Category: Thought Leadership

At the start of 2020, business was booming after more than a decade of economic growth. Then, our country and the world were upended with an unprecedented health and economic crisis.

During this time, Insperity was by your side to give you a better chance to rise above any hurdles you faced. Our mission is to help businesses succeed so communities prosper, so when COVID-19 struck, we saw it as an immediate threat to the communities and businesses we serve. We have worked tirelessly to provide the human capital management solutions you need to minimize damage to your business and your people and chart a new course into the future.

This hard work has led to some inspiring stories from our clients.

Over the next few months, we’ll be highlighting these stories, and we invite you to view them here.

We’d also love to hear from you about how you have persevered to move forward and rise above the challenges. Send us your stories here . No matter what comes next, these last few months have proven our resilience when working together. We know we can conquer anything. We were built for times like this.

The below content was excerpted from the Insperity Blog, a great source of information for business and HR best practices.

We all know that happy employees are more likely to stay with the company, take good care of customers and do what their boss needs. Sometimes it may feel like developing engaged employees is impossible. However, satisfied employees don’t have to be mythical creatures, sighted as frequently as unicorns in the forest.

With care and hard work, you can create a workplace environment that supports employee happiness. And it may not be as difficult as you think.

The key is  recognizing the difference between being a manager and being a leader. A manager plans, organizes, assigns and followsup. A leader influences, motivates and encourages.

Here are  some leadership   tips to ensure your team is happy, motivated and engaged:

• Pay attention
   
   It’s hard to overemphasize the need for managers to show concern for their employees as people. That means taking the time to ask about their holidays and families, their hobbies and interests. It also means giving them a chance to get to know you, but that doesn’t mean you have to reveal anything deeply personal.
   
   When there’s too much work to be done in too few hours, it can seem like taking time for personal interaction is wasted energy. However, knowing your team members, their interests and stresses both inside and outside the office can be a powerful ally in helping you find the best ways to encourage and influence them to optimum productivity.
   
   Managers who make employees feel their boss cares about them as more than a cog in the wheel engenders loyalty and motivates employees to work harder.
   
   
• Meet them where they are
   
   We all bring our socialization from childhood into the workplace. Recognize your natural style and adjust to what each employee needs.
   
   Analyze each team member’s natural style. Are they an introvert or extrovert? Good at one-on-one interaction? Naturally gifted at customer service or numbers or presentations?
   
   By understanding each person, you can help him or her commit to business goals in a way that fits their abilities and motivations.
   
   By playing to their strengths, you are more likely to engage their hearts, not just their minds. Employees who are truly engaged are less likely to find roadblocks to the success of their projects, to go the extra mile when it’s needed.
   
   
• Communicate expectations
   
   Want your team to roar past their goals? Explain the big picture, why they are doing what they are doing and set clear expectations. Your employees need to understand how they fit into the company, why their job is important and what they must do to help the company reach its goals..
   
   After setting clear expectations, hold people accountable by checking in weekly or monthly to see if goals are being met. Don’t forget to recognize success publicly and coach privately if there’s a problem.
   
   Be positive as much as possible during these communications. People want to work for positive people, especially when facing the challenges that naturally come about in any project.
   
   
• Be open and available
   
   Servant leaders make themselves available to help employees when  needed.
   
   Say someone missed a goal because they had trouble getting the right data. By checking in regularly with your staff, you’ll be able to troubleshoot, encourage when it’s needed, answer questions and generally help your staff accomplish their short and long-term goals.
   
   If you are in the trenches with them, you’ll be seen as a respected team leader rather than a distant tyrant. You’ll also be able to keep emotional commitment high and nurture employees’ great ideas at the source. Remember to be open to feedback, too.
   
   Finally, get out of the way and let your employees shine. Give them opportunities to position themselves as subject matter experts.
   
   By giving your employees high-profile growth opportunities, you make them feel valued and appreciated. Lead from the heart, invest your heart in your people and let them grow along with you. You’ll create relationships that can benefit you both for a lifetime.

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It’s easy to ignore the human resources side of your business when things are flowing smoothly. After all, there are far more pressing concerns nagging us each day. Relations with employees can be enjoyable and fulfilling or time-consuming and terrifying, depending on the situation.

Being proactive in the area of HR, recognizing and rectifying HR mistakes before they become serious problems, can save you countless headaches and protect your business against costly legal claims.

HR mistake #1: An outdated employee handbook

Every business, no matter how small, should have an up-to-date employee handbook. If you don’t put the most current dos and don’ts in writing, you’re asking for trouble. In addition, laws change, which may significantly alter the applicability of your policies.

Even a few pages outlining acceptable and expected behavior provides employees with tangible guidelines. The employee handbook should be updated about every two years, and all employees should sign an acknowledgment form stating that they received the publication and will abide by its policies.

Include information such as your company’s:

• code of conduct
• communications policy
• nondiscrimination policy
• compensation and benefits
• employment and termination guidelines

HR mistake #2: Failing to document performance issues

Written policies and standard operating procedures are the boundaries that govern employee conduct. When a violation occurs, it must be accurately and thoroughly documented. Although it may seem time-consuming to jot down in a file that someone was reprimanded for repeated tardiness, it’s important evidence that can support a decision to terminate that individual for unsatisfactory job performance, for example.

