Fortunatus Otieno - HR Specialist, Author at HRFLEEK

16Mar

How to maintain Work-Life Balance.

Work-life balance is the state of equilibrium where an employee equally prioritizes the demands of career and personal life. It is an aspect of well-being related to the ability to manage both personal and professional responsibilities with adequate time for rest and leisure.

Most employees are torn between juggling heavy workloads, managing relationships, family responsibilities, and squeezing in outside interests leading to an unhealthy work-life situation.

In a rush to get it all done at the office and at home, it’s easy to forget that as stress levels spike, productivity plummets. Stress can zap our concentration, make us irritable or depressed, and harm our personal and professional relationships.

Here are a few practical steps employees can take to loosen their grip and win back the balance in life.

At Work

Set manageable goals each day

Being able to meet priorities helps us feel a sense of accomplishment and control. The more control employees have over their work, the less stressed they are both at work and home. It’s good to be realistic about workloads and deadlines. Employees need a to-do list that aids in taking care of important tasks first.

Efficiency with timelines

When employees procrastinate, the task often grows in their minds until it seems insurmountable. In the instance of a big project, it is advisable to divide it into smaller tasks with small rewards upon each completion such as a five-minute break or walk. The less time spent procrastinating, the more time spent productively, or with friends and family.

Request for flexibility

Flex time and telecommuting are quickly becoming established as necessities in today’s business world, and many companies are drafting work/life policies. Upon request, an employer might allow you to work flexible hours or from home a day a week. Research shows that employees who work flexible schedules are more productive and loyal to their employers.

Take five

Taking a break at work isn’t only acceptable, it’s often encouraged by many employers. Small breaks at work or on any project will help clear an employee’s head and improve the ability to deal with stress and make wise work or life decisions.

Communicate effectively

Employees need to be honest with colleagues or their bosses when they feel they’re in a bind. They should not just complain but suggest practical alternatives.

At Home

Unplug

The same technology that makes it so easy for employees to do their jobs flexibly can also burn us out if we use them 24/7. By all means, it is good for employees to create time after working hours for social requirements such as bonding with family and friends.

Divide and conquer

Ensuring responsibilities at home are evenly distributed and clearly outlined enables avoidance of confusion and stress scenarios.

Get support

Chatting with friends and family can be important to your success at home or work and can improve your health. Employees with stronger support systems have more aggressive immune responses to illnesses than those who lack such support.

Stay active

Aside from its well-known physical benefits, regular exercise reduces stress, depression, and anxiety, and enables employees to better cope with adversity. It boosts immune systems and keeps employees out of the doctor’s office. It is a great idea to make time in your schedule for the gym or to take a walk during lunch as ways of exercising.

Healthy lifestyle

Being in good shape physically increases tolerance to stress and reduces sick days. In addition, eating right, exercising, and getting adequate rest. Employees need to avoid reliance on drugs, alcohol, or cigarettes to cope with stress as they only lead to more problems.

Get help if you need it

Don’t let stress stand in the way of your health and happiness. If you are persistently overwhelmed, it may be time to seek help from a mental health professional. Asking for help is not a sign of weakness, taking care of yourself is a sign of strength.

Benefits of work-life balance

If you can help create a healthy work-life balance for employees in your company, this will provide several benefits to your business, including:

Better staff retention
Increased productivity
Higher employee engagement
More profitability
Strong brand reputation & more applicants
Reduced absenteeism

Of course, it also benefits your employees in ways including:

Better time management
Personal growth
Better focus
Higher engagement
Personal health & wellbeing
Reduced stress

Conclusion

While we all need a certain amount of stress to spur us on and help us perform at our best, the key to managing stress lies in that one magic word, balance. Not only is achieving a healthy work-life balance an attainable goal but employees and businesses alike see the rewards. When employees are balanced and happy, they are more productive, take fewer sick off days, and are more likely to stay in their jobs.

