — Immediate, specific, documented in notes
  2. Written Warning — If no improvement in 2 weeks
  3. Performance Improvement Plan (PIP) — 30-day formal plan with clear goals
  4. Final Warning — Last chance if PIP goals not met
  5. Termination — If no improvement after final warning
6

Offboarding Process

Exit Checklist

📋 Documentation

  • Resignation letter received
  • Notice period confirmed
  • Exit interview scheduled
  • Full & final settlement calculated
  • Experience letter prepared

🔐 Access Revocation

  • Email access removed
  • Slack deactivated
  • Project tool access revoked
  • Drive folder access removed
  • Any company equipment returned

🤝 Knowledge Transfer

  • Ongoing projects handed over
  • Documentation updated
  • Passwords shared securely
  • Client relationships transitioned
  • Replacement trained (if applicable)

Exit Interview Questions

🗣️ Ask These Before They Leave

  • "What did you enjoy most about working here?"
  • "What could we have done better?"
  • "Why are you leaving?" (Real reason, not just "better opportunity")
  • "Would you recommend us to others? Why/why not?"
  • "Any advice for your replacement?"
7

Team Culture

🏆 Our Culture Values

  • Ownership: Take responsibility for your work, don't wait to be told
  • Transparency: Share problems early, no politics, no blame games
  • Excellence: Good enough isn't good enough — aim for great
  • Growth: Learn continuously, teach others, level up together
  • Respect: Treat everyone with dignity, even in disagreements

Team Activities

Activity Frequency Purpose
Team Standup Daily Sync on priorities, unblock issues
All Hands Weekly Company updates, wins, priorities
Learning Session Bi-weekly Someone teaches a skill to the team
Virtual Hangout Monthly Non-work bonding, games, casual chat
📊

HR KPIs

Time to Hire
<14 days
New Hire Retention (90 days)
90%+
Employee Satisfaction
4.5+/5
Onboarding Completion
100%
🛠️

HR Tools & Platforms

Tool Purpose When to Use
Slack Team communication Daily communication, announcements, quick questions
Google Meet Video calls Interviews, 1:1s, team meetings, onboarding
Google Sheets Employee tracking Attendance, leave tracker, directory, payroll data
Google Drive Document storage Contracts, policies, offer letters, employee files
LinkedIn Recruitment Finding candidates, posting jobs, sourcing
HR Docs Editor Document generation Offer letters, salary slips, contracts
WhatsApp Quick coordination Interview scheduling, urgent updates (backup only)

📋 Daily HR Workflow

Morning (10 AM)

Check Slack for any issues → Review attendance → Respond to leave requests

Midday (1 PM)

Conduct interviews → Onboarding tasks → Follow up with candidates

Afternoon (4 PM)

Update employee tracker → Address any HR queries → Prepare for next day

✅ HR Best Practices

  • Always respond to employee queries within 24 hours
  • Keep all employee data confidential
  • Document everything — verbal conversations too
  • Be fair and consistent in all decisions
  • Follow up on every interview and candidate
  • Never discuss salaries or personal info publicly
🔧

Troubleshooting Difficult Situations

Scenario 1: Employee Not Performing

Timeline Action Documentation
Week 1-2 Verbal feedback, specific examples, set clear expectations Note in manager log with date
Week 3-4 Written warning if no improvement Formal email, employee acknowledgment
Week 5-8 (PIP) 30-day Performance Improvement Plan with weekly check-ins Signed PIP document, weekly progress notes
After PIP Final warning or termination based on results Final warning letter or exit paperwork

Scenario 2: Team Conflict

✅ 📋 Conflict Resolution Steps

  1. Separate meetings — Talk to each person individually first
  2. Identify root cause — Is it personal, work-related, or miscommunication?
  3. Joint meeting — Facilitate discussion with ground rules
  4. Document resolution — What was agreed upon?
  5. Follow up — Check in after 1 week, then 1 month

Scenario 3: Key Employee Wants to Quit

💬 Retention Conversation

👤 Employee
"I've been offered a higher-paying role elsewhere. I'm thinking of leaving."
👥 You (HR/Manager)
"Thanks for being open with me. Before we discuss anything else — how are you feeling about your work here overall? I'd love to understand what's driving this decision beyond just the salary. Is it: • Growth opportunities? • Work-life balance? • Team dynamics? • The work itself? If it's purely compensation, let's talk about what we might be able to do. But I want to make sure we address the real issue, not just put a band-aid on it."

