30Mar

Human Resource Policy and Procedures Manual

A comprehensive human resource policy handbook is a collection of policies, procedures, and expectations for employees of any organization. It aims to provide a framework for making consistent decisions and promoting equity in the way that people are treated.

Some of the synonyms for Human Resource Policy and Procedures Manual include:

  • Staff Policy Handbook
  • Employee Handbook
  • Staff Policy Manual
  • Human Resource Policy Manual

Policy manuals are developed to help staff and management teams run the organization. Policies play a strategic role in an organization. They are developed in light of the mission and objectives of the company and they become the media by which management’s plans, rules, intents, and business processes become documented and communicated to all staff. Carefully drafted and standardized policies and procedures save the company countless hours of management time. The consistent use and interpretation of such policies, in an evenhanded and fair manner, reduces management’s concern about legal issues becoming legal problems.

Some of the essential policies to be captured in the manual include but are not limited to:

The HR policies and procedures manual serve as the required sources of information to be followed to resolve any issues that may arise from either the employer’s or the employee’s perspective. This information is available for employees to use to familiarize themselves with organizational policies and practices on various topics, such as how leaves are sanctioned, various allowances, grievance procedures, etc. The HR manual should contain all such data, pertaining to the employment of the employees, in complete detail to ensure that employees can obtain all the required information in time.

The HR policies and procedures handbook should be written with the highest objectivity and clarity to ensure that the documents are uniform in approach, free of any complexity, and clear of any overlap. This is crucial to prevent any form of differential treatment from the company and to guarantee efficient and conflict-free internal operations.

Organizations can hire an HR Consulting Firm for the development of the HR manual. The HR Consultant can assist the organization in the:

  • Preparing a new HR policies and procedures manual for the organization
  • Revise certain aspects of the document or completely revise the HR policies and procedures manual
  • Check the documents for the ever-changing legal rules and regulations, and make the necessary changes
  • Audit the existing HR policies and procedures manual to make sure that the given details provided are relevant to the current industry

While developing or reviewing an HR policies and procedures manual, an HR Consultant should keep in mind the following important factors:

  • Organizational culture
  • Legal rules and regulations
  • Market trends
  • HR policies and procedures manual of the organization
  • Existing rules and regulations related to the employees in the organization
  • Legal compliances
  • Industry norms

An HR Consultant, on the call from the organization, may also guide and train the employees in implementing and complying with the policies and procedures.

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.

 

 

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;

  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.

 

20Jun

Rights And Obligations Of Refugees In Kenya

 

 

Refugees are individuals who have fled their country of origin or habitual home due to well-founded fear of persecution for reason of race, religion, nationality, membership of a particular socio group, political opinion, events causing a public disturbance, external aggression, or occupation grounds among others. It is therefore of paramount importance that the international community and the host country accord
them protection and guarantee their human rights, and ultimately integrate them in the social and economic life of the host country.
The United Nations Convention on Refugees of 1951 and its Protocol of 1967 read together with a myriad other human rights conventions and treaties espouse the rights and entitlements of refugees. Kenya has ratified most of these conventions and treaties and has domesticated their provisions through the Constitution of Kenya, the Refugee Act, 2021 among other Acts of Parliament and enabling legislation. In this article we highlight the rights and obligations of refugees in Kenya.

RIGHTS OF REFUGEES IN KENYA
  1. The right to not be refused entry into Kenya or be expelled or extradited from Kenya to any other country where the person would be subjected to persecution or where their life, physical integrity, or liberty would be threatened. This is subject to the individual in question not being a threat to the national security of Kenya.
  2. Right to identification and civil registration documents and other required documents sufficient to identify the refugee and grant them
    access to services from both the national and devolved levels of government in Kenya.
  3. The right to engage individually or in a group in gainful employment or enterprise or to practice a profession or trade where he/she holds qualifications recognized by competent authorities in Kenya. On this basis, a refugee is entitled to a class M work permit under and subject to the provisions of the Citizenship and Immigration Act, 2011 laws of Kenya.
  4. A refugee from the East African Community (EAC) partner states may voluntarily give up their refugee status to enjoy the right of establishment and residence of the citizens of the partner states within the EAC.
  5. The right to protection and special treatment and consideration of women, children, older persons, victims of trauma and persons with
    disabilities.
  6. The right to voluntarily return to their country of nationality or from which they entered Kenya without any undue restrictions.
  7. The right to dignity and humane treatment in the host country through the provision of and access to necessary amenities for preservation of their fundamental human rights and dignity.
OBLIGATIONS OF REFUGEES

In the first instance, refugees have an obligation to avail themselves upon entry or within 30 days to the Commissioner of Refugee Affairs in Kenya (the “Commissioner”) and procure the prescribed identification documents. In line with the obligation to procure registration, refugees have a duty to abide by the directions of the Commissioner in respect of areas designated for their reception, transit and or settlement.
Refugees have an obligation to uphold and observe the laws of the host country. They must also keep peace and refrain from acts or
omissions injurious to the welfare and national security of Kenya whether criminal or otherwise.
Refugees have an obligation to integrate and contribute to the economic and social development of Kenya through gainful employment and ventures. Further refugees have an obligation to ensure sustainable and judicious use of resources and amenities allocated to them and refrain from activities that may have negative impact on the people, resources and environment of the host country

In case of any queries and or enquiries on this or any other immigration-related matter do not hesitate to contact us on info@hrfleek.com