Workplace of Choice

So, finally we all seem to be getting back to "normal" following the worst economic downturn in recent history. You may be noticing, however, that while "normal" seems better than recent months - it may feel very different than say, 2-3 years ago. As we all get our legs back under us - this is an ideal time for companies, big and small, to start testing, validating, and redefining "normal" within their organizations.  If nothing else, we should all learn from the economic issues that plagued us. Instead of restarting business as usual - think about recalibrating and looking more closely at your organization and your human capital.

Think about:

• Who were the most valuable members of the organization during the height of the crisis? This might have been surprising - were there silent superstars in the ranks that simply needed this opportunity to prove their value and ability?  What made them superstars and the ones able to weather the storm?
• If you had to lay people off, what was the profile of those that were able to step in to pick up extra work? Were they your managers?  Or were other employees able to roll up their sleeves and pitch in?
• Were there roles that had to be eliminated ones you intended to refill when you could?  Do you really need to refill it now or do you find that you no longer really need that specific job because you've gotten along just fine without it?
• Were your Managers able to lead?  Or was it obvious that the Manager Training you've been meaning to get to would have come in really handy when they were helping to communicate change, manage RIFs, or mediate conflict in a very confused workplace?

Before you go out and repeat to your old practices - take a step back and determine what worked well in the troubled times and see if it might make sense to duplicate some of those practices instead.

For example:

• Instead of filling silo-ed roles that are all very specific - think about hiring people that are forward thinkers and doers that might be able to share the load and multi-task.
• Invest in some Leadership Training and Management 101 so that your people are able to grow and be better poised to help in times of change
• Be very thorough in hiring - many times companies 'skip steps' either in desperation to fill a job or the candidate is doing so well with the interviews, they don't feel like they need to check references.

And remember those employees that stuck by you in tough times - instead of thinking "well, at least they had a job" remember that without them you might not have been able to come through as well as you did!!

This is the time of the "new normal."  The perfect time to fix what could have worked better and harness and duplicate the energy and abilities of the superstars and further enforce what worked well!

 

In a recent blog post Employee Investment - Is It Important?, we discussed why it is important to invest in all your employees, not just higher level employees.  Through investment in your employees you gain employee retention and employee productivity both of which directly contribute to the success of your business.  Nancy Mobley, CEO of Insight Performance, always says, “I have my A Team and my A Team is going to provide quality service to our clients and help us reach the goals we’ve set for the business.  Keeping our team happy will directly impact our business.”

Investing in and keeping your A Team happy is imperative to the business.  Productive employees are happy and happy employees are productive – either way a win-win for the business.  No matter what your efforts are to keep employees happy, there will be employees who come and go, maybe because the culture was not the right fit or because they received a better offer somewhere else. There are a million reasons that people leave jobs but it is the role of the employer to create a culture and work environment that makes them want to stay.  As discussed in previous blog posts, some ways to keep employees happy is through benefits, employee programs and a commitment to your people.

Bottom line - happy people is good business. In essence happy equates to productivity, retention, quality and success!

Is your workforce engaged?  Employee engagement is the new HR buzzword connecting the workforce to the company’s productivity and employee productivity.  According to a recent HR Magazine article $350B is the estimated annual cost of disengaged workers for U.S. businesses.  Clearly, employers cannot afford to have unengaged employees who have “checked out” only putting in time but not passion or energy into their work.  Employee engagement is a key link to customer satisfaction, company reputation and overall stakeholder value. 

So how do you tap into your employee’s engagement level?  Consider how you currently empower, develop, recognize and reward your employees.  Are there opportunities for your employees to be a partner in executing your mission and business strategy?  Do you reward those who take personal responsibility in getting results to increase the profitability and growth of your business?  Now, more than ever, is the time to focus on your employees as they are the key to your future success.   Without employee engagement, your company mission and values and business strategy are just an idea.  The employees make it real and are the driver of business success in today’s competitive marketplace. 

In order to measure your employee’s commitment, motivation, sense of purpose and passion for their work and the company, consider confidentially administering an employment engagement survey.  Employees will appreciate the fact that you value their opinions and you may uncover some real gems to fully engage your team!