⚠️ Counter-Offer Decision Framework

  • Counter-offer IF: Employee is high-performing, culture fit, genuinely wants to stay, issue is solvable
  • Don't counter IF: Employee has been looking for months, relationship is already damaged, this is 2nd+ resignation threat, you can't match what they really want

Scenario 4: Remote Work Accountability

📱 Managing Remote Team Members

  • Set clear deliverables, not hours worked
  • Daily check-ins (brief, structured)
  • Weekly video 1:1s (camera on)
  • Public task tracking (Trello, Jira, etc.)
  • Trust but verify — outcomes over activity
  • Address issues early — don't let them fester
🎯

Advanced Problem-Solution Guide

🚩 Hiring Red Flags to Never Ignore

Red Flag What They Say/Do What It Means Action
Job Hopper 4+ jobs in 4 years, always "left for better opportunity" Will leave you too Ask directly: "Why will this be different?"
Blames Everyone "My last boss was terrible", "Team didn't support me" Never takes responsibility Ask: "What could YOU have done differently?"
Overconfident "I can do anything", doesn't admit gaps Poor self-awareness, won't take feedback Technical test reveals truth
Money Only Only asks about salary, no questions about work No genuine interest in role Likely to leave for next $ offer
Late/Unprepared Late to interview without notice, didn't research company This is their BEST behavior Reject — it only gets worse
Vague Answers Can't give specific examples of past work May be exaggerating experience Dig deeper: "Walk me through exactly what YOU did"

📋 Interview Scoring Rubric

Use This for Every Interview

Criteria 1 (Poor) 3 (Average) 5 (Excellent)
Technical Skills Can't explain basics Solid fundamentals Expert, teaches others
Communication Unclear, rambling Clear, organized Excellent storytelling
Culture Fit Values don't align Neutral Genuinely excited
Problem Solving Gives up easily Tries multiple approaches Creative, systematic
Past Results Vague about impact Good examples Measurable achievements

Minimum Score to Hire: 18/25. Below 15 = Automatic Reject.

💰 Salary Negotiation Framework

📊 Decision Flow: When Candidate Negotiates Salary

Candidate asks for higher salary than offered
│
├─► Step 1: Check budget
│ ├─► Room to increase? → Continue to Step 2
│ └─► At maximum? → "This is our best offer for this level"
│
├─► Step 2: Evaluate the ask
│ ├─► Within 10% of offer? → Consider matching
│ ├─► 10-20% higher? → Meet in middle
│ └─► 20%+ higher? → They may be overqualified
│
├─► Step 3: Alternative options
│ ├─► Can't increase base? Offer signing bonus
│ ├─► Can't increase base? Offer 3-month review
│ └─► Offer additional benefits (WFH, training budget)
│
└─► Final script:
"We can offer $X (final number). This includes [benefits]. We review salaries at 6 months for high performers."

📝 Performance Improvement Plan (PIP) Template

📝 PIP Document Template

Employee: [Name]

Manager: [Your Name]

Date: [Start Date]

PIP Duration: 30 days

1. Areas Requiring Improvement:

  • [Specific issue 1 with examples]
  • [Specific issue 2 with examples]

2. Expected Standards:

  • [Measurable goal 1]
  • [Measurable goal 2]

3. Support Provided:

  • Weekly 1:1 check-ins every [Day]
  • Training/resources: [What you'll provide]

4. Consequences:

Failure to meet standards by [End Date] may result in termination.

Signatures:

Employee: _________________ Date: _____

Manager: _________________ Date: _____

🚪 Termination Checklist

🚨 Before You Fire Anyone

  • Documentation ready? — Verbal warnings, written warnings, PIP notes?
  • Legal review? — Any discrimination risks, contract clauses to check?
  • Final pay calculated? — Salary, pending leaves, notice period?
  • Access removal planned? — Email, Slack, code repos, client accounts?
  • Exit meeting scheduled? — Private room, have witness present
  • Reference policy decided? — What will you say if asked?
📝 Termination Script

"[Name], thank you for meeting with me. I'll get straight to the point.

Unfortunately, we've decided to end your employment effective [Date].

This decision is based on [brief, factual reason — performance, restructuring, etc.]

Here's what happens next:

  • You'll receive your final pay by [Date]
  • Your benefits continue until [Date]
  • Please return [company items] by [Date]

I know this is difficult. Do you have any questions?"

