Well, here we are in 2020 and most people’s jobs have changed this year. The COVID-19 pandemic has changed how many businesses operate. Some employers are shifting workers' job duties to adjust to a new normal. Most workers have little recourse if their job duties or hours have changed because of the pandemic, even if they're unhappy with their new job assignments.
Changing job roles Employers can fire an employee at any time for any reason. They can reduce hours and change pay. On the flip side, workers can leave a job at any time, usually without having to give notice. What employers must remember is that any change to a worker's job duties must be "reasonable." You cannot expect an employee to take on responsibilities for which they have no training or understanding of that job. Especially if the job is in a position higher than what they have now, and the employer is not offering a higher wage. But even if the employer is challenged legally, given COCID-19, it's likely that employers changing employee job descriptions to fit the new normal would prevail (unless there's discrimination based on race, gender, age, or another protected group.) The Americans with Disabilities Act also requires companies to make reasonable accommodations for workers if they have a medical condition or disability that affects their ability to perform certain job functions. Changing Descriptions Common sense assigns the writing of job descriptions to human resources but be realistic in realizing that HR should not be the only piece of this duty. It takes a team including owners and managers to understand the essential functions of each position. In reality, it depends on your company’s resources and subject matter experts. Sometimes it is prudent to bring in an outside party to assist as many times the owner is the sole responsible person and is too close to the business to truly see each jobs’ exact requirements. Many times, the owner feels if they are a “jack of all trades” than their employees are too. Keep in mind that employees fulfilling each position should compare the job description with their daily activities when preparing for their periodic review and to ensure that both they and the employer and correct in what the job requires. And managers should evaluate the description accuracy as part of the performance management process.
0 Comments
Businesses of all sizes have been drastically affected by the coronavirus outbreak. As things have unfolded over the last few months, it is an interesting time to be in marketing and communications.
One thing that is abundantly clear is that many businesses have experienced a situation unlike any before. The pandemic is a perfect example of a case for a communications plan. Having an emergency communication plan is essential for your business. You need to know what to say and when to say it. When you are faced with a crisis, you don’t want to be in a state of confusion scrambling around for the right things to say, regardless if it is an outbreak like coronavirus, a social issue, or an emergency within your staff or family. Your messages should be kept simple and updated regularly. The Communications Team It doesn’t matter the size of your company or whether you have a marketing team - you need to know who is responsible for communications. Ideally, this would include the CEO/owner, leadership team and a communications person. It is important to have all these members on the same page, but you’ll need only one person to craft the message and one person to proof and approve the message. This will help to ensure that one person is saying what they want to say and not representing the whole company. You may think a small business with one owner only requires that one person to be the point, however, if the emergency is impacting the owner, someone needs to communicate that. Also, allocate a responsible person to maintain phone numbers and emails for staff that is regularly updated. If your plan needs to be activated, you must be able to reach your employees in the easiest way possible. You will also need a media plan if the need arises to contact the press. Issues of Response It is important to know what issues will need a reaction from you, and whether these situations need responses internally, with customers, with the public, or all. Truthfully, there are small and large crises all the time, and you can’t really respond to every single one. Do you respond to national situations or a local tragedy? Do you respond to political situations? Something to think about is how responding (or not responding) to a situation aligns with your core values and how it looks socially. It’s also important to consider your customers and their concerns about the situation. Does the situation impact your customers’ ability to do business with you? Does responding to the situation reassure your customers or only cause them more worry? The messages and the delivery Regardless if it is just the owner or a team, it is good to always have an extra set of eyes on the message. So, if you are the business owner, you might be the one to draft your company memo but have your office administrator proof the message. If you are a marketing manager, you might write the message and have the business owner approve it. Some details to think about:
Determine What to Include in the Message When writing a message to staff, it is important to be positive in stressful times. Everyone reacts differently to situations. In the situation of coronavirus, some people may just want to keep working while others may be experiencing great anxiety. It is important leaders remain calm and be encouraging. For addressing staff in any situation, some things to highlight are:
On the plus side, despite the potential problems — which can be overcome if handled carefully — hiring through referrals represents a huge savingsto employers, who can dispense with the often exorbitant costs of advertising as well as the considerable time that is typically required to sift candidates and go through the interviewing process.
