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Dear Toby: HR Advice Column- Our Company is Growing Fast but it is Total Chaos!

Dear Toby,


Our company is growing fast, which is exciting — but it’s also total chaos behind the scenes. We’ve never done a formal HR audit, and honestly, I have no idea what we’d find. We’ve got outdated policies, inconsistent onboarding, and I’m pretty sure we’re not tracking vacation properly.


Where do we even start, and how bad is it if we just keep winging it?


—Winging It in Whitehorse Dear Winging It in Whitehorse,


First, congratulations — fast growth is a good problem to have, but like any rapid climb, you’ll want to make sure your safety harness is secure. “Winging it” in HR can work for a while, but as headcount grows, small cracks turn into costly gaps — in compliance, culture, and credibility with your team.


Here’s where to start:


1. Get a clear picture before you fix anything.

  • Conduct a basic HR audit — even a self-assessment — to identify gaps in compliance, documentation, and processes.

  • Review employment contracts, policies, and employee files for accuracy and completeness.

  • Map out your existing HR processes (onboarding, performance reviews, vacation tracking) so you can see where inconsistencies are creeping in.


2. Tackle compliance risks first.

  • Ensure policies are current with employment standards in your jurisdiction.

  • Confirm you’re meeting recordkeeping requirements for things like vacation accrual, overtime, and health & safety documentation.

  • Address outdated or missing employee agreements right away.


3. Standardize the basics.

  • Create or refresh your onboarding checklist so every new hire gets the same experience.

  • Implement a consistent time-off tracking method — even a simple spreadsheet can work until you move to software.

  • Document repeatable processes so they aren’t living only in one person’s head.


4. Build HR into your growth plan.

  • Schedule regular policy reviews (annually at minimum).

  • Train managers on consistent application of policies to avoid mixed messages.

  • Consider introducing scalable HR tools before the team size makes manual tracking overwhelming.


The cost of doing nothing. If you keep winging it, the risks aren’t just legal — although fines, back pay orders, or legal claims from employees can hit hard. There’s also the risk of losing employee trust if people see policies applied inconsistently, or if they discover mistakes in their pay or vacation balances. Outdated policies may fail to protect the company in disputes, and unclear processes can create confusion, double work, and burnout among your leadership team. Over time, these small issues erode morale, make recruitment harder, and can even tarnish your reputation as an employer.


In short, skipping an audit doesn’t just mean you might have a mess later — it almost guarantees you will, and cleaning it up retroactively will take far more time, money, and goodwill than getting ahead of it now.


You can absolutely tackle the first pass internally, but if it feels overwhelming — or if you want the peace of mind that nothing’s been missed — you can always engage an HR professional to conduct a full audit and set you up with the right processes for your growth.


— Toby


Disclaimer: The "Dear Toby" advice column is designed to provide general HR insights and guidance but should not be taken as legal advice. Every business and situation is unique, and employment laws vary by jurisdiction. Before implementing any advice from this column, we recommend consulting with a qualified HR professional or legal expert to ensure it aligns with your specific circumstances.


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