🎉 Employee Recognition Ideas

Recognition Type When to Use Cost
Public shoutout (Slack/meeting) Weekly wins, helping teammates Free
Handwritten thank you Going above and beyond Free
Gift card ($20-50) Client praise, major milestone Low
Extra day off Crunch project completion Medium
Spot bonus ($100-500) Exceptional results, saved major client Medium
Promotion/raise Consistent excellence over 6+ months Ongoing

📞 Reference Check Questions

📋 Ask Previous Employers These Questions

  1. "How long did [Name] work with you?"
  2. "What was their role and responsibilities?"
  3. "How would you rate their work quality on a scale of 1-10?"
  4. "How did they handle pressure and deadlines?"
  5. "Did they work well with the team?"
  6. "What are their areas of improvement?"
  7. "Would you rehire them?" (The most important question)
  8. "Is there anything else I should know?"

Red flag: If reference hesitates on "Would you rehire?" — dig deeper.

🤖

ChatGPT Prompts for HR

💡 Use AI to Improve HR Processes

Use these prompts to draft policies, handle difficult conversations, and streamline your HR workflow.

Hiring & Interviews

🤖 Prompt: Create Interview Questions

I'm hiring for this position:

Role: [Job title]
Key skills needed: [List top 5 skills]
Experience level: [Junior / Mid / Senior]
Team they'll join: [Development, Design, Sales, etc.]

Create interview questions that:
1. Test technical skills (5 questions)
2. Evaluate cultural fit (3 questions)
3. Assess problem-solving ability (3 questions)
4. Uncover red flags (2 questions)
5. Include what good vs bad answers look like

🤖 Prompt: Evaluate a Candidate

Help me evaluate this candidate for: [Role]

Their resume highlights: [Key points]
Interview answers: [Summarize key responses]
Test task results: [How they performed]
Salary expectation: [Their ask vs our budget]

Analyze:
1. Strengths that match the role
2. Gaps or concerns
3. Red flags to investigate
4. Questions for reference check
5. Hire / No-hire recommendation with reasoning

Performance & Feedback

🤖 Prompt: Write Performance Feedback

I need to give feedback to an employee:

Employee: [Role]
Performance period: [Timeframe]
What they did well: [List positives]
What needs improvement: [List areas to work on]
Overall rating: [Exceeds / Meets / Below expectations]

Write feedback that:
- Starts with specific positives (with examples)
- Addresses improvement areas constructively
- Provides actionable next steps
- Sets clear expectations for next period
- Is honest but motivating

🤖 Prompt: Handle a Difficult Conversation

I need to have a difficult conversation about:

Issue: [Poor performance / Behavior problem / Termination / etc.]
Employee: [Brief context about them]
History: [Past discussions on this topic]
Outcome I want: [What I need to happen]

Help me prepare:
1. Key talking points
2. How to open the conversation
3. Responses to likely objections
4. How to keep it constructive
5. How to end on clear next steps

Policies & Documentation

🤖 Prompt: Create/Update Policy

I need to create a policy for: [Policy topic]

Company size: [Number of employees]
Current rules: [Informal rules we follow]
Issues this should address: [Problems we've had]
Tone: [Formal / Friendly / Casual]

Create a policy that:
- Has clear scope (who it applies to)
- States the rules simply
- Includes examples where helpful
- Lists consequences for violations
- Has an effective date and review process

🤖 Prompt: Onboarding Checklist

Create an onboarding checklist for: [Role]

Department: [Which team]
Tools they'll use: [List software/tools]
Key people to meet: [Colleagues, mentors]
Training needed: [Skills to learn]

Create a 30-60-90 day plan with:
- Day 1 essentials (accounts, introductions)
- Week 1 goals (training, reading)
- Month 1 milestones (first projects)
- Month 2-3 expectations (independence)
- Check-in schedule with manager

✅ Pro Tips for HR ChatGPT Use

  • Keep it confidential — Don't paste employee names or sensitive details
  • Customize for culture — Adapt outputs to match company voice
  • Legal review — Have policies reviewed before implementing
  • Practice conversations — Roleplay difficult talks before having them
  • Templates library — Build a collection of approved templates
⚠️

Handling Difficult Situations

🔴 Candidate Ghosts After Accepting Offer

🎯 Task Priority Order (What Comes First)

Handle in this order every day:

  1. 🔴 P0 - Employee Complaints/Issues → Harassment, conflicts, urgent matters.
  2. 🔴 P0 - Onboarding (First Week Employees) → New hires need attention and support.
  3. 🔴 P0 - Resignation Handling → Time-sensitive notice periods, exits.
  4. 🟡 P1 - Active Interview Pipeline → Scheduled interviews, pending decisions.
  5. 🟡 P1 - Manager Requests → Hiring needs, team concerns, approvals.
  6. 🟢 P2 - Candidate Sourcing → Job postings, reaching out to prospects.
  7. 🟢 P2 - Documentation & Compliance → Contracts, policies, records.
  8. ⚪ P3 - Culture & Engagement → Events, training, long-term initiatives.