These savings, however, are minimal compared to the other benefits of hiring referred candidates, because the latter have been found to work harder and stay longer than candidates who are hired through other more traditional methods. Not only does the employer winin terms of increased productivity, but in retaining the individual’s services for longer, they also avoid staff replacement costs, which can, in some cases, amount to up to ten times the employee’s annual salary. Consider these facts the next time you hire. For many businesses, the process of choosing and administering a health insurance benefits program is daunting. They often turn to benefits brokers to help them select and implement plans.
Traditional benefits brokers offer assistance in choosing plans, but typically lack the technological systems and solutions that help companies operate more efficiently and save money. Ultimately, a benefits broker should make the job of the business owner and the company’s human resources department easier. If a broker is not achieving this goal, it may be time to investigate options for a new broker. What Is a Broker? Benefits brokers are licensed professionals who assist companies, small business owners, individuals and families in choosing and administering health insurance plans. Using their expertise, they help businesses choose health insurance networks and plans that fit their needs and budget. In many cases, brokers have long-standing relationships with their clients and can assist them with enrollments, claim issues, compliance, and annual renewals. What a Broker Should Be Doing Establishing a comprehensive health insurance package for employees can be a challenging task for any business owner. With a seemingly endless array of choices, complicated enrollment procedures, and ever-changing legal requirements, even seasoned HR professionals may find the task overwhelming. For this reason, many companies turn to a benefits broker. Taking advantage of a broker’s expertise in plan options, procedures and rules is a smart choice for business owners. A good benefits broker will make sure that a client has the best benefits package for their needs and budget, and will reduce the workload for an HR department by handling the plan’s administration and paperwork. Part of this process is helping to ensure that you are aware of the types of plans and costs that your competitors are employing, as a part of the benchmarking process. A good broker should also ensure that numerous carriers are identified and use other creative planning to reduce both employer and employee contributions. Utilize Technology Systems and Solutions Appropriately One of the ways that brokers should be assisting their clients is through the use of a variety of resources to not only aid in the selection of a health insurance plan, but to administer it and provide year-round support. A benefits broker should use innovative technology to help clients compare and select plans, educate employees about plan options, create customized open enrollment communications, and comply with all applicable rules and regulations. Provide Help Through the Year Brokers should also be available to their clients throughout the year, offering support for problems or questions that arise about health insurance plans. A good broker will have sufficient staff to provide year-round assistance to clients — not only when it is time to renew a plan. For example, if a company has an employee with a major health problem or life event, a benefits broker should be available to discuss these issues – as well as assisting with other routine questions and employee education related items. Provide Assistance in Selecting Health Insurance Programs When it comes to selecting a health insurance programs, a broker should have access to a variety of products and plans offered by a number of carriers to meet a business’ needs and budgets. Brokers with limited options often cannot respond to their clients’ requirements, leaving companies with health insurance plans that are too expensive or that just do not meet employees’ needs. An experienced independent broker brings more to clients by way of leverage – including the ability to help troubleshoot challenging situations that may arise throughout the year. Explain and Support Compliance Finally, because the rules and regulations surrounding health insurance plans are complicated, a good benefits broker should protect their clients on all applicable compliance and regulatory issues. This includes making sure that the plan complies with all federal and state laws and regulations, that it is offered to all eligible employees and filing the required paperwork with the IRS and other government agencies. These tasks are important and necessary, but may overwhelm an HR staff and especially a small business owner. A benefits broker should take on this work for clients, easing the burden of administering a health plan – including the tools, and invaluable resources to assist with local, federal, and ACA compliance support. Is It Time for a New Broker? A benefits broker should be doing a variety of things to meet client needs, including offering a range of plan options, providing year-round support, and protecting clients on regulatory and compliance issues. If a broker