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10 Ways to Keep Staff Happy Without a Pay Raise

December 6, 2023/in Blog/by Inspiring HR

Studies show happy employees are 12 percent more productive than unhappy employees on average. As such, it is no wonder organizations are constantly looking for ways to keep their workforce happy and productive. While a pay raise can help to retain top talent, it is not enough to keep staff from seeking opportunities elsewhere. Hiring and retaining good employees requires looking beyond raises as a solution. Indeed, numerous intangible benefits can boost employee happiness and retention.

Below are tips for hiring and keeping staff happy without requiring pay raises.

1. Offer Paid Time Off (PTO)

One factor in keeping your employees happy without a pay raise is paid time off (PTO). PTO is simply compensated time away from work. This leave policy is crucial for balancing a fulfilling work and personal life. The benefit program allows your workforce to attend to their personal needs without worrying about losing money.

Offering PTO goes a long way in showing your employees you care about their well-being. Employees can take advantage of the program to rest and recharge when they are not feeling their best. Flexible PTO programs can help to reduce stress, prevent burnout, and improve employees’ overall health. This, in turn, enhances productivity, employee satisfaction, and staff retention rates.

2. Make Work Schedules Flexible

A flexible working environment is the future of work. About 94 percent of workers want flexibility in when they work, while 80 percent want flexibility where they work.

Flexible working hours allow employees to balance their professional and personal lives. That way, they can get enough sleep, spend time with their family, and avoid rush hour. When you allow employees to choose their own work schedules, they will come to work feeling relaxed, refreshed, and happier overall. Happy employees are more productive and creative and are less likely to quit.

3. Offer Extensive Benefits

Employee benefits make for one of the most effective ways to attract and retain top talent. Offering your employees suitable incentives will enable them to focus on their work, knowing the company is taking care of their needs.

To keep staff happy, be sure to offer benefits beyond the basics. This may include simple things like providing lunch and snacks and giving staff the day off on their birthday. The benefits plan can also include remote work, gym membership, disability insurance, extra level of life insurance, health and education benefits as well as extra maternity and paternity leave.

4. Foster a Fun Work Environment

Even the most enjoyable job can become stressful at some point. For a happy and engaged workforce, consider making time for fun activities both inside and outside the office.

Traveling as a group to a place of interest, team challenges, volunteering together, having a games area and encouraging hobbies at work will help your team stay refreshed and motivated. You can also learn more about how to keep your employees happy with a yes day. In addition to increasing workplace happiness, these activities can help improve the bond between team members.

5. Give a Sense of Purpose

Another factor is giving a sense of purpose to keep your employees happy despite not having any pay raise. Today, job satisfaction is about much more than just pay and benefits. Employees want to gain a sense of purpose from their jobs. Making sure employees find their work to be purposeful will help you hire the best talents, keep them engaged and retain them for long.

To build a sense of purpose in the workplace, start by establishing core values. In addition, provide meaningful work and ensure your employees understand the connection between what they do and the impact of their work. This will not only provide a source of energy and direction, but also a sense of fulfillment.

6. Focus on Work-Life Balance

As a manager, encourage your employees to maintain a harmonious relationship between their work and personal life. A healthy work-life balance will not only benefit them but also your organization at large.

Steps to take include educating staff on the importance of work-life balance, offering flexible and remote working, regularly reviewing workloads, offering employee wellness initiatives, encouraging breaks during the day, and leading by example. In the end, improving work-life balance will lead to a more engaged staff, increased productivity, a happier and less stressed workforce, and low employee turnover.

7. Create Opportunities for Personal Growth and Development

Apart from professional goals, employees have personal goals they want to achieve. To help your team members reach their full potential, provide opportunities for learning, personal growth, and development.

You can support your employees by taking an interest in their personal development, creating individualized growth plans, offering innovative learning experiences, involving them in decision-making, and helping team members learn from each other. Also, remove barriers to growth and help your team to improve their soft skills. Providing the required support will lead to happy personal and professional lives for your employees. This will, in turn, contribute to increased employee satisfaction, helping you retain good employees.

8. Empowerment and Freedom

An empowered staff will be more satisfied with its work and is less likely to seek employment elsewhere. Empower your workforce by giving them everything they need to succeed, including the freedom to execute their work.

Be sure to set clear expectations, provide the necessary resources, foster open communication, give employees autonomy over assignments, and give constructive feedback. Empowerment and freedom will enable your employees to complete tasks faster and better. This will also help employees feel a sense of ownership and gain more confidence, ultimately increasing job satisfaction.

9. Prioritize Employee Appreciation and Recognition

Recognizing and rewarding an employee’s hard work and accomplishments can go a long way. Employees whose efforts and contributions are recognized and rewarded feel valued, are often happier and are likely to go the extra mile for the organization.

However, showing appreciation for your staff should go beyond money. An effective reward and recognition program can involve saying the words “Thank you” publicly, offering time off, giving small gifts, an office party and showcasing their great work on a wall of fame.

