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Category: Employees

HRFLEEK > Blog Classic > Employees
02Jun
Mindfulness in the workplace.

Promoting mindfulness and self-care in the workplace

Mindfulness in the workplace refers to maintaining a present state of mind, and being aware of one’s thoughts, feelings, and actions. In the current fast-paced work environment, mindfulness ensures employees stay focused on the task at hand amidst internal and external stimuli eventually achieving the required productivity and efficiency. Mindfulness plays an important role in reducing stress by promoting a sense of calm, resulting in a positive impact on individual and collective mental health.

Self-care goes hand in hand with mindfulness, it means intentional actions that an individual takes to boost mental, physical, and emotional well-being. It has traditionally been reserved for outside work hours but we can all agree that work is invariably intertwined with our life routines. Self-care in the workplace looks different, it involves having boundaries, catching onto signs of stress, and prioritizing your own mental health.

To have a satisfying and beneficial experience with self-care and mindfulness, employees are encouraged to practice tips including but not limited to;

Mindfulness tips:

  • Being consciously present while handling a task, for instance, if you’re preparing a report give it your full attention.
  • Indulge in short mindful exercises during your work day, this may look something like a minute off work activity to take deep silent breaths.
  • Be a ‘single-tasker’ – monotasking is a reminder to focus on one task at a time, multitasking is much more likely to degrade our performance on each of the tasks at hand.
  • Slowing down to speed up – the mindful way of working is to decelerate for a short while and reflect, thereafter get back to a project fully rejuvenated which results to more productivity and efficiency.
  • Make stress your friend – Sounds ridiculous right? Viewing a problem that causes stress as a positive challenge improves productivity and achievement at work.

Self-care tips:

  • Organizing and setting limits on tasks handled per day.
  • Utilizing one’s breaks to engage in an enjoyable activity such as taking a walk.
  • Including items on the workstation that evoke joy, could be a small family portrait or motivational quote.
  • Set defined boundaries such as turning off emails during the weekend and taking sick leave to prioritize physical health.
  • Constantly hydrating and having healthy lunch.

How can employers support self-care and mindfulness in the workplace?

  • Offer mindfulness coaching – A coach can help employees develop coping skills to better handle daily challenges and regulate emotions.
  • Support employee breaks – Getting some time to recharge is fundamental in preventing burnout, therefore, improving productivity. Employers need to create clear leave policies that truly support clocking out of staff to relax.
  • Design an ergonomically friendly workplace – This is a work environment with adequate lighting and offers options for a variety of working postures where employees thrive and are more comfortable.
  • Recognize accomplishments – Intrinsic and/or extrinsic rewards not only encourages employees but also make them feel valued. Such small gestures make a difference in employee retention, morale, and motivation.
  • Foster good habits – Encourage employees to log off and shut down to promote work-life balance, discourage eating lunch at the computer and practice what you preach. Set an example by living your own self-care rules!

It is important to integrate self-care and mindfulness in both our professional and personal lives to maintain positive mental health.

25May

Accommodations for Employees with Mental Health Conditions

A mental health condition is an important determinant of an individual’s ability to achieve maximum productivity in the workplace. Most employers have at least one employee with a mental health condition at any given time. Human Resource Professionals in organizations ought to be keen to identify employee mental health conditions since they are not as visible as physical and communication disabilities, and subsequently offer required accommodations.

Reasonable accommodations are adjustments to a work environment that make it possible for qualified employees with mental illness to perform according to expectations and contractual agreements with the employer. Most accommodations can be made for minimal or no cost at all and a bit of input in terms of time and planning. Effective accommodations assist employees resume work faster after mental illness related leave, eliminate costs due to lost productivity, and also aid in recruiting and retaining qualified employees.

The process of developing and implementing accommodations begins with input from the employee. Accommodations vary, similar to people’s strengths, work environments, and job duties.

Here are some accommodations that can be incorporated in a company for employees with mental health conditions to enable them more effectively perform their jobs;

Job duties adjustments   

  • Prioritizing and restructuring to cater to essential job duties first and finalize with non-essential job functions.
  • Organizing large assignments into smaller tasks and goals.
  • Support and/or time for orientation activities, training and learning job tasks, and new responsibilities.

Office modifications 

  • Reduction and/or removal of distractions in the work area such as adjustment of telephone volume.
  • Relocation away from noisy machinery and environment.
  • Balance of lighting to ensure employees perform visual tasks efficiently and manage side effects of mental health illness.

