Month-by-Month Guide for 2025 Compliance

Below is a practical, high-level month-by-month guide of typical HR priorities for Canadian HR professionals. Note that exact timelines can vary depending on organizational size, sector, and specific provincial legislation. Use this as a starting framework and adapt it to meet your organization’s unique needs.

  1. New Year Readiness & Workforce Planning
    • Review headcount requirements and confirm any newly approved positions or organizational changes.
    • Ensure any changes to minimum wage, employment standards, or provincial/federal legislation effective January 1 are understood and implemented.
  2. Year-End Wrap-Up
    • Close out any outstanding performance reviews from the previous year (if your cycle ended in December).
    • Send out T4 preparation and year-end tax reminders to employees (in collaboration with Finance).
  3. Employee Well-Being
    • Address post-holiday fatigue; share resources around mental health and wellness.
    • Schedule Q1 engagement or pulse surveys to gauge employee sentiment.

  1. Tax Season Preparation
    • Finalize and distribute T4s (must be submitted by the end of February).
    • Communicate any key dates or processes to employees for RRSP contributions, spousal contributions, etc.
  2. Performance & Goal Setting
    • Conduct or finalize annual performance reviews (if not completed in January).
    • Partner with managers to set new goals and Key Performance Indicators (KPIs) for the year.
  3. Employee Engagement
    • Introduce or update an employee engagement/feedback survey.
    • Review results from any recent pulse surveys and create action plans.

March

  1. Compliance & Policy Updates
    • Review internal policies (e.g., flexible working, leave management) to ensure they reflect changing employment standards and human rights legislation.
    • Update or roll out any new training based on legislative changes (e.g., workplace harassment, violence prevention).
  2. Spring Recruitment
    • Assess staffing needs for spring/summer; start recruiting for seasonal roles or upcoming graduate hires.
    • Leverage campus recruitment programs and career fairs.
  3. Budget & Workforce Planning
    • Review and revise HR department budget for Q2 if needed (training, professional development, software).
    • Confirm upcoming salary increases or bonuses approved at year-end.

  1. Quarterly Check-Ins
    • Encourage managers to hold informal Q1 check-ins with their teams—focus on progress, challenges, and development.
    • Share reminders about learning and development opportunities for Q2.
  2. Legal and Compliance Audits
    • Verify compliance with new provincial or federal regulations (e.g., sick leave expansions, privacy regulations).
    • Conduct a formal audit of employee records and data management practices.
  3. Diversity, Equity & Inclusion (DEI)
    • Plan or launch any DEI initiatives timed for Q2 (e.g., unconscious bias training, creating affinity groups).
    • Review equity targets and metrics; prepare recommendations for leadership on DEI strategy.

  1. Mental Health & Well-Being
    • May is often recognized as Mental Health Awareness Month. Provide resources, workshops, or speaker sessions.
    • Review your organization’s Employee Assistance Program (EAP) utilization to ensure it meets employee needs.
  2. Team Building & Engagement
    • Organize spring team-building activities to foster collaboration and engagement.
    • Review and refresh internal communications strategies, newsletters, and intranet resources.
  3. Summer Student and Intern Programs
    • Finalize onboarding and orientation plans for summer interns or co-op students.
    • Assign mentors/supervisors and ensure compliance with youth employment standards.

  1. Mid-Year Performance Reviews
    • Initiate or prepare for mid-year reviews in July. Provide training to managers on effective feedback.
    • Gather data on performance metrics to identify areas needing additional resources.
  2. Training & Development
    • Plan workshops or skill-building sessions for employees.
    • Identify high-potential employees for leadership development opportunities.
  3. Vacation Scheduling
    • Coordinate summer vacation schedules to maintain coverage.
    • Ensure managers are informed about leave management policies and legal entitlements in your province(s).