10. Encourage Social Interaction

Last but not least, encouraging social interaction is another factor in keeping your employees happy despite not having any pay raise. Humans are social creatures. To help your teams thrive, encourage social interaction among team members. Ideas such as sharing a meal, creating a social spot, highlighting birthdays, organizing sports activities, running a cooking competition at work, and setting aside time to talk about non-work stuff will allow time for socializing. This will help team members get to know each other better, build trust, nurture meaningful relationships, and create a sense of belonging. In the end, it will increase happiness and boost employee retention.

Other considerations:

In light of the correlation between employee happiness and productivity, how can organizations effectively implement non-monetary incentives such as paid time off (PTO) to foster a positive work environment and improve staff retention rates?

Organizations can effectively implement non-monetary incentives like PTO by recognizing the importance of work-life balance and providing employees with opportunities to recharge and attend to personal needs. By offering flexible PTO programs, organizations demonstrate care for employee well-being, which can reduce stress, prevent burnout, and enhance overall job satisfaction. This, in turn, leads to increased productivity and improved retention rates as employees feel valued and supported in achieving a healthy work-life balance.

As the demand for flexible work arrangements increases, how can organizations leverage flexible working schedules to not only accommodate employee preferences but also enhance workforce productivity and satisfaction?

Organizations can leverage flexible working schedules by understanding the desires of their workforce for greater flexibility in when and where they work. By allowing employees to choose their work schedules, organizations promote a sense of autonomy and trust, leading to increased employee satisfaction and retention. Flexible working arrangements enable employees to better balance their professional and personal lives, resulting in reduced stress, improved morale, and higher levels of engagement and productivity.

Amidst the pursuit of fostering a positive work environment, how can organizations effectively integrate employee appreciation and recognition initiatives beyond monetary rewards to boost morale and retain top talent?

Organizations can effectively integrate employee appreciation and recognition initiatives beyond monetary rewards by emphasizing the importance of acknowledging and celebrating employee contributions. Non-monetary rewards such as public recognition, personalized thank-you notes, and meaningful gestures like offering time off or organizing office parties can go a long way in making employees feel valued and appreciated. By prioritizing employee recognition and creating a culture of appreciation, organizations can enhance employee morale, strengthen employee engagement, and increase retention rates, ultimately contributing to long-term organizational success.

Interested in other current employment trends? Click the link to view the recent blog: November 2023 Legal Updates or check back for more on human resources, payroll, insurance, and benefits.

November 2023 Legal Updates

November 30, 2023/in Blog/by Inspiring HR

INFINITI HR is happy to provide Monthly State Labor Law Updates as a service to our subscribers. These briefs provide a general description and are not meant to be all-inclusive of compliance requirements. This list is not inclusive of all legislative changes for employers across the U.S. Changes may have been addressed in previous updates, which can be accessed from our blog.

Employers are encouraged to work with their Inspiring HR Consultant before making policy changes to capture the full requirements of these laws.

Some of the notable recent and upcoming state changes in this issue are as follows:

CALIFORNIA

Fair Chance Act Amendments – Effective October 1, 2023

The 2018 Fair Chance Act (aka “Ban the Box”), allows applicants with criminal histories a chance at employment if otherwise qualified by prohibiting most employers from inquiring about criminal background or running background checks prior to extending a conditional job offer.

As of October 1, 2023, the Act will include the following amendments:

Prohibits wording in job ads that may discourage applicants from applying based on criminal history, such as “Clean criminal record required” or “No felons.”
Expands considerations to make when conducting individualized assessments of a conviction history.
Provides examples of types of documentation applicants may submit that speak to mitigation or rehabilitation efforts as well as other factors for the employer to consider. (However, employers may not require specific documents to be submitted.)
Expands on the term “applicant” to include current employees who may be subject to a background check requirement due to a change of position, ownership, or policy.

Industry Specific Minimum Wage Rates Coming

Fast food workers: Certain fast-food workers will have a minimum wage increase of $20.00 per hour effective on April 1, 2024.
Healthcare workers: Covered healthcare workers will see a minimum wage increase to rates between $18.00 and $23.00 per hour in June 2024 depending on the size and type of employer, with scheduled increases over time. Covered exempt salaried healthcare workers will need to be paid at 150% the healthcare worker minimum or 200% the state minimum, whichever is higher.

Paid Sick Leave – Effective January 1, 2024

The California Paid Sick Leave annual accrual and usage allowances will increase in 2024.

The total annual accrual limit will increase from 48 hours or six days in each 12-month period to 80 hours or 10 days. Rollover of unused time may be limited to, and balances may be capped at, 80 hours or 10 days. Employers may also satisfy the requirements if they choose to front-load 40 hours or five days once in each 12-month period.

Usage may be limited to 40 hours or five days in each 12-month period.

Employers with local sick leave ordinances should follow the sick leave rules that are most generous for the employee and employers with combined sick and vacation plans (PTO) will need to ensure compliance with applicable sick leave plans based on where their employees are working.

Reproductive Loss Leave – Effective January 1, 2024

Reproductive Loss Leave will provide up to five days (consecutive or non-consecutive) to employees who experience reproductive loss, defined as a miscarriage, stillbirth, failed adoption, failed surrogacy or an unsuccessful assisted reproduction, such as embryo transfer.

Employees are eligible for leave if they work for an employer of five or more employees and have completed 30 days of service. Leave may be unpaid, but available sick, vacation or PTO may be used upon employee request. Medical certification cannot be required for leave.