Management/supervision interventions 

  • Implement suitable leadership styles and open communication between employers and employees regarding performance and work expectations.
  • Tackle employee relations issues before they get out of hand.
  • Regular discussions either weekly or monthly on workplace issues and productivity as part of annual performance appraisals to assess abilities and discuss promotional opportunities.
  • Create employee awareness on right to mental health accommodations.
  • Enforce written work agreements that include any agreed upon accommodations, long-term and short-term goals, expectations of responsibilities and consequences of not meeting performance standards.

Flexible working arrangements – Telecommuting and/or working from home. 

Scheduling – Part-time work hours, reporting and leaving time adjustments, compensation for missed time.

Leave – Sick leave for reasons related to mental health, flexible use of annual leave, additional unpaid leave for treatment or recovery, leaves of absence for therapy and other related appointments.

Work breaks – Flexibility in scheduling breaks in terms of individual needs rather than a fixed schedule, provision of backup coverage during breaks, and telephone breaks during work hours to call professionals and others needed for support.

It is important to note that Part 2, Section 5 (3) (a) of the Kenyan Employment Act states that;

No employer shall discriminate directly or indirectly, against an employee or prospective employee or harass an employee or prospective employee— on grounds of race, color, sex, language, religion, political or other opinion, nationality, ethnic or social origin, disability, pregnancy, mental status or HIV status.

It is therefore a core duty of employers to ensure employees with mental health issues are fully supported to effectively and efficiently perform optimally at work.

19May

Mental Health Support at the Workplace

shutterstock_562441603-300x142 Mental Health Support at the Workplace

Human Resource Professionals have always been concerned about managing mental health in the workplace. Some workers find it difficult to maintain their mental health, which has led to a decline in staff morale and decreased productivity. Additionally, more workers are battling substance usage.  This raises the issue of how the HR department can assist staff members who are experiencing mental health issues.

  1. Promote Company-Wide Mental Health Resources

Chances are your company has mental health programs available but many employees are not aware. For example, most insurance plans offer an Employee Assistance Program (EAP). EAPs are voluntary, work-based programs that offer mental health assessments, short-term counseling opportunities, referrals to specialists, and follow-up services to employees. They serve as the first place an employee can go if they need help.

Does your company’s insurance plan cover mental health? If so, to what extent?

  1. Host Mental Health Support Training

As HR professionals, you are experts at understanding workplace dynamics as it relates to mental health. However, you don’t interact with your staff every day. To lessen stigma and teach them how to access the appropriate mental health resources, it is crucial that managers and staff members complete mental health training. Your department can engage an external consultant or specialist, organize internal training sessions, or enroll staff in online training courses. There are still many misconceptions around mental health. By giving employees training, you may assist them understand what the problem is and how to get help before it gets worse.

  1. Provide a Healthy Work/Life Balance

Long-term stress has been demonstrated to have significant negative consequences on people’s physical and mental health. An increased risk of anxiety, depression, mood disorders, substance abuse, occupational accidents, and interpersonal conflict between co-workers can result from professional burnout. When experienced simultaneously, not getting enough time off from work can be particularly harmful to mental health.

It is impossible to overstate how important work-life balance is. The consequences affect not only you but also people close to you. People you engage with at work and outside of it will value the opportunity to do so when you are at your best. Your personal connections will improve as a result of the devoted concentration once work isn’t permitted to consume your free time. On the other hand, maintaining a healthy personal life helps lessen unplanned interruptions at work, increasing productivity.

Prioritize Mental Health

HR departments are the first places employees go if they need assistance. But, it’s also important to proactively communicate all modes of mental health support. Start off by reviewing your company’s health insurance coverage to ensure that mental health is covered and then begin promoting these services to your employees.

Most importantly, offer an open and friendly HR environment where employees feel safe discussing their concerns or issues.

09May

Supportive Workplace Culture

SUPPORTIVE WORKPLACE CULTURE

 A supportive workplace culture is a culture that prioritizes its employees’ well-being and encourages a sense of belonging and teamwork. It fosters employees who feel valued, respected, and encouraged to do their best work. Every firm needs a positive company culture since it inspires workers to put in their best effort. When employees are inspired, they may put in more effort and give their best effort.

Did you know that companies with highly engaged employees outperform their competitors in earnings per share? That’s because engaged employees are more productive, creative, and committed to the success of the organization. A key factor in employee engagement is a positive workplace culture, which fosters a sense of community, purpose, and mutual support among employees.

