Patra Frame – Strategies for Human Resources in Alexandria, VA

Employees, ‘New Normal’: A Framework for Planning

This framework outlines employment considerations in planning a return to more normal operations. It is organized in building blocks. Section A applies to all employers. Other sections define issues based on levels of business impact.
In general, you should begin or complete:

Preparing your facilities
Developing new policies, as needed. (i.e. telework, safety)
Creating a physical distancing plan
Controlling access for safety and health issues
Increased cleanliness, reduced touch points
Enhanced employee communications

Many professional and industry organizations have specific return-to-work guidelines too. Check for those in your arena.
A. ALL EMPLOYERS
1. Strategic review
Impact of current/planned business changes on employment and employeesChanges due to states of emergency impact plus 2-5 below
2. Community Preparedness needed to support for return to work

Schools/daycare open
Public transportation – normal schedules
Medical care available
Food services

3. Building/Office Preparations

Increased sanitation and air-handling building-wide
Office cleaning services enhanced
Physical distancing/barriers for employees and visitors
Need for personal protection equipment (PPE), if any
Common space changes (i.e. closed kitchens, conference rooms)
Employee responsibilities and cleaning resources for desks, work area, hygiene

4. Employee Concerns
Consider a survey to determine individual needs and concerns
Vacation/Paid-time-off, if offered: Fiscal year ends in Jun – Sep and you cap carryover, what changes are smart? FY = CY, will you need restrictions on use through Dec 2020 to meet business needs?
5.Safety
CDC Guidelines Guidelines for Business
The EEOC is allowing some medical checks or self-reporting for coronavirus symptoms or exposure. Will you require any checks or self-certification on health each day? If so, how will you maintain required confidentiality? How implement?
6. Legal Issues
All employers: OSHA – requires provide safe workplaces HIPAA – treat medical information as confidential FFCRA – requires paid coronavirus-related leavePaid Leave FAQs
Over 15 employees: EEO – requires non-discrimination in treatment (e.g. retention, medical checks) ADA – equal […]

By Patra Frame|May 12th, 2020|Business planning, Smart practices|Comments Off

Covid-19 What to Think About Now

Across social media, people have made reference to how each day seems a month long or how many years it seems since the first physical distancing started. In most small businesses, the rush and uncertainty creates the same effect.
What happens next is partly unknown. You do control your planning and how you are treating employees now. The HR world and a fair amount of public comments have highlighted those employers who have not treated employees well. Zoom meetings to tell everyone watching they were out of a job, cuts in pay at lower levels only, and poor safety are among those you are most likely to have seen. I mention this because how any employer treats people during such an emergency directly hits future retention as well as hiring.

Are you or your managers talking to employees individually?
Do you make time for asking how they and their families are doing?
For a little small talk beyond just a work assignment?
Offering some help with a problem that is hindering their work?
Have you maintained regular communications across the organization too?

Sharing articles is another helpful form of communications. Here is one on working from home – New rules for remote work-pandemic edition
A guide on coping and developing resilience is from UC Berkeley’s Greater Good center Guide to well-being
What Are You Planning for the Future?
Now is the time to think about what your organization will look like in one month, three months, and through the end of the calendar year. Yes, this shutdown has no defined end yet. And there are indications a future shutdown is possible later this year. But you need to plan, based on your values and the current conditions of your organization. Carpe diem indeed.
If you […]

By Patra Frame|April 13th, 2020|Business planning, Small Biz, Small Business Development Centers|Comments Off

Covid-19: New Law and Tips

How are you managing the impact of Covid-19 on your organization? Now that we are a few weeks in and have at least another month to go in stay-at-home and other restrictions, it is a good time to give yourself an hour to think. What is working reasonably well? What needs to be fixed?

If you need loans or grants to help your organization stay afloat, do contact your local Small Business Development Center. They offer expert advice, information resources, and other help to navigate old and new options.

New Law

The Families First Coronavirus Response Act goes into effect today, April 1, 2020. This law offers new paid benefits for employees and their families during the rest of 2020 which you must understand. While there is a proposed exemption from parts of it for small employers – 50 or less including all employees – the implementing instructions for exemption are not yet clear. More guidance is available in these FAQs. The info in numbers 4, 58, and 59 specifically address the small employer issue.
Families First Coronavirus Response Act FAQs

The law requires you to provide a poster for each work location which should be placed in an area where all employees will see it. If you are currently having all employees work from home or regularly have some telecommute, you must provide each such person with a copy by April 1. Here it is:

FFCRA Poster

Communications

One of the biggest issues in times of uncertainty is effective communications. Your employees – and you too – are wondering

if they will get sick,
if their families are in danger,
how long this will last,
whether their job and paychecks will continue to exist, and
how to move forward.