Noncompete Agreement Law Update – Effective January 1, 2024

Noncompete agreements aim to restrict former employees from working in the same industry and/or competitors within certain geographic areas for a specified period post-employment. The prohibition of the use of these agreements in California is not new but new laws expand these restrictions, with limited exceptions.

Generally:

A noncompete agreement signed in a different state will likely not be enforceable for candidates who seek employment in California.
Employers must provide individual written notification to any current California employees (and former California employees hired on or after January 1, 2022) who are under noncompete restrictions that those clauses have been voided by February 14, 2024

Protections for Off-the-Job Marijuana Use – Effective January 1, 2024

New protections will make it unlawful for employers to discriminate or take adverse action against employees or candidates for:

Lawful use of marijuana and marijuana products on their own time and away from work and/or
A positive test for marijuana based on “non-psychoactive cannabis metabolites” present in hair, blood, urine, or other fluids.

Employers may still prohibit employees from working under the influence of marijuana or possessing it while on the job.

The new protections do not apply to:

Jobs that require federal clearance or background screening.
Jobs that have federal drug testing requirements.
Jobs that are required to test for controlled substances by federal or state regulations as a condition of receiving federal funding, licensing benefits or a federal contract.
Safety-sensitive jobs in the building or construction industries.

Required Workplace Violence Prevention Play – Implemented by July 1, 2024

California employers will be required to implement and adopt and implement a Workplace Violence Prevention Plan by July 1, 2024. Initial and employee annual training and recordkeeping will also be required.

Exceptions include employers already subject to an industry workplace violence safety standard, employees who work from a remote location, and worksite locations not open to the public with fewer than ten employees.

A model program will be available in the coming months on the state OSHA website to assist employers in drafting a compliant plan.

COLORADO

Colorado FAMLI (Paid Family Leave) Benefits will begin January 1, 2024

Employees will soon be able to submit claims to the state for the Colorado Family and Medical Leave Insurance program, with paid benefits beginning on January 1, 2024.

FAMLI is administered by the State of Colorado and is funded by both employee and employer payroll contributions. Employees should be directed to apply for FAMLI at the state website. FAMLI administrators will notify employers when an employee has been approved for benefits and requires time off from work.

If offered, employers must maintain health care benefits for employees while they are on FAMLI leave, and both the employer and the employee remain responsible for paying for those benefits in the same amounts as before the leave began.

In addition, employers must display the required FAMLI notice in a common area in the workplace and distribute the notice to remote employees working in Colorado.

NEW YORK

New York Bans “Captive Audience” Meetings – Effective 9/6/2023

New York employers are now prohibited from disciplining or otherwise retaliating against employees for refusing to attend employer sponsored meetings or communications related to religious and/or political matters. Political matters are defined as matters relating to elections for political office, political parties, legislation, regulation and/or the decision to support a political, civic, community, fraternal or labor organization. Religious matters are defined as those relating to religious affiliation and practice and the decision to join or support any religious organization.

In addition, employers will be required to post a notice in the workplace for employees to see.

New York Wage Theft Amendment – Effective 9/6/2023

Effective September 6, 2023, NY employers can be charged with larceny if they do not pay earned wages to employees at the rate promised, at the overtime rate, at the NY minimum wage rate, and/or at the NY minimum exempt salary threshold.

New York Notice of Eligibility for Unemployment – Effective 11/13/2023

NY employers are already required to provide a written notice of eligibility and the right to file for unemployment benefits to any employee who has been terminated. On November 13, 2023, employers will also be required to provide these notices to employees whose working hours have been reduced.

Employers are still required to provide written notice to terminated employees of their exact date of termination, as well as the termination of all benefits. Both notices must be provided to employees within five days from the date of termination or reduction of hours.

New York Social Media Account Inquiries – Effective 3/12/2024

On March 12, 2024, NY employers will be prohibited from requesting, requiring or coercing employees or applicants to disclose their username, passwords, or login information for their personal accounts as a condition of hiring, a condition of employment, or for use in a disciplinary action. The law also prohibits employers from requiring employees or applicants to reproduce photos, videos, or other information contained in their personal accounts.

Employers may request or require employees to disclose log in information for company accounts or accounts that were provided/created by the employer to be used for business purposes as long as the employee was notified of the employer’s right to request this information.

New York City Earned Safe and Sick Time (ESST) Amendments – Effective 10/15/2023

The NYC Earned Safe and Sick Time law has been amended – changes are outlined below.

Total Employee Headcount

Employers must count the highest total number of employees employed nationwide at any point during the calendar year, including full-time, part-time, employees jointly employed, and employees on a leave of absence, suspension, or temporary absence. As a result, employers who shift to a higher ESST threshold must make an immediate adjustment to the ESST leave provided to their employees.

To be eligible for ESST, and employee must:

Regularly perform work in NYC during a calendar year;
Cover “one to three, six-to-eight-hour shifts in NYC when needed due to staffing shortages although their normal base of operations is located outside of NYC; or
Work for a fixed-term in NYC, even if their normal base of operations is outside of NYC.

Notice and Documentation Requirements

Employers may require employees to provide advance notice for “foreseeable” absences covered under ESST; however, foreseeable absences are now defined as knowing of the absence up to seven days prior to the absence. Otherwise, the absence is unforeseeable, and the employee will need to provide notice as soon as practicable.