01Mar

How to show Appreciation to Employees

Employees should receive feedback more often about what they are doing right, than what they are doing wrong. Positive behaviors can be strengthened by being emphasized, which helps to reduce undesirable behavior patterns. If the goal is to fulfill corporate objectives, work environments must be encouraging and nurturing because employees are always expected to perform more with less. Here are some ways employers can show appreciation:

1. Touch base early and often

While regularly taking time to say hello to employees and check in with them might seem like an unnecessary drain on your productivity, these interactions are points of connection for your employees (and for you). They prevent your staff from feeling invisible. A colleague mentioned that simply hearing “Good morning” or “How are you?” from his department manager would have been as meaningful as formal recognition.

2. Give balanced feedback

Employees want to know both what they’re doing well and where they can improve. Feedback to employees is information regarding their performance and also the information they can act on. Feedback must be shared in a manner that is understandable to them and is perceived by them as being provided in a highly respectful manner. Sharing feedback involves skills in effective listening, verbal and non-verbal communication, and working in multicultural environments. You should tailor your levels of encouragement and criticism to each individual, as everyone will react differently.

3. Address growth opportunities

Employees want to know what the future holds for their careers. When managers take time to explicitly discuss growth potential or provide opportunities and “stretch” assignments, employees interpret it as evidence that they’re valued. Conversely, when managers neglect to address people’s development, employees take it as a sign that they are not.

4. Make it a habit

Simply taking a few minutes to tell your employee specifically what you value about their contributions can have a tremendous impact. The range of options is almost limitless. The idea isn’t to create an automatic system for thanking employees, however, it’s more about permitting yourself to express your appreciation in a way that feels natural to you.

Conclusion

The best part of appreciation is that it’s free and doesn’t consume a lot of time. Anyone at any level can offer appreciation. It can be directed toward an employee, a colleague, or a boss. But when leaders get involved in the effort, a culture of appreciation spreads more quickly. Start by expressing more gratitude to those around you and see what happens. You might be surprised at what a big difference the little things can make.

16Feb

Employers set to feel the pain of higher NSSF Deductions

A commentary on Civil Appeal No. 656 Of 2022 The National Social Security Fund Board Of Trustees Versus Kenya Tea Growers Association & 14 Others.

On 3^rd February 2023, the Court of Appeal set aside a judgement delivered on 19^th September 2022 by a 3-judge bench of the Employment and Labour Relations Court [“the ELRC Bench”], declaring the National Social Security Act 2013 [“NSSF Act 2013”] unconstitutional.

The effect of the judgement is to make the NSSF Act 2013 the operative law with immediate effect. The Act has certain salient provisions that rattle the status quo, hence the great public interest it has aroused.

Background of the matter:

The National Social Security Fund Act No. 45 of 2013 was assented to by the President of the Republic of Kenya on 24^th December 2013 and came into force on 10^th January 2014.

Following its enactment, five petitions were filed to challenge its constitutionality. 3 out of the 5 five consolidated Petitions were initially filed at the Constitutional and Human Rights Division of the High Court at Nairobi, but the High Court transferred them to the ELRC.

On 5^th August 2014, Petitions 34, 35, 38, 49 and 50, were consolidated with Petition 35 being the lead file

Issues canvassed at the ELRC

The consolidated petitions before the ELRC contended that:

That the enactment of the National Social Security Act No. 45 of 2013 (NSSF Act) in its entirety violated the Constitution of Kenya; and
In the alternative, some of the provisions of the new Act contravened the Constitution and the Competition Act.

On 19th September 2022, the ELRC found the National Social Security Act 2013 to be unconstitutional. The Court specifically found that the Act dealt with finance matters affecting county governments; therefore, the Senate ought to have been involved in its enactment. The Court went further to impugn specific provisions in the new Act as being unconstitutional.