is not doing all these tasks, companies should consider finding a broker who can meet their needs. Without these solutions, plan administration may be costly and time-consuming. Employees may also be dissatisfied if they do not have their preferred health insurance options, or if they feel that they do not have access to the information that they need and want about their benefits. If a broker is not offering a range of plans and carrier options, a company may not even be aware of lower-cost plans or plans that meet their needs better. If a broker is not assisting a business with compliance, the company may be penalized with fines for not filing the correct forms with state or federal government, not providing notices to their employees, or even through missed opportunities to lower their tax burden. The Advantage of Experienced Brokers When it comes to selecting and administering a health insurance plan, finding a broker with experience and knowledge of the PPACA is key. The world of health insurance is a fast-changing one, with evolving laws and market conditions that make it hard for the average business owner to keep up with the changes. A good benefits broker should deliver expertise on a broad variety of topics, from compliance with the Affordable Care Act to tax matters and benefits administration. A good broker should also stay on top of changing regulations and premium rates for their clients. Given the complex nature of health insurance benefits, brokers that provide ease of access to many carrier systems and solutions as well as providing year-round services and employee information is the key advantage over traditional brokers. Compliance Needs One such advantage of working with a broker can be seen in how brokers handle compliance with the ACA. While health care reform has provided more affordable insurance options for individuals and employers, it has also brought many rules and regulations. Employers need to determine how many full-time employees they have, ensure that their health insurance plans have the minimum value, determine what they have to report to the IRS, and then make sure that the proper paperwork is filed in a timely manner. Although there is no law that requires a company to have a personnel or employee handbook, it can be a wonderful tool to communicate your workplace culture, expectations and policies. You may think your business is too small or too informal, but you’ll see that having your policies in writing is a win-win for everyone.
Even though employees won’t always follow the rules, they do like to know them. Employees, both good and bad, like to know what conduct is expected by the company and what punishment they might expect if they fail to follow the rules. Written correctly, the handbook allows a company to address a wide variety of rule violations without limiting the company’s ability to respond on a case-by-case basis as necessary. If your handbook isn’t used or updated consistently, your business may not be running as efficiently as possible and may be at a high risk for costly employee relations issues. You want your employees to behave in a certain way Your company handbook should tell employees what your company expects not only to avoid disciplinary action, but also to tell them how they can succeed. For example, the employee handbook should tell an employee how to: request time off, inform the appropriate manager about possible harassment or discrimination, keep a time record, report possible theft, dress in an appropriate manner, etc., ensuring that the foundation is set for the employee to continue to effectively accomplish their job duties. You want your employees treated in a consistent manner Ideally, various managers will respond to similar rule and performance violations in a similar manner. A well-written handbook tailored to the manner in which your company does business helps to ensure this desired consistency. While a handbook cannot be an “instruction book” on every conceivable problem or issue, it should provide a framework for managers to follow in dealing with various circumstances. Remember, the primary purpose of a handbook is to provide instructions to employees, not serve as a “manager’s guide.” To the extent that your company uses a manager’s guide or believes that such a guide is a good idea, that guide should be a separate document from the employee handbook. Describe the benefits you offer Companies spend a great deal of money on each and every employee in ways that the employee often does not see or appreciate. An employee handbook is an excellent way for a company to take credit for all that it does for the employee. Without a great deal of detail in any policy, an employee handbook should list all the benefits provided by the company at no cost to the employee (for example, workers’ compensation), subsidized by the company (for example, many types of health insurance benefits), or available for purchase at reduced rates due to the company’s group membership (for example, credit unions). Additionally, a handbook should include the various types of paid and unpaid time off given to employees even if such leave is mandated by the government. You want to win unemployment claims In most states, winning an unemployment claim for a terminated employee requires proof