In addition, employers who require written documentation for ESST must now include in their policy the requirement for documentation, the types of documentation accepted (email, text, phone, etc.), and instructions on how to submit the documentation.

Available Leave and Used Leave Notification

Going forward, employers must specify both the total balance and the amount of time available for use if the values differ. If the employer uses an electronic system to provide this information, they must electronically alert employees each pay period of the availability of the required information.

New York City Human Rights Law Discrimination Protection Amendment – Effective 11/22/2023

Beginning November 11, 2023, the NYC Human Rights Law will prohibit discrimination and harassment in the workplace on the basis of an individual’s height and/or weight. As result, NYC employers are prohibited from denying employment opportunities and/or from making an adverse employment action against an employee because of their perceived or actual height and/or weight.

OHIO

Ohio Permits Recreational Use of Marijuana – Effective December 7, 2023

Ohio has passed the use of recreational marijuana, which goes into effect on December 7, 2023. The law will permit adults 21 and older to use and possess legal limits of recreational marijuana. Ohio employers are not required to permit an employee’s use, possession and/or distribution of marijuana in the workplace.

Employers are permitted to continue to enforce drug testing policies and/or drug free workplace and zero tolerance drug policies in the workplace. As a result, employees can be disciplined and/or terminated if they are in violation of these policies. Additionally, employers may refuse to hire an individual because of their use, possession and/or distribution of marijuana.

Interested in other current employment trends? Click the link to view the recent blog: Employee Workplace Safety and Security Considerations or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice, and there are subtle variations in employment law as it pertains to these topics, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before

Employee Workplace Safety and Security Considerations

November 30, 2023/in Blog/by Inspiring HR

When we hear “employee workplace safety,” we think of things like construction workers wearing hard hats or setting up a workstation to avoid repetitive strain injury.

However, this is only part of creating a safe workplace. If you’re genuinely working on creating a psychologically safe workplace, you need to go beyond that. Several other areas of workplace safety and security also need to be addressed.

Cybersecurity

In August 2023, Tesla experienced a data breach affecting more than 75,000 employees. Most high-profile data breaches impact customer data, but customers are legally required to keep all kinds of data on their employees. Data that can lead to real problems if it leaks.

Use High-Quality HR Software

High-quality HR software can reduce the risk of a data breach and help keep your employee’s data safe.

Train Employees in Cybersecurity

Providing cybersecurity training to employees doesn’t just protect them at work but at home as well. Make sure to instill the basics, such as not clicking on links in email and how to spot common scams. Even if they don’t work from home, you must help your employees feel safe and learn how to protect themselves from the dangers and hassle of identity theft.

Require Employees to Use the Right Tools

Require employees to use a VPN to network into the office and encourage them to use one when traveling and using public Wi-Fi networks, even for personal tasks. Also, require multi-factor authentication and train them to use it on any account that has it available.

Psychological Safety

Psychological safety is also important. Employees who feel safe at work are more productive and less likely to call in sick. Specific demographics, such as racial minorities or LGBT employees, are more likely to feel unsafe.

Psychological safety can be hard to manage, but here are some thoughts.

Red Flags

Watch for the following red flags:

Disconnected team members
Lack of cooperation
Lack of respect
Certain individuals dominate conversations
Hesitation or discomfort from others when expressing thoughts
Employees talk and vent to each other but not to managers or leaders.

Signs of Psychological Safety

When psychological safety is present, on the other hand, individuals will speak up, collaborate openly, admit their mistakes, and take on challenging tasks.

There are four stages of psychological safety:

Belonging safety. The ability to connect and belong without fear of rejection or humiliation. This is achieved by training all employees in inclusion and making it a norm.
Learner safety. The ability to make mistakes and ask questions without fear. Employees should not walk on eggshells to avoid being called out for errors.
Contributor safety. The ability to speak, give opinions, and share what you have learned. Never call somebody’s ideas stupid.
Challenger safety. The ability to challenge the status quo and speak up if you see something broken or a potential improvement. Challenger safety is also important to physical safety, encouraging employees to speak up if they see something wrong.

Benefits of Psychological Employee Workplace Safety

Psychological safety doesn’t just ensure that your employees are comfortable at work. It creates an environment that is the foundation of a high-performing team. It leads to higher engagement, greater collaboration, and more innovation.

Physical Safety

Most employers know that physical safety is important but tend to stop at preventing workplace accidents. This is important, of course, but some other aspects of physical safety are less well-known.

Natural Disasters

Does your company have a plan for a natural disaster? This is often location-dependent; companies in hurricane zones are, for example, often better prepared.

Data backed up outside the local area helps support operations, but protecting your workers is even more critical. The first thing to do is have a disaster evacuation policy. Very few jobs are so important that people should be expected to drive through a hurricane or a wildfire to get to work. If people can work from home, great. If they have evacuated to a shelter, they should get paid administrative leave rather than be expected to find working wi-fi.

Employees should be actively discouraged from coming to work if it’s dangerous, even if the “disaster” only impacts them (for example, the road out of the development they live in being flooded).