Clarity on what […]

By Patra Frame|April 1st, 2020|Business planning, Communications, Smart practices|Comments Off

Covid-19 Ideas and Tips #3

While bills to support small businesses are still being debated in Congress, there is help through the SBA’s loans for disasters. This program is in high demand but it is worthwhile to get yourself into line now if you may need such help. More information on the Small Business Disaster Loans and other Covid-19 info via Alexandria’s Small Business Development Center –
Aleandria SBDC Covid-19 info

Working from Home (WFH)

Many organizations have gone to full work from home operations at least temporarily. Others may have a blend, depending on the field they are in. Some have had to close and lay-off almost all employees. Support your local restaurants and retailers if you can.

If you have people working remotely but it is a new method for many, you need to consider how to support your staff in teleworking effectively. Twitter has provided a lot of ‘epic fails’ stories to laugh and cry over – naked spouses in the background, kids and animals interfering, and so on. Few of us want to be ‘that guy.’

Many smaller companies and associations are holding all-employee meetings each morning. If you want to do something like a regular ‘all hands’ or ones by function, think carefully about the planned time – what family demands may some employees be facing? How long will it be? Short is always better – for focus, effectiveness. Periodically add in some time and actions to help employees feel connected. Although I cringed as a recent daily list of what one organization was planning which featured some time each day where one day everyone had to be in costume and another showing animal pictures, the concept behind them was good. Make sure yours are tailored to your culture. […]

By Patra Frame|March 23rd, 2020|Business planning, Communications, Small Biz|Comments Off

EPIDEMIC, PANDEMIC – PLAN NOW FOR POSSIBLE ISSUES

The coronavirus ( covid-19) epidemic has the attention of most people now. The uncertainty of what may happen and when makes this a difficult threat.

There is no reason to panic. There is every reason to plan!

Pull out your emergency or business continuity plan as a first step. What does it offer that you need to think about now? Plan for? Update?

Your first two big considerations are the potential impact on your business and what you will do about your employees. Knowing what issues you may face helps you to prepare and will help calm fears.

A recent survey indicated over 2.5 million bot-related disinformation efforts related to the coronavirus within two days. Area stores, here and in other locations, are running low on face masks. People are scared. Your efforts can help employees know what to do and where to go for valid information – both good ways to build resilience and reduce over-reactions.

What are the business risk you face?

Assess this first. Look at your options. A retail business which depends on products made in China may face delays in production and delivery. A hotel may face significant loss of business if travel is restricted or people cancel trips in fear. Be realistic about the issues your business may face and develop plans to deal with each potential problem. Involve employees in developing plans where possible. Communicate to employees – and customers, as needed – the outlines of your plans.

What employee risks do you face?

You need to make clear that employees’ health and safety is top priority. Legally, you must provide a safe workplace but there are few other legal requirements which apply to this situation. Start by thinking:

What is the impact if multiple employees […]

By Patra Frame|February 26th, 2020|Business planning, Smart practices|Comments Off

HIRING TRANSITIONING MILITARY AND MILITARY SPOUSES

Small employers ask me regularly about how to find and hire veterans and military spouses. There is not one easy answer to this – no central hiring line that you can call. But there are some steps you can take relatively easily.

First, if you have a veteran in your company already, ask what ideas they have to find other military in transition, veterans, and military spouses. Learn what they think is most attractive about your company to such people and consider incorporating that in your efforts.

Second, find some military people to talk to. Your regular network may know some. In Metro DC military people attend the same community, religious and kids’ events as everyone else. Military people know other military people including those in transition or spouses and can help you discover people who can contribute to your goals.

Third, consider contacting the veterans’ rep at your local workforce development office. These people work directly with a variety of veterans and know the right contacts at local military installations to make connections and to get your jobs posted.

There are a lot of groups on LinkedIn for military in transition and veterans. Read these for awhile and learn before deciding whether you want to be active on any of them.

As you begin to think about hiring vets, you may need to check your assumptions.

Male veterans have lower unemployment rates than civilians do. You are not doing them a favor, you have to make the case for what your organization offers them. Women veterans are more likely to be unemployed but fewer women present themselves as veterans either.
Veterans may have injuries and disabilities but they do not have them at rates that are as high […]

By Patra Frame|November 11th, 2019|hiring, Smart practices|Comments Off

Finally! New Overtime Rules

When new overtime rules were announced in 2016, a court injunction put them on hold. Since then new rules have been proposed and undergone public comment and are now final.

