Policies and Practices

HOT TOPICS

The business press, consulting firms, and survey folks provide a different people issue to worry over daily, it seems. Surveys and more surveys – each with different numbers for a topic. Consider the “Great Resignation – depending on the source 40-75% of all employees were going to quit. Yes, a lot did resign in 2021, but it was 18% for men and 20% for women. Incidentally, many who changed jobs want to come back.
Quiet quitting is another ‘hot’ topic. At its heart this is old wine in a new bottle – it means people are doing their assigned job but are not volunteering for extra work or projects. Remember ‘work to rule’?
Think a minute. Properly, you hire a person to do specific work that you need done. If everyone on your staff is already doing all that is included in their job, you must be doing something right! That is your first, most basic performance management step.
If you are like many business owners, you hope the employee will contribute more and more over time. Many employees want to do that. How are you encouraging and supporting them? Some options:

Do you demonstrate your values and how they tie to the work so that people can see the alignment with their own goals?
Do you connect the work to a sense of mission? Employees often want a sense of purpose, a mission larger than just day to day actions.
Do you offer training or development support in any form?
Do all managers understand the importance of 1:1s on a regular basis? Of developing a human connection with each employee?
Do you recognize those employees who go ‘above or beyond’ via a recognition program, bonuses, larger pay increases, promotions, or other […]

By Patra Frame|December 15th, 2022|Business planning, culture, Policies and Practices, retention|Comments Off

PANDEMIC RECOVERY: NEXT STEPS

If your organization sent people home at the beginning of the pandemic – as 70% of the economy did – the return plans have probably changed a dozen times. Confusion remains for those organizations which have not fully returned to work.
Less than 20% of all employees worked from home (WFH) or remotely when the pandemic hit. Organizations reacted swiftly. Currently nearly 50% are still working from home. Many who do now are college graduates in white-collar jobs. Many more employees lost their jobs as retail, hospitality, and travel basically closed down. Women in all occupations were particularly hard-hit, especially as elder and child care options closed down too. Lower income and minorities were hit harder than Whites.
Companies say that productivity of WFH/remote workers is about equal to past productivity now. However, studies show that such workers are averaging three additional work hours per day. Worse, 65% of such employees feel less connected to their work and coworkers. This is usually a predictor of turnover increasing.
A recent McKinsey survey of CEOs indicates that going forward 40% expect employees will be on-site 21-50% of the workweek and another 40% expect 51-80% on-site time. Yet surveys of workers show almost a third want to work remotely full-time.
Employees are confused and often upset as well. Many, especially in big tech, felt promises were made that they could work remotely long-term. Others still do not have child or elder care options or worry about health issues. Some feel that their needs and concerns are being ignored in any planning. Others faced sudden, unexpected demands to return to the work site with little notice. Two-thirds of employees surveyed say they have not had any information on return plans or only […]

By Patra Frame|May 31st, 2021|Business planning, Communications, Policies and Practices|Comments Off

HIRING Part 2: Develop a Process

Hiring is tough work and often stressful to fit in among all the demands on your time. Here is the basic process for your use. Flesh it out with what works in your situation. Then keep a record of it for future hiring which will save time and help improve your ‘batting average’ for better hires.
Step 1: Define the Need
What goal are you achieving by hiring someone? Based on the goal, do you need full-time or part-time support? Or would a temporary, contract individual, consultant, or outsourced service provider be the smarter move?
Create or update a position description. This should include the reason for the position, the major work which it will include, and the minimum qualifications to succeed in the role.
Keep your description at a high level, do not go into details about each possible bit of work that might be required. This reduces your need to update the description repeatedly. It minimizes the complaints of individuals who might focus on ‘its not in my job description’ when changes occur.
Look at the minimum qualifications carefully. Do you really need a degree to do the job or are you using that as a place-marker for quality or maturity? Think in terms of on-going technology change – is the need for someone who can manipulate spreadsheets? Then do not ask for only one software type – someone who knows one usually can be up to speed in another quite quickly. Skip the cliches – everyone wants a self-starter, a customer-oriented person. Instead of saying ‘ excellent communications skills’, be specific.
Step 2: Define Who Will Do What
In hiring, you need to source people (see part 1, 3) obviously. But how will you treat those who apply?
Who […]