  1. Mid-Year Check-Ins
    • Conduct formal or informal mid-year performance evaluations.
    • Address any performance gaps with coaching or performance improvement plans.
  2. Compensation & Benefit Review
    • Start reviewing your total rewards strategy in preparation for budget planning in Q3/Q4 (wage increases, incentives, and non-monetary benefits).
    • Benchmark compensation against market data to maintain competitiveness.
  3. Employee Engagement & Retention
    • Monitor summer absenteeism or decreased engagement.
    • Introduce fun, morale-boosting summer events or “summer hours” if relevant.

  1. Policy & Handbook Review
    • Update employee handbooks and policies before Q4 budget and strategic planning.
    • Incorporate any changes that occurred earlier in the year (e.g., remote/hybrid work policies).
  2. Fall Recruitment & Campus Strategy
    • Develop or finalize fall recruitment campaigns.
    • Schedule campus visits or virtual events for September–November to attract new grads.
  3. Health & Safety
    • Plan a health and safety audit or review of workplace standards (particularly relevant if your organization sees higher vacation usage in July/August).

  1. Strategic Planning & Budgeting
    • Begin HR budgeting and strategic planning for the next fiscal/year. Identify key HR initiatives, including training, technology, and DEI.
    • Gather input from department heads on staffing forecasts and training needs.
  2. Performance Management & Development
    • Revisit Q3 performance, ensuring employees are on track to meet annual goals.
    • Launch or refine career development programs or career path frameworks.
  3. Back-to-School & Family Support
    • Provide flexible scheduling options or resources for employees with school-age children.
    • Promote EAP resources that focus on parental support, tutoring programs, or childcare subsidies if offered.

  1. Benefits & Open Enrollment
    • Coordinate open enrollment for benefits (for those with a benefits cycle that starts January 1).
    • Communicate coverage changes, deadlines, and conduct information sessions.
  2. Fall Engagement Activities
    • Host an employee appreciation event.
    • Conduct an annual engagement survey (if not done earlier) to gauge sentiment ahead of year-end.
  3. Training & Compliance
    • Offer additional compliance training or refresher sessions (e.g., workplace harassment, respectful workplace, privacy, or health and safety).
    • Prepare for year-end compliance activities like the Health and Safety Committee review.

  1. Year-End Performance & Compensation Planning
    • Begin finalizing annual performance reviews and compensation adjustments.
    • Provide guidelines and training for managers on bonus and salary discussions.
  2. Holiday & Winter Logistics
    • Outline holiday schedules and office closures. Communicate statutory holiday pay rules and best practices.
    • Plan any company holiday events; consider inclusive and respectful approaches to celebrations.
  3. Succession Planning & Leadership Development
    • Identify key roles for succession planning.

Work with leadership to finalize high-potential employee development plans for the upcoming

  1. Finalizing Performance & Compensation
    • Complete performance reviews, finalize bonuses, and confirm salary adjustments.
    • Communicate changes in writing to employees; set timelines for any appeals or clarifications.
  2. Year-End Compliance & Administration
    • Ensure all payroll, taxes, and benefits adjustments are processed by year-end deadlines.
    • Organize record-keeping: validate employee files, terminations, new hires, and changes for the year.
  3. Celebrate & Reflect
    • Recognize achievements and milestones of the past year at company-wide or departmental gatherings.
    • Gather feedback on HR initiatives and outline improvements for the coming year.
    • Encourage employees to take time off over the holidays to rest and recharge.

Tips for Success

  • Stay Current with Legislation: Changes to Employment Standards, Human Rights Codes, and minimum wage vary by province. Make it a habit to review provincial and federal government websites each quarter.
  • Align HR Calendar with Corporate Strategy: If your fiscal year doesn’t start in January, adjust the timeline accordingly.
  • Foster Continuous Communication: Regularly update staff on policy and procedural changes. Encourage a feedback culture to address concerns proactively.
  • Leverage Technology: Use HRIS systems and automated tools to track key dates (like T4 distribution, benefits enrollment deadlines, etc.) and stay organized.

By following this month-by-month guide, you’ll stay on top of Canada-specific employment requirements, plan your HR initiatives thoughtfully throughout the year, and foster a healthy and engaging workplace culture. Stay alert and compliant with HRInsider all year round!