How to Run a Payroll Meeting
Scheduling meetings can be tough work, and when they involve money, the stakes get higher. Everyone in a position to affect company policy on salaries, benefits and government tax mandates must attend each payroll meeting to avoid communication problems. Mastering the art of running a successful, productive payroll meeting is a challenge for many managers. Following some practical guidelines will keep your meeting from ending with winks and eye rolling. You know your business better than most, so put your own spin on the payroll issues to discuss, and stick to the structure. You could find yourself getting the ultimate compliment: "If I have to go to a meeting, I hope you're the one who runs it."
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Things You'll Need
- Meeting schedule Agenda Handouts System for taking meeting minutes Audiovisual aids Confidentiality agreements (optional)
Instructions
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Give advance notice to everyone on your payroll meeting attendance roster so they have ample time to arrange their work and personal schedules. Suggest drafting a master schedule with a year's worth of meeting dates blocked out in advance. As a bonus, those required to attend will know that only an emergency will be accepted as an excuse for missing the payroll meeting.
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Prepare for the meeting. Draft an agenda and compile packages of handouts. Don't wait until the last minute to undertake these essential tasks, but don't do it so far in advance that late-breaking business news requires rewriting materials. Load the agenda template into your computer and make changes as necessary until the day before, then print out copies for attendees. Follow the same procedure for handouts. While you can't guarantee last-minute changes, you can minimize the drama that surrounds them.
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Include these headers in your agenda: Start time, discussion topics, names of presenters, ancillary information and the meeting's end time. If this is a continuation of a previous meeting, provide an abstract or summary so participants get up to speed fast. Handouts should include payroll-related comparison charts, spreadsheets and other tools required to cover pertinent items on the agenda.
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Have all PowerPoint presentations, slideshows and other visual aids proofed and double-checked before the meeting begins. Schedule discussions of payroll tax law updates and legislative changes for these meetings so staff learns about them when news breaks. If employees know that they can count on getting important information at a payroll meeting, they are more likely to look forward to attending.
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Select a meeting room with adequate space for participants, good sight lines and a network of electrical outlets available for those who bring laptops. Set the room up for comfort, with enough space for attendees to function. Many companies supply water, coffee and/or food for long meetings.
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Stick to your published start time--even if all attendees have not yet arrived--out of respect for those who honor it. Close the door, hand out copies of the agenda and auxiliary documents, and open the meeting.
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Get confidentiality buy-in from participants. Salaries, deductions, benefits, perks and other such topics are sensitive and can lead to lawsuits if attendees leak information to those with perceived grievances. Everyone invited to a payroll meeting should understand that disclosing information could lead to serious repercussions. In some cases, confidentiality statements may be appropriate to require of meeting attendees.
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Select a staff member or retain clerical help to take meeting minutes using whatever method is most efficient. Audio-recording devices offer accuracy and clarity, particularly in today's technological world that offers few shorthand programs in schools.
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End at the meeting time stated on the agenda by summarizing everything that was discussed. Remind those who offered to provide additional information of their commitment. Call for questions to tie up loose ends.
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Keep to a strict meeting calendar to avoid missing critical deadlines. If the job becomes overwhelming and revenues don't absorb the expense, consider hiring an independent payroll firm to handle day-to-day issues, federal, state and local payroll taxes, workers' compensation compliance issues, the issuance of 1040s, and other tasks.
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Tips & Warnings
Join a professional association to network with other professionals in the payroll industry. Consider becoming a certified payroll professional by taking the American Payroll Association examination.
