It’s important to collect and store important employee information as soon as they start working for you. Create and use a standardized employee information form to save time, ensure consistency, and keep important information at your fingertips.
Give the information form to all new employees during onboarding, but also encourage your employees to update the information anytime something changes.
What Should I Include on an Employee Information Form?
When you create an employee information form, let your new employee know exactly why you need the information. For example, if you ask for their favorite restaurant, let them know it’s so you know where to get them a gift card or where you might order office catering from.
Make it clear to your employees what information is required and what information is optional. Put the required information first on the form so no one misses it.
Be careful what health information you ask for and be aware of Health Insurance Portability and Accountability Act (HIPAA) laws. Keep any medical information in a separate, secure file.
You may need some health information, however, for health insurance or wellness plans. You might also need to know whether your employee has any allergies or any health-related requirements.
Emergency Contact Information
Ask your employee how to best communicate with their emergency contact.
Interests, Hobbies, Future Plans, and Other Optional Information
Your employee’s interests, hobbies, and future plans with your company are all optional information your employee may choose to share with you.
If your employee shares their interests, hobbies, and any organizations they belong to, you’ll be able to easily start conversations with them. You can also use this information to help you identify potential projects your employee might enjoy or possible organizations for your company to partner with.
If your employee shares their career plans with you, you can help develop their skills so they can reach their goals.
You can also ask for your employee’s birthday and important dates, like their anniversary or kids’ birthdays. With this information, you can wish your employee a “Happy Birthday” or “Happy Anniversary,” and your employee will feel valued because you remembered.
If you ask for their favorite food or restaurant, you’ll know how to personalize rewards for each employee. For example, if an employee far exceeded their goals for a month, and you want to reward them, you can give them a gift card to their favorite restaurant.