Conducting an HR audit is a crucial step in ensuring a company’s legal compliance and optimizing human resources management. This audit makes it possible to identify any shortcomings in terms of labour law, occupational health and safety, protection of personal data and management of employer-employee relations. Failure to conduct an HR audit regularly can result in fines, CNESST sanctions or internal conflicts that are harmful to the company. This guide provides a clear and practical process, specifically adapted to the Quebec context, to conduct an effective and comprehensive HR audit.
1. Prepare for the HR audit
Before starting the audit, it is essential to define the objectives. Would you like to verify compliance with the Act respecting labour standards, the Pay Equity Act or Bill 25 respecting the protection of personal information? Once the goals have been set, it is important to identify the data sources to analyze, such as employment contracts, internal policies, and workplace accident records.
Ideally, you should build a team responsible for the audit, including HR professionals and experts in Quebec labour law. If necessary, bringing in an external consultant specializing in HR compliance can offer an objective look and provide strategic recommendations.
2. Review legal compliance
The next step is to analyze the company’s compliance with the laws in force in Quebec. This includes:
- Employment contracts : do they comply with the requirements of the Act respecting labour standards?
- Salary policies : do they comply with the Pay Equity Act? Is the gender pay gap justified and documented?
- Working hours and breaks : do they comply with the rules imposed by the CNESST?
- Dismissal procedures : are they carried out in compliance with the obligations of notice and compensation?
Failure to comply with these rules can result in fines of up to $45,000, depending on the size of the organization and the severity of the violation.
3. Assess occupational safety and health
The audit must include a review of occupational health and safety practices, in accordance with the Act respecting occupational health and safety (OHSA). Workplace inspections are paramount to identifying potential risks and ensuring that preventive measures are in place.
Since the reform of the OHSA in 2021, employers must adopt a hazard prevention program. Ignoring these obligations can result in financial penalties and damage to the company’s reputation.
4. Check the protection of personal data
With the coming into force of Bill 25, companies must be extra vigilant about the management of their employees’ personal information. The audit must include:
- Verification of the security measures put in place to protect this data.
- The existence of a clear and accessible privacy policy.
- The appointment of a data protection officer.
Nearly 60% of Quebec SMEs still do not comply with this law, which exposes them to the risk of sanctions and loss of confidence from employees and customers.
5. Identify and correct gaps
Once the audit is complete, an analysis report must be drawn up, highlighting the aspects that are compliant and those that require adjustments. This report must include concrete recommendations to correct the shortcomings identified. A compliance strategy, with a timeline of actions and defined responsibilities, is essential to ensure effective monitoring.
Conclusion
A well-conducted HR audit is a powerful tool to ensure the company’s compliance with Quebec laws and improve human resources management. By taking a proactive approach, employers can avoid penalties, improve their brand image, and provide a fair and safe work environment for their employees. Carrying out this audit regularly not only limits legal risks, but also optimizes the overall performance of the organization.