It is summer time once again and that means it's internship season! I was thrilled (as were my parents), given the economic climate, that someone...anyone...let alone a company in my field of choice, was willing to hire me.   Now, how to make the most of the experience?

Internships are meant to be an educational and career development experience for you, the intern. They are not supposed to only benefit the employer through cheap labor. Before I even walked in the door on my first day, I thought about what I wanted to accomplish this summer. For example, as you may have realized since this blog is posted through an HR consulting firm, I want to go into human resources and probably consulting upon graduation. My main goal for the summer is to be exposed to as many facets of Human Resources as possible. If you are doing an internship that you are not sure is in the right field for you, then try to help out with as many different projects as possible. Don't forget to keep an open mind! Maybe you wanted a finance internship but got a marketing one instead. Look out for opportunities to flex your finance skills. Opportunities do not always just fall into your lap; you have to go look for them.

Try to meet with your manager, within the first week, to discuss your goals for the internship and your short term career goals. Confirm who you'll report to and that someone is keeping an eye on your workload and projects to ensure that you do not have too much or too little to do and that there is some meat to the work. As the new intern, the company is probably excited to have some extra help and may put too much on your plate.  Knowing who your main contact is will give you someone to go to should this happen.  Throughout the internship, keep the lines of communication open with your manager. This will keep you sane and guarantee that the work that you are doing is at a higher level of competence.

Since this is an educational experience, don't be afraid to ask questions! You are not expected to know everything. As much as you may like to think that that one accounting class has made you a master accountant, you probably do not know as much as your coworkers. That is okay! Take advantage of their years of experience and learn something new.

Take ownership of a project, if possible. By taking responsibility of a whole project, from start to finish, it will show that you are mature and capable of handling the work and the associated deadlines. It is also a good test for yourself to prove that you can accomplish real work. And think of what you'll be able to write on your resume!

Sit in on as many meetings as possible. Many interns may not be pulled into more strategic meetings, but try to get into them! You will learn the process of preparing for a meeting, going to it and the follow-up.  You may even be able to share your opinion which will also show that you are a contributing team member.

Finally, think ahead! Internships open up the doors for possible fulltime positions after graduation. Even if you do not think that you are at your employer of choice or in the right position, your coworkers may be able to help you in your job search or recommend you for future internships.  Leave a good impression!

Now, will you hire me after May 2011? Please?

Do you consider employee communication a high priority? Studies show that companies with highly effective internal communication programs are more likely to provide a significant return to shareholders and are also more likely to have higher levels of employee engagement and lower employee turnover rates.

But, how do you begin?  Start at the top by assessing your senior management team - they set the tone for establishing organizational culture and cascading daily consistent messages to employees. Ask your employees what they think - do they feel communication is aligned with the mission, vision & culture of the organization?  Is it consistent?  Timely?  Facilitate focus groups to hone in on the common threads.  Once you have determined what the issues are - take a look at your budget to determine what sort of communication vehicles you can afford to implement. Depending on the timing, location and sensitivity of the message there a number of vehicles from which to choose.  The Employee Handbook, Monthly Newsletters, Town Meetings and Social Media are all commonly used.  Choose your communication channels carefully.  Think about your audience and how to best communicate with them.  We tend to turn to e-mail first, but keep in mind that this is often the least effective way to get your message across.  When possible, face to face communication tends to be the most effective because we receive an immediate reaction, are able to clarify any confusion and people tend to listen more closely.

The key to a strong employee communication strategy is planning, followed by implementation and follow-up. Taking the time to communicate with your employees will help increase employee productivity, boost employee morale and ultimately improve the bottom line.

You can't escape social media and personal computer usage on the job - or can you?  Many companies have implemented blogging and personal computer usage policies as part of their Employee Handbook and Information Technology Policy.  The focus of such employee policies gives personal bloggers guidelines on how to reference their employer, their products and their services within their blogs or personal dealings on the internet.  These guidelines are especially important given the Federal Trade Commissions guidelines to protect consumers from erroneous endorsements on social media and blogging sites.   In response to the FTC guidelines, employers are strongly encouraged to specifically spell out what the company allows and doesn't allow with respect to online comments about the company and its products.