In addition, when a company is consistent in its application of performance issues, it’s better able to address potential legal issues that may arise in the future, such as a discrimination claim.

HR mistake #3: Incomplete employee files

For compliance reasons, it’s very important to keep records of all the personnel documents attached to your employees’ work histories.

It’s also a good practice to make sure the proper documents are kept in the employee performance file. Some documents that contain personal information, such as leave and disability forms, should be kept in a separate folder since these are personal in nature and aren’t needed to manage an employee’s performance.

It’s helpful to have a binder for all valid I-9s, which verify employee identity and work eligibility in the United States. They should be easy to access and updated when necessary. Fines can add up quickly if you can’t produce current and accurate documents upon request by Immigration and Customs Enforcement (ICE).

And because of the Health Insurance Portability and Accountability Act (HIPAA), it’s crucial that you store your employees’ health and welfare-related benefits information separately as well.

HR mistake #4: Hasty hires and inaccurate job descriptions

Hurried hiring and promotion processes can lead to a host of problems for employers. Before you even consider hiring someone, take time to flesh out exactly why you’re hiring and what skills are necessary in the ideal candidate.

A few hours spent crafting a solid job description can prevent countless hours of future hassle. For example, when you’re recruiting a candidate, they may have impressive skills, but that skill set must also address your needs. A detailed job description helps you stay focused on exactly what you need in a potential candidate.

Likewise, job descriptions are important references when an employee requests a modification to their job for medical reasons.

Say one of your warehouse supervisors, John, is involved in an accident and breaks his leg while on vacation. He recovers and comes back to work, but he is not physically able to do the heavy lifting he could before. Can he continue in the same role? If so, does he need a modification to help him carry out his duties? If he can’t remain in the role, what are your options? In order to determine that, you’ll need to engage in the interactive process. The first step in this process involves reviewing the essential and marginal functions of the job – which should be identified in his job description.

Understanding exactly what is expected of the employee, including what job tasks are essential and which are marginal, can simplify an otherwise cumbersome process when dealing with the Americans with Disabilities Act (ADA). It can also help identify what a company is able to provide employees in a situation like John’s.

HR mistake #5: Disregard for training

Taking time to train your employees is a valuable investment in the future of your business. By including training in the onboarding process, your employees may become more fully engaged and understand how to use their skills to best benefit your company.

Employers who spend time on training also get training’s indirect benefit: employees who feel like they’re valuable and capable of doing more for your organization.

And remember, it’s important that the employee’s performance, including skills and areas of opportunity and growth, are accurately reflected in their performance reviews.

HR mistake #6: Inadequate HR policies

Don’t overlook the importance of an internal HR audit. Set aside time annually to make sure your HR policies are current and complete.

For example, many businesses don’t include a vacation payout policy in their handbooks — or a complaint process or disaster and workplace violence plan for the organization. This creates situations where employees may quit with unused vacation time. If they don’t know ahead of time how that time will be treated, they will likely complain.

Also, sometimes the unthinkable happens and disaster strikes. By providing clear guidelines on how to respond prior to an incident, you can help minimize the impact it might have on your employees and your business.

A well-thought-out plan will help protect you, your employees and your customers.

Consider these questions when developing your plan:

• Who will be in charge?
• What are your pre-established responses?
• Will you shelter in place or evacuate in certain situations?
• Do you have an off-site meeting place for people to gather?
• How will you communicate with your employees during a disaster?

Having policies and plans for handling unexpected events reduces the stress, liabilities and costs to your business.

HR mistake #7: Employment compliance ignorance

Managers must be fluent in employment laws and regulations. In addition, they must have access to a resource that can keep them up to date in the changing employment environment.

Misclassifying employees as independent contractors when they’re not, or as exempt from overtime when they shouldn’t be, can be costly oversights. Failure to comply with OSHA (Occupational Safety & Health Administration) regulations for your industry may also yield stiff fines.

Prevention is key. Take time to identify what regulatory agencies govern your industry and what laws must be followed.

Looking for additional HR tips? Get our free e-book

How effective are your HR practices? Download our free e-book, 7 Most Frequent HR Mistakes and How to Avoid Them, to discover additional strategies for correcting these common errors.

Did you know that up to 20 percent of employee turnover happens in the first 45 days? And the cost of replacing those employees can result in a huge burden on the organization: up to 300 percent of the replaced employee’s salary. Simply put, it’s becoming increasingly important to make sure you’re attracting and hiring the right employees, and that you have a robust onboarding experience that makes them want to stay.

To support you in these areas, we have put together a Best Practices for Hiring, Onboarding and Retention Guide. We hope you find this guide useful as a reference to:

• Develop and implement a recruiting strategy that attracts the right talent
• Create an effective onboarding program so employees feel an instant connection to your company
• Invest in your employees so they want to stay and grow with you

Read the Best Practices for Hiring, Onboarding and Retention Guide today.