Golden Rule: Current employees > New hires > Active candidates > Future planning.

🔴 Candidate Ghosts After Accepting Offer

Situation: Candidate accepted but doesn't show up on day 1.

Response: Call immediately. If no response after 2 days, document and move to backup candidate. Maintain a "warm bench" of runners-up for this reason.

Rule: Always have a backup candidate. Never rely on a single accept.

🔴 Employee Requests Immediate Resignation

Situation: Employee wants to leave without notice period.

Response: "I understand. Per your contract, there's a [X]-day notice period. Let's discuss how to make a smooth transition. If you need to leave sooner, we can discuss options including adjusting final payment."

Rule: Document notice period agreements. Be firm but professional.

🔴 Team Conflict Between Employees

Situation: Two employees have a dispute affecting work.

Response: Meet with each individually first. Then facilitate a mediated conversation. Focus on behavior, not personality. Document the issue and resolution.

Rule: Address early. Small conflicts become big problems if ignored.

🔴 Employee Performance is Declining

Situation: Previously good employee is now consistently underperforming.

Response: Have a private conversation: "I've noticed [specific observations]. Is everything okay? How can I support you?" Document concerns and create a performance improvement plan if needed.

Rule: Be curious before being corrective. There's often a reason.

🔴 Manager Requesting Immediate Termination

Situation: Manager wants to fire someone right now.

Response: "I understand the urgency. Before we proceed, let's ensure we have documentation of the issues, we've followed our process, and we're protected legally. Let me review this with you."

Rule: Never rush terminations. Always document. Legal protection first.

🔴 Candidate Negotiating Higher Salary

Situation: Top candidate wants more than budgeted.

Response: "I appreciate your transparency. Our budget for this role is [X]. Let me discuss with the leadership team. If we can't meet your salary, are there other benefits that would make this work?"

Rule: Get approval before exceeding budget. Consider non-salary benefits.

🔴 Employee Alleges Harassment/Discrimination

Situation: Serious complaint from an employee.

Response: Take it seriously immediately. "Thank you for trusting me with this. I need to document what you're telling me. We will investigate and keep you informed." Escalate to leadership/legal if necessary.

Rule: NEVER dismiss. Document everything. Follow legal protocols strictly.

🔴 Reference Check Reveals Concerns

Situation: Previous employer gives negative feedback on candidate.

Response: Ask specific behavioral questions to verify. Get multiple references. If pattern emerges, reconsider offer. If isolated incident, discuss with hiring manager.

Rule: One bad reference isn't disqualifying. A pattern is.

🌟

Your Daily Inspiration

👥
"You don't build a business — you build people, and people build the business."

— Zig Ziglar

📖 Success Story: The Hire That Changed Everything

Our HR team took a chance on a candidate who had no Shopify experience but showed incredible cultural fit and hunger to learn. Some said it was risky.

That person became our top developer within 8 months, trained 3 junior devs, and introduced a code review process that reduced bugs by 60%.

The lesson? Hire for attitude, train for skill. The right mindset beats the perfect resume every time.

Your hiring decisions today shape the company's future tomorrow.

⚡ Productivity Hacks for HR Professionals

  • 📝 Automate Paperwork: Use templates for offer letters, contracts, and onboarding
  • 📊 Weekly Pipeline Review: 15-min check on all open positions every Monday
  • 🎯 Structured Interviews: Same questions for all candidates = fair + faster decisions
  • 📅 Batch Interviews: Schedule all interviews for one day when possible
  • 🔔 Set Reminders: Probation reviews, birthdays, work anniversaries — never miss them
🌱

"Culture isn't a perk. It's the foundation."

🤝

"Treat candidates how you'd want to be treated."

💎

"One great hire beats ten average ones."

🌅 Start Each Day With This:

"Today, I am building the team that will build the future. Every interaction shapes our culture."