that the terminated employee was on notice of a certain rule (or rules) and had been warned that violating the rule would lead to disciplinary action up to and including immediate termination. A well-written employee handbook is the beginning of a successful defense. The page of the handbook containing the applicable policy, as well as the signed acknowledgement page, should be the first step of any unemployment paperwork submission for a rule violation or poor performance termination. You want to win lawsuits Many employment-based lawsuits hinge on consistent treatment of employees and/or ensuring that employees were on notice of important company policies and procedures. A well-written employee handbook that reflects a company’s actual practices serves both of these purposes. The employee handbook and the employee’s signed acknowledgement form are nearly always exhibits in a lawsuit and can help a company win. Imagine a jury looking at your current employee handbook. What does it say about your company? Is it out of date? Does it contain unlawful provisions? Does it look “homemade” or cobbled together from multiple sources and documents? Does it contain inconsistencies? Could it be a better reflection of your company? Important considerations for any employee handbook Your handbook needs to reflect compliance with applicable federal, state and local law. This does not mean that every law needs to be specifically addressed and reiterated in detail in the handbook. Rather, the handbook should not conflict with any applicable law and should contain a clear statement that the company intends to comply with all applicable laws. Your handbook should be tailored to your company and should clearly reflect how your company does business. Copying another company’s handbook or just adopting a handbook you find online, even from a very reputable source, may do more harm than good. Your handbook is a reflection of the company. Handbooks that contain typos, are copied askew, are out-of-date, contain another company’s name, contain policies that don’t apply to your company in whole or in part and/or look sloppy or unprofessional, send a message that the company doesn’t really care about its employees. For a small investment, any company can publish a well-edited, well-written, legally sound, professional looking employee handbook. In the end, even the very best handbook fails to provide a benefit to the company if employees did not have easy access to it, and if the company cannot “prove” the employee received the handbook and understood that he or she was required to abide by it. To have such proof, a company needs a signed acknowledgement form. By creating a custom handbook for your company that complies with the points listed above, both the company and the employee benefit. Employment branding is the term commonly used to describe an organization's reputation as an employer and its value proposition to its employees, as opposed to its more general corporate brand reputation and value proposition to customers.
An employment brand is the market perception of what it's like to work for an organization. In other words, it's the image that your prospective, current and past employees have in their minds about the employment experience at your company. Employment strategies cover several components which often influence employee retention. Some strategies include:
To help build and/or improve on a brand, it is vital to consider the channel of how employment branding is marketed upon others. Some popular channels are the company’s website, media ads (television, radio, print), collateral materials such as brochures, appearances at job fairs, campuses, or at other types of sponsored or non-sponsored events. In today’s job market, employment branding is becoming important as the demand for skilled and talented workers increases. With the latest reliance on technology, the job searching and recruiting process has also impacted who is and who is not applying with particular organizations. The need for employment branding cannot be overlooked since it implies that hiring and retention rates may be stabilized. The goal is to make sure employees are satisfied, ensuring business goals are met, while being competitive and unique to one’s own core values.  The workplace is going to look different over the next several years. With people living longer and often postponing retirement for financial reasons, we are entering a phase where four, possibly even five generations will be working side by side. Over the next few years, this change can lead to employers managing a wide age range of employees from any of these five generations: Traditionalists (born prior to 1946), Baby Boomers (born 1946-64), Generation X (born 1965-78), Generation Y or Millennials (born 1979-1997), and the newest to enter the workforce, Generation Z (born 1998 – ongoing). Each generation has distinct characteristics and values stemming from the particular time in history that they were raised. These common experiences affect their attitudes, motivations, and the way they approach work and life. It is important not to stereotype but to take these general differences into account. Here are some best practices and tips to make the multi-generational workplace more productive and harmonious.
