Are you guilty of only thinking about HR when something goes wrong? You’re not alone, HR is often reactive especially in small businesses meaning you spend more time putting out people related fires than actually growing your business.If it feels like you’re constantly bouncing from an absence to a conflict to an unexpected resignation, there is a better way. And it starts with shifting your mindset from firefighting to futureproofing.
The Firefighting Trap
It’s easy to get into the habit of only dealing with issues as they arise. The trouble is this approach often leaves you scrambling and it usually takes more time, and costs more money than having a plan in place.
Here’s what it looks like:
· 1. On the day absences
Unexpected absence throws everything off. You’re suddenly short staffed, workloads get missed, or other employees have to pick up the slack leading to stress and longer days all round.
· 2. Surprise resignations
Someone hands in their notice out of the blue. Now you’re in panic mode trying to replace them. Even with a month’s notice, by the time you advertise, interview, make an offer, and wait for your new hire to start, you could be without cover for 5–6 weeks or longer if they don’t work their notice.
· 3. Only tackling performance issues when they’re unbearable
By the time you act, damage has already been done missed deadlines, poor customer service and frustration in the team. Plus, you’re sending the message that underperformance is tolerated.
This reactive cycle is stressful, expensive, and damaging to your culture. HR isn’t just admin, it’s your people strategy.
FutureProofing Your HR
Here’s how to move from chaos to control:
· 1. Clarity
Have clear roles and responsibilities. Plan ahead for absence, both planned (like holidays) and unplanned (like sickness). Make sure there’s a backup plan for key duties, and set expectations for notice and communication.
· 2. Consistency
Get your recruitment process tight. Up to date job descriptions help you write better job ads and interview more effectively. A clear, fair hiring process means you can move quickly and find the right people.
· 3. Culture
You get the culture you allow. If you tolerate lateness, poor performance, or unclear boundaries, that’s what your team will reflect. Be proactive: give regular feedback, address small issues early, and set the tone for the kind of workplace you want.
· 4. Capability
Support your team before they burn out or move on. Coaching, mentoring, and development conversations show people you’re invested in their growth and that keeps them engaged.
Quick Wins You Can Start Today
· Regular 1:1s – Schedule them and stick to them. Use them to spot issues early, offer support, and build trust.
· Job descriptions – Keep them current. They bring clarity and make recruitment quicker when the time comes.
· Onboarding – Make sure every new starter gets a contract, clear expectations, and a structured welcome. Use a checklist to keep things consistent.
· Training budget – Even a small one goes a long way. There’s often funding available through government schemes or local training providers, explore your options.
· Policies and procedures – Keep them up to date and actually use them. They’re not just for show they protect you and help build a consistent culture.
The Payoff
When you shift to a proactive approach: Turnover drops Engagement improves You lead with confidence And most importantly—your business becomes easier to run.
If you’re tired of firefighting, now is the time to shift gears and build a solid HR foundation that works with your business, not against it.Need support putting that framework in place?Drop me a message at bev@BDHR.co.uk – I’d love to help.
