6 ways that preventative HR can save your charity time, money and hassle

While that might seem cost-effective in the short term, it often proves far more expensive – in time, money and energy – than taking a preventative approach.

That’s why we encourage charity leaders and managers to think long-term and embed preventative HR practices across their organisation.

In this guide, we’ll walk you through six key areas where being proactive with your people management will pay for itself many times over.

Let’s get started…

1. Staying legally compliant

When charities take a reactive approach to compliance, it can lead to costly and time-consuming problems, including Employment Tribunal claims and reputational damage.

Staying legally compliant isn’t a tick-box exercise. It’s about protecting your charity, your staff and your beneficiaries by preventing issues before they arise.

Preventative steps you should take:

• Review contracts, policies and volunteer agreements regularly to ensure they reflect current law and best practice.
• Keep up to date with employment law changes – such as flexible working rights or minimum wage updates.
• Conduct periodic HR audits to identify and address any gaps.
• Train managers and trustees on key responsibilities, including safeguarding, equality and data protection.

2. Equip your managers to lead effectively

You’ve heard the saying “People don’t leave organisations – they leave managers.”

Strong, compassionate leadership helps your charity thrive. Poor management can lead to stress, low morale and unnecessary turnover. That’s why investing in management training is essential.

Preventative steps you should take:

• Build communication skills so managers can handle difficult conversations and give clear, consistent feedback.
• Provide conflict-resolution training to resolve tensions quickly and fairly.
• Ensure managers understand the basics of employment law – particularly around discrimination, harassment and employee rights.
• Strengthen performance management skills so they can set expectations, support development and manage underperformance appropriately.

3. Prioritise staff wellbeing

Supporting staff and volunteer wellbeing isn’t just the right thing to do, it’s also vital for organisational resilience. A healthy, motivated team is more engaged and better able to deliver your mission.

Preventative steps you should take:

• Promote work-life balance and flexible working wherever possible.
• Provide access to wellbeing resources, such as mental health support or employee assistance programmes.
• Foster a positive, inclusive culture that values recognition and mutual respect.
• Monitor workloads to prevent burnout, particularly during busy fundraising or service delivery periods.

4. Develop and apply clear policies

Clear, accessible policies help managers set expectations, make consistent decisions and reduce the risk of disputes. They also demonstrate that your charity takes its legal and ethical responsibilities seriously.

Preventative steps you should take:

• Have clear grievance and disciplinary procedures outlining how issues will be managed.
• Maintain an equal opportunities policy that reinforces your commitment to diversity and inclusion.
• Ensure your health and safety policy reflects the environments your staff and volunteers work in.
• Define expectations for hybrid or remote working to maintain boundaries and accountability.

5. Manage performance proactively

Addressing performance concerns early prevents them from escalating and affecting team morale or service delivery. Proactive performance management helps keep everyone aligned with your charity’s goals.

Preventative steps you should take:

• Set clear objectives so everyone understands their contribution to the wider mission.
• Give regular feedback – not just at appraisal time – to encourage growth and accountability.
• Offer training, mentoring or shadowing opportunities to help team members develop.

6. Encourage open communication

Open communication helps to surface issues early, build trust and strengthen team cohesion. When staff feel heard, they’re more engaged and less likely to leave.

Preventative steps you should take:

• Hold regular one-to-one meetings where staff can raise ideas or concerns.
• Use anonymous surveys to gauge engagement and identify areas for improvement.
• Create an approachable culture where managers listen and respond with empathy.
• Act on feedback and show staff that their views make a difference.

Be proactive, not reactive

Preventative HR is about staying ahead. By putting these measures in place, you’ll create a more resilient, compliant and motivated workforce – one that supports your charity’s mission and impact for the long term.

If you’re unsure where to begin, we’d be happy to help. Action Planning provides bespoke HR support to charities across a wide range of people-related matters, from sickness absence and capability issues to staff handbook and contract reviews.

So, if tackling that ‘people issue’ has been sitting on your to-do list for a while but never quite reached the top, get in touch. We’ll help you resolve it quickly, confidently and with the right balance of compassion and compliance.

To find out more, visit https://actionplanning.co.uk/services/hr or email tracy.madgwick@actionplanning.co.uk — we’d love to hear from you.