Violence

Violence is not something any employer thinks will happen at their worksite. But, in 2019, there were 761 homicides in workplaces. Many minor examples of violence go unreported. Some workplace violence is internal, between employees. Other incidents involve customers, with risk factors that include working where alcohol is served, working late at night, being a delivery driver, or being in healthcare.

You need to identify risk factors in your workplace and put together a workplace violence prevention policy. Steps to increase psychological safety can also reduce the risk of violence between employees. Good mental health support also helps reduce this.

Make sure people are not afraid to report incidents and have a zero-tolerance policy towards physical violence, no matter how minor, between employees. Public contact employees should have access to a panic button.

Also, train managers to watch for signs of domestic violence. Sometimes, abusers will show up at the workplace to cause trouble.

Financial Tips in Employee Workplace Safety

The best way to help your employees have financial safety is to pay a fair wage. Providing financial literacy training through an employee assistance program can also be extremely helpful.

Make sure that you have employment practices liability insurance (EPLI). This covers you if an employee sues you for anything ranging from sexual harassment to wrongful termination or discipline.

Consider offering hazard pay to employees who have to put themselves in dangerous situations. Let’s say there is a natural disaster and somebody does have to come into the worksite no matter what.

But, most of all, provide your employees with the tools they need to safeguard their financial well-being, both in terms of pay and benefits and in terms of knowledge and training.

Employee workplace safety goes well beyond making sure people have safe footwear. You must also address cybersecurity, psychological safety, financial security, and workplace violence.

Interested in other current employment trends? Click the link to view the recent blog: Cybersecurity and HR: How They Are Interconnected or check back for more on human resources, payroll, insurance, and benefits.

Cybersecurity and HR: How They Are Interconnected

November 10, 2023/in Blog/by Inspiring HR

How interconnected are cybersecurity and HR? Alvin Evans III and other employees of MGM Resorts International must never have anticipated they would experience a payment delay from their employer. However, that is precisely what Evans reported to KVVU-TV in Las Vegas. Speaking with the news outlet, he stated:

“We kind of heard about it when we were in class, and I’m like, let me check my account, and we saw that we were locked out.”

MGM Resorts International stated on Thursday, September 14, 2023, that all employees would be paid on schedule. However, as of Saturday, September 16, 2023, Evans says he still has not received his paycheck. This is the latest embarrassing report about the massive MGM cyber attack that costs the company an estimated $4.2 to $8.4 million daily.

This particular cyber attack has generated a lot of press because it has been conducted against such a large company in a public fashion. However, any company of any size can become the target of a cyber attack. The extent of the damage done may or may not reach the levels it has with this attack against MGM. However, every company should always be concerned about its vulnerability to attacks. Now is the time to focus on a human resources (HR) department’s role. This is in achieving cyber safety protocols.

What Role Does Human Resources Play in Cybersecurity?

The information technology (IT) department is the first department you likely think of when you think of cyber safety. That department plays a significant role in cybersecurity operations. But human resources must also be on board with protecting company assets. Securityintelligence.com explains the role that HR can play in the development of solid cybersecurity defenses:

Human resources is valuable as a partner in cyber risk assessment and incident response planning. People operations software includes detailed employment records and popular targets for cybercriminals. Protecting these assets is essential to cybersecurity for the entire organization.

Human Resources Role in Cybersecurity

According to a joint study by Stanford University Professor Jeff Hancock and security firm Tessian, 88% of data breach incidents are caused by employee mistakes. As a contributor to training, communication and culture, this is where HR enters the cybersecurity picture:

Employee Data Control and Access – How certain employees are classified will impact the amount of data they can access. Human resources is responsible for ensuring that employees are adequately categorized so they only have access to the information needed to accomplish their work duties.
Regulatory Compliance – Many jurisdictions around the globe have established a set of regulatory standards for issues such as data privacy and more. The HR department needs to keep up with these latest regulatory developments. They should also keep the company and its employees in compliance with these regulatory measures.
A Culture of Cybersecurity – HR’s practices of protecting candidate and employee data, their input on training partners, and ongoing messaging to educate employees about the risks and mistakes that lead to breaches, and the policies and procedures they help to develop are the first interactions employees have with a culture of cybersecurity, thereby supporting leaders in their ability to coach on best practices for preventing cyber attacks. This is so every employee understands that what is expected of them is critical to maintaining that culture.

Often, HR is the frontline of defense when creating and maintaining a cybersecurity plan that everyone can embrace and sustain. While these responsibilities are important, one more is even more important: Creating, updating and maintaining the employee handbook.

Updating Employee Handbooks

When well developed, the employee handbook helps employees become acquainted with what they need to know to be successful and safe in the workplace. This document contains the code of conduct and all policies that must be followed. This is to protect employees and the company on the job. It is a highly technical and detailed document containing information about an employee’s expectations. This also includes what that employee can expect from their employer in return. In a sense, it’s an employee training handbook.

One of the most fundamental cornerstones of an employee handbook is the sections dedicated to the company’s cybersecurity policies. Keeping employee handbooks current with the latest details about what kind of cybersecurity policies the company has put in place comes from the partnership with IT, Operations and HR.