Elements/characteristics of a supportive workplace culture

A supportive workplace culture is characterized by

  1. Intentional focus on boosting morale and improving company culture. It takes intentional efforts from everyone within the organization. Leaders are responsible for setting the tone and making the culture a priority.
  2. Effective and clear communication both from the employer and employee. Communication should be clear, courteous and proactive. Nothing is more frustrating for an employee than an ambiguous job expectation. A positive workplace culture values clear and open communication among employees, and between employees and the management.
  3. Employees receive appreciation for their efforts and successes and feel appreciated and valued for their contributions and ideas. Recognizing good work is an important morale booster and helps encourage employee engagement.
  4. An environment that promotes honest and open communication, where employees feel comfortable sharing their opinions, concerns, and criticism with their peers and superiors.
  5. In order to accomplish shared goals and objectives, employees are urged to cooperate and work as a team.
  6. The company provides training and development opportunities, mentorship, and other tools to promote the growth and development of its personnel. Best employees want more than to just punch a time clock each day for a paycheck. They want a c hance to better themselves and grow on their job. Companies that create a great work environment are often made up of leaders who truly value their employees and are committed to helping them grow personally and professionally.

 

Advantages of a supportive workplace culture

Creating a supportive workplace culture is important for the well-being of employees and the success of the organization. It can lead to a range of benefits, including improved employee retention, increased productivity, and better business outcomes. A supportive workplace culture can bring numerous advantages for both employees and the organization as a whole. Some of the notable advantages are

  1. It may result in higher levels of productivity, improved job performance, and job satisfaction. Increased employee engagement and motivation makes them feel feel appreciated, respected, and supported.
  2. When employees feel supported and valued by their organization, they are less likely to leave for other opportunities. This can lead to improved retention rates and reduce employee’s turnover, and creates a more stable workforce.
  3. A supportive workplace culture fosters a sense of community and teamwork, because it encourages open communication, mutual respect, and collaboration, which can lead to better collaboration and communication among employees, and improved team performance. This in turn lead to better teamwork and a more cohesive and productive work environment
  4. When employees feel supported and empowered to take risks and think creatively, they are more likely to come up with new and innovative ideas. This leads to improved products and services, and a more competitive edge for the organization.
  5. A supportive workplace culture can help reduce stress and promote mental health and well-being among employees. This leads to a happier and healthier workforce, and ultimately, improved performance, increased productivity and better business outcomes.
  6. A supportive workplace culture can help to attract top talent and improve an organization’s reputation as an employer of choice.
  7. When employees feel valued and supported, they are more likely to provide better customer service, which can lead to increased customer satisfaction and loyalty.

How to improve workplace culture

All stakeholders must commit to the continual process of workplace culture reform and work together to make it better. Organizations can establish a welcoming and encouraging work atmosphere that encourages participation, innovation, and productivity by using these methods.

  1. Encourage open communication between employees and leadership to create an environment where people can voice their concerns, share ideas, and provide feedback. An important measure of the heart and soul of company’s organizational culture is the way its people communicate with each other. It’s not the content of the communication that are important, but the way leaders and team choose to communicate.
  2. Leadership must model the behaviors and values that they want to see in the workplace. This can help establish trust, respect, and integrity within the organization.
  3. Give employees autonomy and decision-making power to create a sense of ownership and accountability. This can help increase engagement, motivation, and job satisfaction. Rather than micromanaging the team ie setting goals for instead of with them, but by setting the tone and expectations for how the teams function, leaders can build a great team that encourages autonomy. Teams don’t need to be told what to do, they need guidance. Giving your team this kind of self-governing power is one of the keys to building a culture of teamwork and contribution.
  4. Offer opportunities for employees to learn and develop their skills and careers within the organization. This can help increase employee loyalty and reduce turnover rates.
  5. Recognize and reward employees for their hard work, accomplishments, and contributions to the organization. Appreciation is feeling valued for one’s unique point of view, attitude, talent and contribution, while recognition is the action of showing appreciation. This can help increase morale, motivation, and job satisfaction.
  6. Provide a safe and healthy workplace environment that promotes well-being, respect, and inclusion. This can help reduce stress and mental health issues among employees.
  7. Establish a feedback mechanism to monitor and assess the effectiveness of workplace culture improvement efforts. This can help identify areas for improvement and provide insights into the organization’s culture.

In conclusion, in today’s job market, employers must offer more than just high pay and benefits to attract top talent. Modern-day job seekers want companies with a great work environment that makes showing up each day enjoyable. Not only does a positive workplace culture help attract and retain employees, it also has a direct impact on a company’s success.