At the Court of Appeal

Aggrieved by the decision, The National Social Security Fund Board of Trustees appealed to the Court of Appeal. It raised, among others, issues on the jurisdiction of the ELRC to entertain the matter. It also faulted the ELRC bench for failing to find that the disputes pleaded in the petitions did not relate to an existing employee-employer relationship. A similar challenge was raised by the Cabinet Secretary for Labour, Social Security and Services, The Competition Authority and the Attorney General in their Cross-Appeal dated 31^st October 2022. To them, determining the constitutionality of an Act of Parliament is a preserve of the High Court under Article 165 (3) (d) (i) of the Constitution. The Court of Appeal held that the ELRC bench lacked jurisdiction and set aside the judgment of the ELRC delivered on 19^th September 2022 in its entirety.

The Court of Appeal addressed yet another issue: whether the enactment of the NSSF Act 2013 required the participation of the Senate as provided under Article 110 of the Constitution. A Bill not concerning county government is considered only in the National Assembly. A Bill concerning county government may originate in the National Assembly or the Senate and is passed by both houses. The critical question was whether the Bill leading to the enactment of the NSSF Act 2013 was a Bill concerning county government as “a Bill containing provisions affecting the functions and powers of the county governments.”

The Court of Appeal found that the ELRC bench erred by holding the concurrence of the Senate, and the National Assembly was required to enact the legislation.

Implications of the NSSF Act 2013

The following are some of the implications of the NSSF Act 2013:

Under Section 18 (1) there is established both the Provident Fund and Pension Fund. The pension fund is mandatory and will cover all workers in the formal economy. The Provident Fund is voluntary, and it will cover the self-employed. The pension fund will pay members monthly pensions, while the Provident Fund will now replace the old provident Fund and make lump sum payments.
Section 18(3) requires members of the Provident Fund to migrate to Pension Fund subject to meeting the eligibility criteria for membership except voluntary members.
Section 18(4) makes it mandatory for “all persons” including employers to be pension fund members.
Section 19(2) has created a link between registration with the Fund and access to other government services. The requirement is that; (2) Any person who is registerable as an employer under this section shall produce proof of registration with the scheme as a precondition for dealing with or accessing public services.
Section 20(1): The rates of contribution to the new Pension Fund will be at 12% of the pensionable earnings (gross earnings) split as follows:-
1. Employer – 6%
2. Employee – 6%

There will be a gradual increment in the first five years of the commencement of the New Act as per the third schedule.

Under Section 23: The Self Employed Persons who are Members of the Provident Fund will pay Kshs. 200/= as the minimum amount of voluntary contribution to the Fund. The minimum aggregate contribution shall be Kshs. 4,800/= annually.
Section 27 provides for charging of interest on late payment. Section 24(2) (d) and (4) states in mandatory terms that all interests charged should be credited into the individual member account.
Section 35(4) gives the Board absolute power to decline to pay or vary payment to a nominated beneficiary.

18Jan

Human Resource Outsourcing in Kenya

Human Resource outsourcing includes engaging the services of a professional consulting company to handle all your end-to-end Human Resource requirements. It can be done over a short or extended period of time. Different HR companies offer different levels of expertise. Some companies mainly focus on outsourced Human Resource admin tasks such as payroll and documentation while others have specialized in a more holistic approach and will offer a wider range of services such as daily Human Resource support, compliance, proper record keeping, performance management, development and implementation of Human Resource policies.

Many business owners don’t entirely understand what HR outsourcing actually involves. For businesses struggling with issues that are more complex than your average day-to-day Human Resource tasks, a more comprehensive solution is required. A true strategic approach to outsourcing involves partnering with a HR firm to identify your business needs, audit your current HR current practices, and then develop a HR implementation plan based on the gaps identified. Outsourcing arrangements usually involve this Human Resource professional working on a part-time basis, although full-time hours may be negotiated either on-site or remotely from their office.

Why consider Human Resource Outsourcing?