📋

Company Policies

⏰ Attendance & Punctuality

Policy Details
Working Hours 9:00 AM - 6:00 PM (Mon-Sat), Fiverr Sales: 9 AM - 9 PM availability
Late Arrival After 9:15 AM = Half-day deduction. 3 late/month = verbal warning. 5+ = written warning
Unexplained Absence 1 = written warning. 3 = 3-day salary deduction. 5+ = immediate termination
How to Report Inform manager via WhatsApp/Discord before 9 AM. Apply in system within 24 hrs

📅 Leave Policy

Annual Leave Entitlement

  • Casual Leave: 12 days/year (⚠️ Max 2 days/month default. More than 2 days requires Delhi team request + balance available)
  • Sick Leave: 6 days/year
  • Earned Leave: 1 day/month after 1 year
  • National Holidays: ~10 days/year

Leave Rules

  • Apply 3 days in advance (planned)
  • Emergency: apply within 24 hrs
  • No leave 25th-5th (month-end/start)
  • No leave in first 2 months of joining
  • Unused leaves don't carry forward

💰 Salary & Advance Policy

Item Policy
Payment Date Last working day of month (bank transfer)
Advance Eligibility After 3 months, max 50% of salary, genuine reason only
Recovery Deducted equally over next 2 months
Max Advances 2 per year
Salary Revision Quarterly based on KPI achievement

💬 Communication Policy

❌ CRITICAL RULE

Ignoring messages from team/management = Immediate termination. No second chances.

Message Type Response Time
Client messages (Fiverr/WhatsApp) <2 hours (business hours)
Manager messages <1 hour
Team member messages <2 hours
Emergency messages <15 minutes

Poor Client Communication Penalty

  • 1st offense: ₹500 deduction + written warning
  • 2nd offense: ₹1,000 deduction + final warning
  • 3rd offense: Immediate termination

🔒 Confidentiality & Data Security

Confidential Information Includes:

  • Client data (contact info, business details, store access)
  • Company financials and revenue data
  • Salary information (yours and others')
  • SOPs, processes, internal documents
  • Upcoming launches, strategies, plans
  • Source code, designs, proprietary work

⚠️ Data Breach = Immediate Termination + Legal Action

  • No sharing client passwords outside work tools
  • No discussing clients on social media
  • No screenshots of internal docs without permission
  • No discussing salary with other employees

🏠 Work From Home Policy

Aspect Policy
Eligibility After completing 3-month probation + good performance
Frequency Max 2 days/week (non-consecutive), pre-approved by manager
Requirements Stable internet (10+ Mbps), available on Discord/Slack during hours
Response Time Must respond within 30 minutes
Not Allowed First 2 months, peak project periods, client meetings

⚠️ IMPORTANT: WFH is 100% Subject to Manager Approval

WFH is NOT a right - it's a privilege. Every WFH request must be approved by your manager at least 1 day in advance. Manager can reject any WFH request without explanation. Abuse of WFH = permanent revocation of WFH privileges.

📊

Performance Reviews

Performance Review Cycle

Review Type When Purpose
Probation Review Month 3 Decides confirmation
Quarterly Review Every 3 months Track progress, address issues
Annual Review End of year Comprehensive + salary revision

Evaluation Criteria

📊 What We Evaluate

  • KPI achievement
  • Client satisfaction scores
  • Quality of work
  • Communication & collaboration
  • Initiative & learning
  • Attendance & punctuality

⭐ ⭐ Performance Ratings

  • 90-100%: 15-20% increment + bonus
  • 75-89%: 10-15% increment
  • 60-74%: 5-10% increment
  • 40-59%: No increment, PIP
  • <40%: Termination/demotion

Performance Improvement Plan (PIP)

  • Given if performance <60%
  • Duration: 30-60 days
  • Weekly check-ins with manager
  • Specific targets to achieve
  • Outcome: Improve or exit
🚪

Resignation & Offboarding

Notice Period

Employment Stage Notice Required
During Probation (0-3 months) 7 days
After Confirmation 30 days
Notice Buyout Negotiable (pay in lieu of notice)

Resignation Process

Step 1: Submit Resignation

Written resignation to manager & HR via email

Step 2: Knowledge Transfer

Complete handover checklist, train replacement, document processes

Step 3: Exit Interview

HR conducts feedback session, address any concerns

Step 4: Asset Return

Return laptop, phone, access cards, company property

Step 5: Client Access Transfer

Remove from all client accounts, transfer store access

Step 6: Full & Final Settlement

Processed within 30 days. Includes unpaid salary + leave encashment - deductions

Exit Documents Provided

  • Experience Letter
  • Relieving Letter
  • Service Certificate (if requested)
  • Full & Final Statement

Post-Exit Reminders

  • NDA continues: Confidentiality must be maintained
  • Non-compete: Applies for 6 months
  • Rehire: Possible if departure was amicable