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 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 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’

10Mar

Performance Management Process

PERFORMANCE MANAGEMENT

This is the key process that brings a direct output or productivity for the company.

Steps

  1. Set performance objectives for each position
  2. Make sure they are SMART – specific, measurable, achievable, relevant and time-bound
  3. Review meeting every quarter
    • Check the relevance of goals
    • Evaluate performance as per set standards
    • If a goal is no longer valid, evaluate performance, give it a score and close it
    • Add goals with the expected standards
  4. A final review in (INSERT TIME-FRAME/PERIOD)
  5. If performance is not up to the set standards consistently, use the performance improvement plan to improve. This can also be used for habitual late coming, performance or attitudinal issues.
10Mar

Onboarding Checklist

HR CHECKLIST

Please tick the relevant options and support with material requisitions wherever required as per policy.

  • Office
    • Workstation available
  • Desk
    • New / cleaned out
    • Files orderly
    • Handover report present
  • Computer
    • Cleaned & connected
    • Desktop required
    • Laptop required
    • Required software installed
    • Login/mail id created
  • Telephone
    • Direct line required
  • Stationery
    • Pen
    • Notepad
    • Cardholder
  • Staff Notification
    • Confirm with new employee first day/time of arrival
    • Broadcast message about a new employee
  • Induction
    • Meeting with HR for induction presentation
    • Induction docket
    • Arrange for meeting with the CEO / Directors
    • Arrange for first staff introduction
    • Employee Manual
    • Follow up after 1 month to understand progress/concern areas
  • Documentation
    • Signed offer letter
    • Copy of pan card, Aadhar card & passport sized photographs
    • Collect tax declarations
    • Declaration of income from the previous employer
    • Personal Details
    • Bank salary account
    • Mail company formats
    • Update attendance register
    • Update in company formats
  • Printing Requirements
    • Business cards
    • Letterheads
  • Insurance (Upon confirmation after Probation)
    • Medical cover
10Mar

New Hire Checklist

NEW HIRE CHECKLIST TEMPLATE

  • Prepare an employment contract and have it signed, if applicable. This contract is usually written as a detailed job offer that includes:
    • Job information (job title, department)
    • Work schedule
    • Length of employment
    • Compensation and benefits
    • Employee responsibilities
    • Non-disclosure agreement
    • Non-compete agreement
    • Time off policy
    • Termination conditions
  • Send an offer letter. This is a document (often an email) that spells out the basics of the relationship between employer and employee. In your job offer letter or email, include:
    • Job title
    • Department
    • Name and position of direct report
    • Work schedule
    • Start date
    • Compensation
    • Benefits (brief mention)
    • Length of employment
    • Date by which candidate needs to respond to your offer

 

You could also attach the employment contract, where you describe terms of employment in detail.

  • Tasks to do before a new hire’s first day

Ask new hires to send you:

    • Personal data for HR records (e.g. ID or passport number, contact details, PIN no., NSSF and NHIF details etc)
    • Bank account information, if you are using direct deposit to pay employees
    • Copies of certificates and diplomas that are necessary to perform the job (e.g., for nursing or accounting positions)
    • Any food allergies or preferences they may have (e.g., vegetarian)
  • Send new hires a welcome email that includes:
    • Arrival time on their first day
    • A copy of your office map
    • A rundown of the dress code, if you have one
    • A first day or first-week agenda
  • Invite new hires to join corporate accounts, including:
    • Email
    • Messaging software
    • Password security
  • Send a new hire announcement email to all employees to make sure they give a warm welcome to their new colleague.
  • Remind new hire’s manager to send a chat message announcing the new employee on their start date. Make sure to mention:
    • New hire’s name and job title
    • Department/team they’ll be joining
    • A few things about their professional or academic background
    • Welcome events you may have organized (e.g. an after-work dinner)
  • Send a reminder to hiring managers to make sure they prepare new employee’s first-day tasks.
  • Send new hire’s data to:
    • The accounting department, so that they add a new employee to payroll
    • IT team, so that they can help them set up accounts for corporate software
    • Office Manager, so that they can set up their workstation
  • Prepare your new hire’s tech, including:
    • Laptop
    • Monitor
    • Phone
    • Mouse
    • Keyboard
    • Headset
  • Arrange for new hire’s ID card, building access fob, and personal locker.
  • Order new employee’s business cards and/or nameplates.
  • Ask for a new hire’s T-shirt size and place an order for a work uniform and/or a company T-shirt as a welcome gift.
  • Prepare and send an on-boarding kit. Here’s what you could include:
    • Employee handbook
    • A welcome letter from their manager or CEO
    • Computer setup instructions
    • Stationery (e.g. notebook, pens, stickers)
    • A company t-shirt
    • A company mug
    • A copy of your organizational chart
    • A copy of a book relevant to your company or its culture
    • A guide of local points of interest (e.g. nearby cafes and restaurants)
  • Prepare a tentative first day and first-week agenda that covers:
    • A company overview, including mission, teams, and policies
    • meeting with the manager and team members
    • Completing the HR paperwork
    • Role-specific training
    • Product-related demos
    • Team-building activities (e.g., a group lunch)
  • Assign a someone to help new hires through first few weeks or months in the role.
10Mar

Key Result Area & Key Performance Indicators

What are Key Result Areas (KRAs)?

  1. Each role in a company has a number of KRAs, which define the key areas that the employee needs to produce results in. Hence they are also called as Critical Success factor or key drivers of success.
  2. Every company should define KRAs for each role so people are clear on what their exact role is and what they are responsible for. AS well as be aware of what they will be evaluated for and which areas they should focus on to be effective.
  3. KRAs help an organization achieve its strategic goals. Hence, KRAs should be cascaded down. First, KRAs of the company should be established followed by the team/department heads KRAs and and further cascaded down to the individual members. Also, the individual role’s job description should be referred while establishing KRAs.
  4. Each individual should have ideally not more than 5-7 KRAs to be effective.

What are Key Performance Indicators (KPIs)?

  1. It is a measure for success of an employee. For example, if a hiring manager KRA is recruitment, then the KPI will to close the positions within the SLA and budget set.
  2. Each KRA is managed using a set of KPIs.
  3. Key Performance Indicators (KPIs) on the other hand are high-level measures or metrics, for one particular objective, which (when measured and reported) give the leadership team an “indication” as to whether the organization is making progress towards achieving that particular objective.