The reality is that the employee handbook is specifically designed to be updated again and again over time. Some will even say that creating an employee handbook is never done. Maintaining and updating the employee handbook frequently is the best way to ensure everyone is informed about the latest cybersecurity threats. This would also help them know how to prevent them. The HR department must do its best to maintain the employee handbook on a routine basis. They should also revisit it at least a few times per year.

Considerations for Remote Employees

A Forbes report estimates approximately 16% of all companies in the United States are “fully remote.” This is to say that those companies hire only remote workers to help them accomplish their daily tasks. A significant portion employs some remote workers to help get work done. Therefore, it is understandable that many business owners and managers are concerned about what they can do to maintain a culture of cyber security when they have workers scattered throughout the country or even the world.

Concerns About Cybersecurity

There are legitimate concerns about cybersecurity in a remote work world. But there are also remote work policies you can adopt to help keep things safe. Consider the following things you need to nail down before hiring someone for remote work or switching an in-office employee to a remote worker:

Scheduling – Will the remote worker perform all of their job duties on a remote basis? Or will they be required to come into the office occasionally? What types of work can be performed remotely and which must be done in the office? These are the questions that you need to answer.
Technology Use – Policies should be developed to determine which pieces of company technology the remote workers will be allowed to take home with them. You must also consider what security measures you will take to ensure the technology is secure even when brought home.
Check-Ins – Another thing to clarify precisely is how often remote workers will be expected to check in. They should also report on the work they are doing or have completed. This will allow you to ensure they are doing what they should be. You would also know that they aren’t opening up any security vulnerabilities.

These are the things to consider when bringing on remote workers. Other issues may also arise in time and you can address them as they arise. Make sure it is all maintained and established in the employee handbook.

Other FAQs to consider:

Considering the increasing prevalence of cyber attacks targeting companies of all sizes, how can HR departments collaborate effectively with IT and operations to develop and maintain robust cybersecurity protocols within an organization?

HR departments can collaborate with IT and operations by first understanding the specific cybersecurity needs and vulnerabilities of the organization. This involves conducting thorough risk assessments and staying updated on the latest regulatory standards. HR can then play a crucial role in implementing employee data control measures, ensuring regulatory compliance, and fostering a culture of cybersecurity through training, communication, and policy development. By working closely with IT and operations, HR can create a unified approach to cybersecurity that addresses both technological and human factors.

As remote work becomes more prevalent, what key considerations should HR departments address to maintain a strong culture of cybersecurity within a dispersed workforce?

HR departments should address key considerations such as scheduling policies for remote work, technology usage guidelines, and check-in procedures to ensure accountability and security. This involves defining clear expectations for remote workers, determining which company technologies can be taken off-site, and implementing security measures to safeguard sensitive information. By incorporating these considerations into the employee handbook and regularly updating remote work policies, HR can help mitigate cybersecurity risks associated with remote work arrangements.

In light of the evolving nature of cybersecurity threats, how can HR departments ensure that employee handbooks remain up-to-date and effectively communicate the latest cybersecurity policies and procedures to all staff members?

HR departments can ensure employee handbooks remain up-to-date by establishing a systematic review process that involves collaboration with IT and operations. This includes regularly revisiting and revising cybersecurity policies to reflect emerging threats and industry best practices. Additionally, HR can utilize various communication channels to disseminate information about cybersecurity protocols and provide ongoing training to employees. By prioritizing the maintenance and communication of cybersecurity policies, HR can help create a vigilant and informed workforce capable of safeguarding against cyber threats.

Interested in other current employment trends? Click the link to view the recent blog: Total Employee Compensation: Why This Should be The Metric Used to Measure the Value of a Job or check back for more on human resources, payroll, insurance, and benefits.

Total Employee Compensation: Why This Should be The Metric Used to Measure the Value of a Job

October 25, 2023/in Blog/by Inspiring HR

Sometimes, it is abundantly clear in the interview room that a prospective job candidate is only interested in how much pay they will receive for the work they perform. It is hardly surprising to realize that most people take on a new job to earn an income and provide for their families. However, the value of a given job does not end at the dollar figure offered as a salary for that work. Instead, the value of a job should be measured based on the total employee compensation offered for that work.

Total Employee Compensation: What is it and What Does it Consist Of?

It is perfectly understandable to think of employee compensation as the dollar and cents figure that is paid to that employee on an hourly, weekly, or bi-weekly basis. However, there is so much more involved with calculating an important figure like this. Helpside.com offers this useful and more comprehensive definition of what total employee compensation is:

Total employee compensation is made up of employee salaries, benefits, and other incentives. The employee salary, or base salary, is what an employee is paid as wages. Benefits might include things like paid time off, health insurance, or 401(k) plans. Incentives can include annual bonuses or profit sharing.

These are all forms of compensation that are offered to an employee when that employee accepts their paycheck. There are also costs for the employer who must provide these benefits to the worker. That said, it can be worthwhile if the employee contributes more to the bottom line of the business than they take away from it.

Employers should think about what the total employee compensation is for a given job. This is not only because they don’t want to overpay for a given position, but also because they want to ensure they are offering enough. Attracting the top talent in the employment marketplace means offering potential hires a total employee compensation package that is appealing to them.