Encourage Feedback Keep the lines of communication open and establish a process for receiving feedback from everyone. You need to be aware of the particular generational issues that exist in your workplace so you can design your strategy to address any particular concerns. Establish a Culture of Respect Facilitate regular discussions on generational issues and help employers and employees better understand each other’s differences. Include this topic in manager training, as leaders will set the tone for the entire organization. Your goal is to create an open and inclusive environment where all ages can contribute and work with one another to grow the business. Focus on End Results, Not the Journey Workers from different generations will often have different learning styles, communication and work setting preferences. Focus on the work that is produced rather than the way he or she chooses to get it done. If you can be flexible and offer perks such as telecommuting, your employees will be able to choose the work environment that suits them best. Try to Engage Everyone High employee engagement leads to higher performance, productivity and overall employee happiness. Employees in different stages of their careers will have different needs and contributions. Seasoned employees need to know that their contributions and experiences are valued while younger, newer employees may enjoy extra projects that can help them gain experience in areas outside of their core job responsibilities. Use your employees’ strengths and interests to keep them connected to your company’s mission and give them opportunities to further develop their skills and experience. Learn From One Another Set up a program where more experienced employees can share their career knowledge and younger employees can offer training in technology and share a fresh perspective. Employees can help each other grow in multiple areas. Accommodate Different Styles The way we communicate in the workplace has changed over the past few decades so it is helpful to deliver your messages in multiple ways to effectively reach everyone. Some traditionalists, baby boomers and gen Xer’s may prefer communicating in person and on the phone, while generation’s Y and Z may be more comfortable with email, texting and instant messaging. However, it’s important not to assume a communication preference or technical ability. Communication styles are based on other factors aside from age including personality and experience. Communicate in the way that employees and co-workers prefer and help avoid miscommunications and misunderstandings. Review Your Recruiting and Rewards Your business may need to re-evaluate the compensation package and reward system that currently exists. Different generations may value certain perks and benefits and this may need to be taken into consideration. Each generation in the workforce may look, communicate and perform differently from each other but it’s important to develop practices to bring out the best in everyone. If employees can’t communicate or work together effectively, this may lead to low morale and increased turnover. They say people are known for the company they keep. Well, the reverse is also true: companies are known for the people they keep. All too often companies let the really good ones slip through their fingers. Perhaps even more troubling is that they can’t, or won’t, admit the reasons. Good, highly-motivated people are the key to running your business. You spend a lot of time and energy recruiting, training and developing your staff. If and when they leave, you lose that investment and, more importantly, the promise of their future contribution to your success.
Whether someone is leaving for more money, more challenge, or just to sail around the world, you need to fully understand their reasons. That is, assuming you are interested in improving your company, your department and your own personal management style. And assuming you want to keep other employees leaving too. Exit interviews are designed to elicit that information. Properly done, picking the mind of a departing employee will reveal a gold mine of insights about your corporate environment, working relationships and how your business could improve. You wouldn’t pay a consultant to analyze your operation and then send them on their merry way without listening to their advice. Don’t do it with your employees either. The goal of the exit interview is to shine a light on any specific work, performance or morale issues that you should target for improvement. But odds are you won’t get that far unless your corporate culture has encouraged free, honest and open communication from the first day of employment until the last. Trying to start that dialogue on someone’s final day will not work. Although being their final day, they may be more apt to open up. Also, don’t start asking questions if you’re not prepared to hear the answers or to do something about them. For instance, don’t be surprised when you hear the number one reason people leave is poor management and lack of challenge or excitement. Too many companies ask a few obligatory questions when a worker leaves and then do nothing with the information. Don’t waste your time if that’s the case. You should have a system to communicate the results to managers and key employees and use the information to influence job content, policies and training. Interview every person who leaves, not just the good employees. Everyone has insights that may prove valuable to running your business. Keep perspective and avoid overreacting. One exit interview does not the truth make. There will always be personality clashes that occur between the manager and the managed. But if you see a trend in why people are leaving, then don’t bury your head in the sand. Look for patterns. For instance, if a number of people have left the same department, that could indicate you have the wrong manager in place and you need to take some action. Remember, don’t take it personally. In today’s mobile job environment, employees come and employees go through no fault of your own. Still, anyone that has worked for you has some ideas about how you can improve. Develop forms aimed at uncovering good information. Ask open-ended questions that drill down beyond the obvious and give you honest feedback you can work with. Make sure the employee is aware that anything said during the interview will not be used against them in future references. |
Boost Your BusinessMaria NovakI have over 35 years' experience in Marketing Small Businesses. Categories
All
|
Marketing Solutions & Business Development
RSS Feed
  |
Copyright © 2025 Maria L. Novak Marketing Solutions & Business Development
|
|
Award Winning Newsletter & Email Marketing Services
|