To create a positive workplace culture, businesses should focus on fostering open communication, setting a positive example, empowering employees, providing opportunities for advancement, recognizing and rewarding success, fostering a welcoming work environment, and implementing a feedback mechanism. By investing in a supportive workplace culture, organizations can promote a more positive and productive work environment and, as a result, achieve stronger financial results.

16Mar
How to maintain work-life balance

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

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

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 3rd February 2023, the Court of Appeal set aside a judgement delivered on 19th 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 24th December 2013 and came into force on 10th 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 5th 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:

  1. That the enactment of the National Social Security Act No. 45 of 2013 (NSSF Act) in its entirety violated the Constitution of Kenya; and
  2. 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 31st 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 19th 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:

  1. 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.
  2. 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.
  3. Section 18(4) makes it mandatory for “all persons” including employers to be pension fund members.
  4. 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.
  5. 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.

  1. 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.
  2. 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.
  3. 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 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?

  1. Recurring compliance issues
  2. Difficulties with attraction and retention e.g. unable to find the right people to fill certain job roles
  3. Employee behaviour problems
  4. 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

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;

  1. Job offers
  2. Salary negotiation
  3. New hire paperwork
  4. Policy and culture training
  5. Job training
  6. Employee handbook training
  7. Benefits paperwork
  8. Benefits education
  9. Facility tours
  10. Executive introductions
  11. Team introductions
  12. 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.

 

12Oct

Mental Health and Wellness at the Workplace

Yesterday (October 10th) was World Mental Health Day. The objective is to organize support for mental health and increase awareness of mental health problems throughout the world. This year’s theme is to make Mental Health and well-being for all a global priority.

Mental health and wellness revolves around our emotional, psychological and social welfare. It affects how we think, feel and behave. Positive mental health is not simply the absence of mental health issues, such as depression or anxiety but predominantly about the presence of positive characteristics such as a feeling of purpose, contentment, maintaining fulfilling relationships and participating in life to the fullest. In the workplace setting, it determines how employees cope with everyday stressors and work productively to realize goals.

It is increasingly being recognized that the mental well-being of workers is a crucial determinant in their overall well-being and that poor mental wellness at the workplace can be a contributory factor to a range of physical illnesses like hypertension, diabetes and cardiovascular conditions, amongst others. In addition, poor mental health can also lead to burn-out amongst employees, affects their morale adversely and seriously affects their ability to contribute meaningfully in both their personal and professional lives.

Mental health problems have an impact on employers directly through increased absenteeism, negative impact on productivity and profits, high turnover rates, as well as an increase in company costs in efforts to deal with the issue.

Work related risk factors for mental wellbeing

Most risks relate to interactions between type of work, the organizational and managerial environment, the skills and competencies of employees, and the support available for employees to carry out their work.

Risks to mental health include:

  • Inadequate health and safety policies
  • Poor communication and management practices
  • Limited participation in decision-making or low control over one’s area of work
  • Low levels of support for employees
  • Inflexible working hours
  • Unclear tasks or organizational objectives
  • Job insecurity

Risks may also be related to job content, such as mismatch of tasks to employee’s competencies or a high and unrelenting workload. Risk may be increased in situations where there is a lack of team cohesion or social support.

Bullying and psychological harassment (also known as “mobbing”) is commonly reported as a cause of work-related stress by workers and present risks to the health of workers.

Strategies to promote mental wellness at the work place

Employer Employee
·        Provide relaxation spaces to unwind during breaks ·        Take part in employer-sponsored programs and activities
·        Dispense self-assessment tools such as work – life balance questionnaires ·        Nurture social connections at work to prevent social isolation and loneliness
·        Include mental health coverage as part of workforce health care plan ·        Look after their physical health
·        Managers should aim to create a healthier company culture ·        Practice self-care during breaks – for example, meditation and listening to inspirational podcasts
·        Ensure a proper health and safety policy is in place ·        Exercise coping skills during the work day – for example prioritization to avoid being overwhelmed

 Positive mental health allows employees to;

  • Recognize, express and regulate emotions
  • Empathize with others
  • Reach their highest potential
  • Flourish in their roles
  • Cope with changing roles, responsibilities and challenges

Negative effects of poor mental fitness in the workplace

  • Lack of engagement with one’s work
  • Low productivity
  • Reduced physical capability
  • Misaligned communication
  • Poor decision making

Conclusion

Human performance and mental well-being go hand in hand, therefore workplace wellness must be among a company’s top priority. Mental wellness is an initiative that should be a commitment of both the employer and employee in order to create a conducive work environment. A mentally stable workforce equals high productivity and longevity of an organization.

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