Pay Transparency is Popular Now

Both job-seekers and employers alike have started to call for greater pay transparency across all jobs. It is considered an essential element of a good job for many job seekers. They believe in it because they think it is only fair that they are allowed to know how much they will receive for the hard work they put into a business. Many job seekers are also tired of feeling like they have to be secretive about the wages that they earn. They want to have the ability to compare and contrast what they earn to what their peers are being paid. This matters to them because it can be used as a point of leverage to negotiate for a higher salary if it is appropriate to do so.

On the surface, pay transparency might seem like a net negative for the average employer, but that isn’t necessarily true. SHRM reports that many employers are also pushing for greater levels of pay transparency. It promotes a more level playing field. It can also allow an employer to get a better understanding of the wages that its competition is paying. That may allow the business to alter its compensation structure as necessary to better compete with others in its niche.

Legal Considerations for Pay Equity

A total of 44 states have enacted their pay equity laws since 1963, when the Pay Equity Act was signed into law at a national level. Still, it is clear to most that pay equity is a goal we are striving for. But, we have not yet achieved.

The goal of these laws is to level the playing field for all employees. However, there is still some debate about the extent to which they work. Regardless, they are something employers must consider any time they put up a job posting. It is their responsibility to ensure they are taking the time to remain within compliance. Failure to follow the law in this respect can open one’s business up to a number of legal liabilities that are best avoided if possible.

Finding the Right Blend of Offerings

Some among us have no problem whatsoever putting in 80 or 90 hours a week. Earning as much money as they possibly can as quickly as they possibly can. However, that is certainly not for everyone. You also shouldn’t assume this will be the kind of offering most of your employees are looking for. It is far superior to try to zero in on the perfect combination of pay and benefits to attract the type of talent you need for your workplace.

Companies are experimenting with different types of offerings in a bid to attract the most talented and productive employees that they possibly can. There are many different routes that one can take to attempt to achieve the same goal. They may use the Pay Range Market Research to research the value of a specific job and how much that particular role contributes to the organization. Knowing this can help decision-makers decide how much compensation they should offer to a specific type of employee. Some of the extra forms of compensation that they may offer include the following:

Unlimited PTO

One popular offering right now is unlimited PTO. This seems like a system that is designed to be abused. But, studies show that employees who are offered unlimited PTO are generally happier at work and more productive as well. Employees are generally respectful of the fact that their employer allows them to take as much PTO as they want. Where unlimited PTO runs into conflict with state and local PTO regulations, employers may still look to flexible time off as an option.

Health Insurance Offerings

It is expensive to purchase health insurance. Many employees would also not be capable of affording it entirely on their own. However, when their employer chips in to assist them with this expense, they can remain confident in their ability to afford their insurance coverage. Offering a variety of different plans to meet the myriad of needs of employees is a great way to incentivize employees to stick around.

Free Lunches and Other Perks

It is not necessarily reasonable for many companies to offer free lunches every day. But the occasional free lunch offering is a great way to keep morale high and let employees know you truly care about them. Also, you want to provide them with something they will appreciate. It is an occasional expense most companies can afford. It can also be thought of as part of the total employee compensation package.

These are just a few of the additional components of an employee’s compensation package that are worth taking into account. Always create a complete list like this when explaining exactly what you provide to your new hires. Highlighting everything that you offer is an excellent recruitment tool. All business owners should make it a priority to do so.

Interested in other current employment trends? Click the link to view the recent blog: 10 Ways to Keep Employees Happy Without a Pay Raise or check back for more on human resources, payroll, insurance, and benefits.

10 Ways to Keep Employees Happy Without a Pay Raise

October 10, 2023/in Blog/by Inspiring HR

Studies show that happy employees are 12 percent more productive than unhappy employees on average. As such, it is no wonder that organizations are constantly looking for ways to keep their workforce happy and productive. While a pay raise can help to retain top talent, it is not enough to keep staff from seeking opportunities elsewhere. Hiring and retaining good employees requires looking beyond raises as a solution. Indeed, numerous intangible benefits can boost employee happiness and retention.

Below are tips for hiring and retaining employees without requiring pay raises.

1. Offer Paid Time Off (PTO)

One factor in keeping your employees happy without a pay raise is PTO. Paid time off (PTO) is simply compensated time away from work. This leave policy is crucial for balancing a fulfilling work and personal life. The benefit program allows your workforce to attend to their personal needs without worrying about losing money.

Offering PTO goes a long way in showing your employees that you care about their well-being. Employees can take advantage of the program to rest and recharge when they are not feeling their best. Flexible PTO programs can help to reduce stress, prevent burnout and improve employees’ overall health. This, in turn, enhances productivity, employee satisfaction and staff retention rates.

2. Make Work Schedules Flexible

A flexible working environment is the future of work. About 94 percent of workers want flexibility in when they work, while 80 percent want flexibility where they work.

Flexible working hours allow employees to balance their professional and personal lives. That way, they can get enough sleep, spend time with their family and avoid rush hour. When you allow employees to choose their own work schedules, they will come to work feeling relaxed, refreshed and happier overall. Happy employees are more productive and creative and are less likely to quit.

3. Offer Extensive Benefits

To keep employees happy, be sure to offer benefits beyond the basics. This may include simple things like providing lunch and snacks and giving staff the day off on their birthday. The benefits plan can also include remote work, gym membership, disability insurance, extra level of life insurance, health and education benefits as well as extra maternity and paternity leave.