While we do a good job addressing guidelines for personal blogging and computer usage, what many companies fail to address is how much personal access to social media and personal usage of computers can they tolerate on the job?  I know what you're thinking - "I don't tolerate ANY personal use, let alone access to social media sites, while on the job."  But, is this really the best policy in today's social media climate?  Should employees be limited to NO personal use during the work day?

Many experts believe that in today's technology climate, this is no longer reasonable and that allowing employee's personal technology access can have positive effects on your workforce.  Companies need to be realistic that social media is the way many people communicate.  By limiting such communication you're forcing employees to be "out of touch" completely while at work.  This may make many employees uneasy and resent the organization's stringent rules.  Allowing them access to check Facebook or send personal emails throughout the day allows them to make a quick connection to the outside world.   According to the Harvard Business Review, there can be additional positive results to allowing personal access to social media sites during work.  An organization that is more accepting of social media in the workplace can be viewed by many people, especially those of the younger generations, as a more attractive and as a forward thinking organization.  Often times we believe that if an employee is spending time surfing the net, that's time they're not working and thus, loosing productivity. Research has shown the opposite; allowing employees to take a quick break allows them to return to their work refocused and more productive.  Lastly, employees feel appreciated and more engaged when employers acknowledge their interest to check and use social media.  The employee feels like the organization trusts them to do the right thing and often times, that trust goes a long way.

Facebook, Twitter, blogging and social media sites are here to stay - so embrace this new technology and determine what makes sense for your organization and design employee policies to support it!

Spring is in the air and ballgames, barbeques, trips to the beach and the lazy, hazy days of summer are on the horizon.  Summer breezes by and employees yearn to be outside, rather than at work...Summer Hours can be a way for both the company and the employee to enjoy summer while maintaining employee productivity and increasing employee morale!

The economic downturn has forced many companies to reduce expenses and the level of employee benefits they provide. To offset the sting from cuts, an increasing number of companies are offering flexible work arrangements, such as Summer Hours, to enhance work/life balance, improve employee morale and increase employee retention.

A successful Summer Hours program is one that supports both the organizational goals and the needs of employees.  Be creative as you consider the alternatives to the standard work week.  Can you arrange work schedules to allow for a condensed workweek?  Have employees work a "4/40" (Four (4) ten (10) hour days), or a "9/80" (Work 80 hours over nine (9) days to get one day off every other week).  Another option is to work a longer day during a busier period and then give half days (or full days) off on Fridays in the summer.  For example, a company that experiences a busy sales cycle leading up to the holidays may work 9 hour days in November and December, but then offer Fridays off in the summer when sales are slower.  Just be sure to do the math and be sure there is an equal number of hours exchanged between the two time periods.

The old adage, "work hard, play hard" will go a long way as you explore your Summer Hours options.

Spring is the perfect time to get rid of all of the "stuff" that has been cluttering up your desk or office and doing an overall office clean-up.   Research has shown that the right office surroundings can result in increased employee morale, employee productivity and employee motivation - so what better reason to get started?  Whether you reside in a plush corner office or a small cubicle you can bring a breath of fresh air to your surroundings very easily. 

Office Cleanup:

If you haven't used or looked at it for more than six months, chances are you may not need it and you definitely don't need it sitting out on a desk or table. So start with three piles:

Trash: The trash pile gets shredded, if need be, or bagged up and off to the dumpster it goes.

File: Organize into piles that can be put into folders with labels. Remember these are the items you truly need for either research or legal reasons such as contracts, financial records, refer to often, etc.  Consider what needs to stay on-site and what can be sent to archive.  If you haven't looked at in more than year, seriously consider sending it to archives.  Be sure to catalog your archive files well so that you can retrieve them if necessary.

Have to deal with: You should have a very small pile of items that need to be addressed. Organize these into priority categories - what has to be done today, by the end of the week, by the end of the month, etc.

When your desk is not cluttered up with piles of paper you are more likely to get to the stuff that really has to be tackled.