By Patra Frame|November 12th, 2020|Business planning, hiring, Policies and Practices, Small Biz|Comments Off

Coronavirus: The ‘Messy Middle’

Here we are in the ‘messy middle’ – you have survived the shock of the coronavirus and have accepted that we do not know when or how it will go away. Now you need to decide what to do about short-term and mid-term issues. A vaccine will not be a quick fix since it is estimated to take two full years to vaccinate the US once approved and we do not know how many will get vaccinated or how effective any vaccine will be yet.
Whether you closed your office completely or not at all, you need to pay attention to your office and employee needs in this difficult time for everyone.
If you closed your office in full or in part, you may be struggling with planning the return. I am seeing lots of organizations planning for a return Jan 4, 2021 – often after planning for earlier dates. They and others also have multiple employees who want to come in some days each week now. What will you allow, how will you manage it?
A late June Gensler survey showed 44% of employees want to return full time and another 26% want to be there the majority of the week. A separate study in late August puts that total at 83%. At the same time, you will have employees fearful of coming into the office whenever you return. You must think now about what you will plan for and allow.
Human Fatigue
Many people are dealing with anxiety and fatigue from the changes to their lives during the pandemic. This includes founders, leaders, and managers in small businesses.
Here are some ways to help your staff and yourself cope:

Talk to people about how they are, instead of discussing […]

By Patra Frame|September 10th, 2020|Business planning, Communications, Policies and Practices, productivity, Small Biz, SMB|Comments Off

More Re-Opening Issues

As you plan to re-open your offices or bringing more people in, employees may be concerned about returning. If you already have a telework plan, does it need any changes now? If you do not, now is the time to develop one. While most employees want to work in the office at least part-time, nearly a third are interested in full-time remote work. You need to assess what you want to offer in advance and make that clear early. As soon as you have a basic policy on telework, communicate it. Do the same with your re-opening plan.
There are also some legal issues to be aware of in your preparation and in talking with your staff.
FFCRA
You may remember the Families First Coronavirus Response Act, passed in March. If you have not thought much about it, now is the time. The considerations under FFCRA run until the end of the year. More employees may be asking for added time off as you re-open your office or reduce telework options.
FFCRA covers all small employers (under 500 employees.) If an employee is unable to work or telework, it provides options for paid leave.
Sick Leave:
Up to two weeks (80 hours) at an employee’s regular rate of pay to a max of $511 per day and $5110 in total over the two-week period where the employee:
1) is quarantined and/or is experiencing Covid19 symptoms and seeking a medical diagnosis, or
At a rate of 2/3 regular pay up to a maximum of $340 per day
2) because of a bona fide need to care for an individual subject to quarantine, or
3) care for a child, under 18, whose school or childcare provider is closed due to Covid19
Up to an additional 10 weeks […]

By Patra Frame|June 29th, 2020|Business planning, Communications, Policies and Practices, Small Biz|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

What You Need to Know on Federal HR Laws

Many entrepreneurs and founders fear legal risks from human resources/labor laws. Common sense goes a long way in mitigating risks. However, you do need to understand the basics. Here is a discussion of the most important federal laws for you to plan for and comply with. Resources to understand these, as well as required posters, are listed at the end.

Laws that Apply with your First Employee

1. Wages and Overtime

The Fair Labor Standards Act (FLSA) is a federal law that establishes minimum wage and overtime requirements among other aspects. This law is probably the most difficult for many small employers as even employment lawyers, human resource professionals, and other advisors argue over some of its definitions. Written during the Depression, it governs what jobs must be paid overtime (often called non-exempt) and which may be exempt from those rules.

FLSA guide – Job Status and Exemptions

Small employers tend to try to make as many jobs as possible exempt in hopes of reducing overtime costs and that can get you in trouble.

While the federal minimum wage is $7.25 per hour, a majority of states have higher rates as do some cities and counties. There are also special rules for jobs such as some tipped workers.

State and local wage and hour laws also govern requirements for paid or unpaid breaks, child labor, and tipped workers.