Recurring compliance issues
Difficulties with attraction and retention e.g. unable to find the right people to fill certain job roles
Employee behaviour problems
Declining employee performance

The complexity of your needs and the size, industry and geography of your business will input into determining whether on-site or remote outsourcing is most suitable for your business. Remote outsourcing is generally an effective solution for smaller businesses who have less frequent HR requirements. The HR professional will be available for phone/emails to provide advice and discuss work to be completed. On-site outsourcing is often needed for larger businesses with ongoing and complex needs. This type of arrangement allows for a dedicated and objective HR professional to become ‘a part of your team.’

In conclusion, HR outsourcing helps CEOs and business owners achieve a strategic approach to their HR needs. HR Outsourcing gives you flexible access to professionals who want to partner with your business to deliver holistic solutions.

To request a FREE consultation meeting or a call, email us at info@hrfleek.com with the subject heading ‘HR Outsourcing Services’

21Dec

How to achieve an effective onboarding process

Onboarding also known as Organizational Socialization refers to the process of introducing newly hired employees into an organization. This helps employees understand their new position and job requirements. It’s the process that helps them integrate seamlessly with the rest of the company. It may last anywhere from a few weeks to a year, but the most effective onboarding usually lasts at least three months. Ideally, employees feel confident and competent when the onboarding process is complete.

Onboarding activities include;

Job offers
Salary negotiation
New hire paperwork
Policy and culture training
Job training
Employee handbook training
Benefits paperwork
Benefits education
Facility tours
Executive introductions
Team introductions
Relational onboarding including setting expectations, building relationships with other employees, creating confidence and trust and creating a clear definition of roles and boundaries

The secrets of an effective onboarding process

Preboarding

Preboarding refers to the period between the moment an employee accepts a job offer and their first day at work. In reality, preboarding is a few thoughtful gestures that will help the new employee feel noticed and welcome. A recommended preboarding practice includes sending a welcome email and an overview of the onboarding program. HR software can be used to get some initial paperwork out of the way and send a few getting-to-know-you questions to break the ice.

Onboarding Kit

An onboarding kit is a curated package of gifts and office supplies that help introduce new hires to your company’s culture and brand. Usually, it includes contact information, an office map, basic company policies, the company structure and perks. Information regarding the surrounding area for employees who have relocated can also be included in the kit.

Pair new hires with a mentor

Assigning a mentor also known as an onboarding buddy is the most effective way to support new employees while they’re still trying to find their way around. A mentor helps the new hire understand how the company works and where their role fits. They also monitor the new employee’s progress, identify their strengths and weaknesses, and give them feedback. The role of a mentor is not only assigned to an employee with relevant experience and skills, but one who shows real enthusiasm for this task is even better. It is necessary to rearrange their workload accordingly so that they have enough time to dedicate to the new employee.

Get managers involved

Managers reflect the company culture and work ethics best. They are the most suitable to discuss the company strategy and get new hires excited about it. Therefore, managers should get involved in the employee onboarding process. For instance, managers can take on the preboarding process, and send a welcome email to new hires. Later on, in an effective onboarding process, they can check in with the new employee to ask for feedback, discuss concerns, and ensure everything is on track.

Prioritize job specific over other types of training

A quick introduction to other types of training such as company policies won’t hurt. It gives new employees a better idea of your company culture, so it’s actually helpful. Training should be most of the time targeted toward job-related competencies. New hires practicing their new skills with on-the-job training and practical assignments is what will help them become productive and efficient.

Squeezing too much in will inevitably confuse and overwhelm even the most competent employees. Adjust the pace of the training based on the mentor’s feedback, and give the new employee time to adequately process information and establish skills before rushing them to the next training topic.

Conclusion

There are so many points to tick off your employee onboarding checklist, but it all boils down to the process beginning before the employee arrives and ends well after the official skills training is over. Skills and competencies can be learned quickly with the help of the right training platform, but adjusting in a new workplace takes longer. To facilitate employee integration, pair newcomers with a mentor and make sure managers are present, showing their support throughout the process.