First the good news, the new level is $684 weekly which equals $35, 568 annually.

Why this number? It is set to the 20 percentile for full time salaried workers in the lowest wage Census region (the South). Given the current pay rates and very low unemployment in Northern Virginia, you are likely to be paying significantly more for workers.

What Should You Do Now?

The first step is to educate yourself. The US Department of Labor has a wide range of resources explaining the new rules and what has and has not changed. You can find the new rule at New overtime rules

Their Small Entity Guide Compliance Guide (PDF)

A Fact Sheet on How Positions become Exempt from overtime rules
Exemption Rewuirements

Remember, salary alone is not enough to make a position exempt from overtime rules, the work duties of the position must be analyzed.

You may also want to research local wages, employment statistics, and other labor force information at Labor Market Data

Second, assess exactly what the impact is in your organization.

Who is newly eligible to be exempt from overtime pay? Who is borderline to the new rate?
What are your options for each affected person?
How many hours does each person currently work over 40 on average? What are the reasons for overtime work?
What are the costs associated with the possible changes you are considering?
What does your culture imply you should do? What other impacts on your culture will this change lead to?

Once you have a plan in place, you need to begin communicating with your employees. […]

By Patra Frame|October 8th, 2019|Compensation, Policies and Practices|Comments Off

SECURITY, CYBERSECURITY, AND YOUR BUSINESS FUTURE

Cybersecurity threats against small organizations – businesses, governments, non-profits – are an increasing risk. Few such organizations have in-house resources to address these issues. Most do not even focus on the need because they think no ‘bad guy’ would bother to attack them.

Research indicates that small employers are being attacked on a daily basis – and that many small businesses go out of business as a result.

What can you do?

Learn the basics of what is at risk and what your options are.
Develop a plan to minimize risks and to recover.
Assess what help you need and how to obtain it.
Train everyone.

Here are some useful free resources to help guide you.

This new resource is specifically designed to help you understand cybersecurity and reduce your risks. It includes videos and quizzes as well as basic information and planning guidance: small-businesses/cybersecurity

A great overview on issues and actions, also focused on smaller employers: Understanding small biz cybersecurity

An easy plan development tool with lots of info automatically filled in once you pick the topics which apply: cyber-planner

A webinar I did with Elizabeth Moon of Focus Data Solutions on the security and cybersecurity issues – directed at helping you and your team understand both the human and technology issues: Security webinar from Alexandria SBDC

In addition, you should consider physical security. Once those concerns were primarily for retail or other open to the public organizations. But now they are important to all. In many locations, your local police department will advise you on physical security issues.

Most important to this discussion is the involvement of all employees in maintaining security practices every day. This includes discussing these issues in orienting new employees, in on-going training of employees, and in employee […]

By Patra Frame|September 10th, 2019|Business planning, Small Biz, Smart practices|Comments Off

I Know It When I See It

Supreme Court Justice Potter said ‘I know it when I see it’ about defining hard-core porn during a court case. Many of our performance management practices appear built on this.

Alan Weiss talked recently about feedback in his Monday Morning Memo – and his biggest point was that feedback says far more about the person giving it than about anyone else.

In managing performance effectively, these two areas create issues for most founders and managers.

Feedback

The best feedback is where you ‘catch someone doing something right’ and tell them specifically to do more of that. It needs to be immediate and specific to help increase productivity. ‘That report you wrote last month was great’ is as useless as ignoring it would be.

When you have an issue with an employee’s performance, the first step to effectively solving the problem is not usually correcting the employee. It is discovering what created the error in the first place.

Do you consider the actual cause first? How do you know that the issue is the employee’s fault? And how do you explain the correct way to perform the task so that the employee learns and applies new knowledge.

I bet you can see where I am going with this – and it is not to simple beliefs. Pairing up good comments with a message of poor performance does not work.

Performance Appraisals or Reviews

Most organizations still have some form of performance reviews, whether annually or more frequent. Decades of research indicating that such appraisals have no positive effect on performance has not been enough to eliminate them.

If you have a performance review program, it is most likely to have a numeric rating (1-5 are most common) or 3-5 phrases (‘fully meets requirements’ is a […]

By Patra Frame|May 13th, 2019|Performance Management, Smart practices|Comments Off

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