2. Immigration laws

Immigration laws, including the Immigration and Nationality Act (INA), the Immigration Reform and Control Act of 1986 (IRCA), the Immigration Act of 1990 and the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 (IIRIRA), are designed in part to ensure that employers only hire candidates who are eligible to work in the U.S.

Employers must verify candidate eligibility through documentation ( I-9 forms) […]

By Patra Frame|January 8th, 2019|Business planning, Policies and Practices|Comments Off

Avoid These Hiring Errors

Recently I wrote a post for ClearedJobs.net on the myths and mistakes too many employers make. These errors are not confined to those in the cleared world, many organizations of all sizes and focus make most of them.

From erroneous ideas to problems identified in recent studies, take a look at this article and check out your organization’s practices. A tight labor market is tough enough without adding unforced errors to your hiring process.

Hiring Myths and Mistakes

By Patra Frame|January 1st, 2019|hiring, Policies and Practices|Comments Off

It Can’t Happen Here….Sexual Harassment

From Ailes to Weinstein, across the military, and in far too many organizations, sexual harassment is a significant problem. And no, your small business is not exempt!

Such harassment is sadly, maddeningly common. You have seen the recent news, the social media storm over #MeToo. So first some basic facts:

Sexual harassment is not about sex, it is about power.
Whether it is verbal or physical, it is abuse and a form of violence.
Women are the most common targets, but men are also sexually harassed.

Such harassment represents a real threat to your organization now and in the future. It directly impacts productivity and morale. It erodes trust. It increases turnover. And it can result in both legal and reputation risks.

What Do You Do?

The first step is to create a workplace culture that encourages trust and respect.

This will support many good things beyond dealing with harassment issues. And it does make identifying and dealing with harassment easier. You need policies, practices, and leadership to create trust and respect within the work place. A good basic policy of how you expect everyone to respect and work with each other, your clients or customers, vendors, and others you work with is a good start. Be clear about your intent. State how the policy works in everyday activities.

The harder step is to live up to what you expect others to do. Plus you must communicate your policy and intent regularly. And you must take action when anyone, in any role, does not fulfill the policy and your expectations.

Second, you must be very clear that you will not tolerate any harassment or discriminatory behavior.

When you reach 15 employees, you have legal requirements related to equal opportunity which […]

By Patra Frame|October 29th, 2017|Communications, culture, Policies and Practices|Comments Off

SPRING PREPARATION #1

Have you updated the I-9 form you need to use to ensure all employees are eligible to work in the USA? If not, the new form became effective in January: I-9 form

It is also smart to take a look at your federally required posters. While updated versions are available from several sources, you do not need to spend that money as you can just download these directly.

Not sure which posters you may need? Start with the ‘e-laws’ help section which asks about the number of employees you have and what sort of business you are in to help show the posters you may need. http://webapps.dol.gov/elaws/posters.htm

Here are the most commonly required posters for small organizations, check for others if you have more than 49 employees.

Equal Opportunity
https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

Fair Labor Standards Act
https://www.dol.gov/whd/regs/compliance/posters/minwageP.pdf

Occupational Health and Safety
https://www.osha.gov/Publications/osha3165.pdf

Military Service Rights (USERRA)
https://www.dol.gov/vets/programs/userra/USERRA_Federal.pdf

Polygraph (yes, really even if you do not have anything to do with such tests)
https://www.dol.gov/whd/regs/compliance/posters/eppac.pdf

State Posters

VA
http://www.vec.virginia.gov/employers/Required-Posters-for-Virginia-Employers

MD
https://www.dllr.state.md.us/oeope/poster.shtml

DC
https://does.dc.gov/sites/default/files/dc/sites/does/page_content/attachments/EMPLOYEE%20INFORMATION%20AND%20EMPLOYER%20POSTING%20REQUIREMENTS.pdf

You can put a copy of these posters onto a bulletin board or hang them on a clipboard. Hang them where employees can see them, use your kitchen or break room or other space open to all employees. Keep it simple.

By Patra Frame|March 3rd, 2017|Communications, Policies and Practices|Comments Off

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