Now get out the cleaning supplies and equipment. Dust everything in sight. Vacuum your floor. Use a can of air on your keyboard (you will be surprised at what gets in between the keys). Check with your IT department as to whether they will give you permission to blow out the dust from your computer's fan and CD/DW drives and pay attention to their instructions on how to do it carefully. Use specially treated cloths to clean your monitor. Any surfaces that can be cleaned with a disinfectant should get wiped down to get rid of all those nasty germs that have been floating around the office all winter.

Now open up your window(s) if possible even if it is only for a few minutes to let in some fresh air. Don't forget to close and lock before you leave.

Now that you have a clean office, add some fresh art work, flowers, plants, and maybe a great smelling candle. The candle is not to be lit, but will add a light pleasant scent to your office. The key words are light and pleasant. Don't overpower your space with heavy scents, no one enjoys this.  You'll be surprised by the effect that simply cleaning the office and your surroundings has on you and your co-workers - Enjoy!

Spring is finally upon us and with that comes not only sunshine but the urge for employees to stretch the rules as far as they can throw a flip flop.  Now is a good time dust off not only your dress code policy as it pertains to warm weather clothing but for other policies as well.  Is love in the air this spring at your office?  It could be and you might not even be aware of the potential pitfalls that could follow.  You may want to consider a non-fraternization policy.

A non-fraternization policy oversees interpersonal conduct by employees and is created with good intent - to prevent employees from engaging in activities that could interfere with safety, employee morale, and employee productivity.  In addition, these policies help to protect the employer from potential lawsuits arising from harassment claims.

Employers have the right to set rules prohibiting employees from activities including office romances.  They can prohibit supervisors from getting involved with subordinates and vice versa, and they can refuse to hire married co-workers.

Relationships among employees raise issues of equity, fairness and favoritism regarding the involved employees' work responsibilities, salary, and/or career progress.  Employers may stipulate that if a conflict, disruption, or other performance problem arises as a result of such relationships, one of the involved employees may be transferred and/or disciplinary action may be imposed.  But be aware that even then, future decisions regarding all employment practices (promotion, demotion, transfer, termination, rates of pay) could be viewed as discriminatory based on these relationships.

Consider the outcome of a relationship that has ended (on a negative or positive note).  What was once viewed as welcomed behavior from one employee to another can change overnight and you could suddenly be involved with a hostile work environment or sexual harassment claim.  By discouraging relationships or by stipulating that the company be made aware of them ahead of time, employers can proactively manage a potential problematic situation.

Your non-fraternization policy should be discussed during Harassment training. Training should also include education regarding off-site and off-hour situations.  Employees who are friendly with each other and spend time together after work hours need to know that their behaviors are still subject to your policies.   Happy hour at the local watering hole may lead to situations that can easily be considered against company policy.

Employees have the right to choose their friends and romantic partner, however, employers also have a right to limit romance in the workplace in order to maintain a safe, equitable and productive work environment .  Consider the reason for instituting the policy, specifics on what is and isn't acceptable and how the current social landscape is today to ensure that a new or updated policy is successful and works for your culture.

Setting and cascading goals throughout the organization is vital to achieving company objectives.  When defining goals, you'll want to make sure they meet the SMART criteria:

Specific: A specific goal has a much greater chance of being accomplished than a general goal.

Measurable: Establish concrete criteria for measuring progress toward the attainment of each goal you set.

Attainable:  It should be a stretch to reach the goal, but not so much so that it's out of reach. 

Realistic: What it takes to do to achieve the goal should be within the availability of resources, knowledge and time.

Timely: The goals should have a clearly defined time-frame including a target completion date.

Using the SMART criteria above, you should determine 3-5 goals that are tied to success measures of the company.  Oftentimes they are financial, business development, process development or customer satisfaction measures. 

Once the Company Goals are determined, they should be communicated throughout the Company and translated to departmental goals.  Those departmental goals then become the framework that shape each employee's individual goals.  Hence the goals are cascaded as Company Goals down to Departmental Goals down to Individual Goals.   These individual goals can play an important role in performance management, career development and employee rewards.