4. Foster a Fun Work Environment

Even the most enjoyable job can become stressful at some point. For a happy and engaged workforce, consider making time for fun activities both inside and outside the office.

5. Give a Sense of Purpose

6. Focus on Work-Life Balance

Steps to take include educating staff on the importance of work-life balance, offering flexible and remote working, regularly reviewing workloads, offering employee wellness initiatives, encouraging breaks during the day and leading by example. In the end, improving work-life balance will lead to a more engaged staff, increased productivity, a happier and less stressed workforce and low employee turnover.

7. Create Opportunities for Personal Growth and Development

Apart from professional goals, employees have personal goals that they want to achieve. To help your team members reach their full potential, provide opportunities for learning, personal growth and development.

You can support your employees by taking an interest in their personal development, creating individualized growth plans, offering innovative learning experiences, involving them in decision-making and helping team members learn from each other. Also, remove barriers to growth and help your team to improve their soft skills. Providing the required support will lead to happy personal and professional lives for your employees. This will, in turn, contribute to increased employee satisfaction, helping you retain good employees.

8. Empowerment and Freedom

Be sure to set clear expectations, provide the necessary resources, foster open communication, give employees autonomy over assignments and give constructive feedback. Empowerment and freedom will enable your employees to complete tasks faster and better. This will also help employees feel a sense of ownership and gain more confidence, ultimately increasing job satisfaction.

9. Prioritize Employee Appreciation and Recognition

10. Encourage Social Interaction

Last but not least, encouraging social interaction is another factor in keeping your employees happy despite not having any pay raise. Humans are social creatures. To help your teams thrive, encourage social interaction among team members. Ideas such as sharing a meal, creating a social spot, highlighting birthdays, organizing sports activities, running a cooking competition at work and setting aside time to talk about non-work stuff will allow time for socializing. This will help team members get to know each other better, build trust, nurture meaningful relationships and create a sense of belonging. In the end, it will increase happiness and boost employee retention.

Interested in other current employment trends? Click the link to view the recent blog: September 2023 Legal Updates or check back for more on human resources, payroll, insurance, and benefits.

September 2023 Legal Updates

September 28, 2023/in Blog/by Inspiring HR

Employers are encouraged to work with their Inspiring HR Consultant before making policy changes to capture the full requirements of these laws.

Some of the notable recent and upcoming state changes in this issue are as follows:

CONNECTICUT

Paid Sick Leave for Service Workers Amendments – Effective October 1, 2023

CT Paid Sick Leave (PSL) permit two additional reasons for use. Employees may now use PSL for a “mental health wellness day,” which provides a day off for an employee to attend to their emotional and psychological well-being. In addition, employees are now permitted to use PSL to care for the child who is a victim of family violence or sexual assault, as long as the employee is not the actual or alleged perpetrator.

Non-Compete Restrictions for Physician, APRN and PA – Effective October 1, 2023

All physician non-compete agreements entered into or renewed on or after October 1, 2023, may be unenforceable if the physician does not agree to a proposed material change to the terms of employment and if the physician is terminated by the employer unless the termination is for cause.

The same restrictions on physician non-competes are extended to APRN and PA non-compete agreements entered into or renewed after October 1, 2023.

ILLINOIS

Amendment to Victims’ Economic Security and Safety Act – Effective August 1, 2023

The Governor amended the Illinois Victims’ Economic Security and Safety Act (VESSA), which allows employees to take leave for medical attention or counseling services related to domestic or sexual violence or crimes of violence; to obtain services from victim organizations; for legal assistance; and to participate in safety planning. VESSA has amended the law to make leave available to employees grieving a family member’s death arising from a crime of violence.

This amendment entitles employees to a total of up to two workweeks of unpaid leave (10 workdays) in the event of the death of a family or household member who was killed in a crime of violence.

Child Extended Bereavement Leave (CEBLA) – Effective January 1, 2024

Illinois employers with 50 or more employees need to extend additional amounts of unpaid leave to employees who suffer the loss of a child due to homicide or suicide.

Employers with 50-249 full-time employees will be required to provide up to 6 weeks of unpaid leave.
Employers with 250+ full-time employees will be required to provide up to 12 weeks of unpaid leave.

Employees eligible for CEBLA must have been employed for at least two weeks. Employers can require advance notice and documentation to support the need for such leave.

New Notice Distribution Requirements – Remote Employees – Effective January 1, 2024

Effective January 1, 2024, IL employers will be required to distribute specific Illinois laws to those employees who do not regularly report to the employer’s office. This includes employees who travel regularly for work or work remotely. This can be accomplished either by email, employer’s website, or Company intranet site. This amendment applies to following IL Laws:

The Illinois Minimum Wage Law
The Illinois Equal Pay Act of 2003.
The Illinois Wage Payment and Collection Act.
The Illinois Child Labor Law

TEXAS

CROWN Act – Effective September 1, 2023

The Texas CROWN Act went into effect on September 1, 2023. The Act claims to eliminate discrimination based on hairstyles commonly associated with race, national origin, ethnicity, or culture. This includes such hairstyles as Afros, Bantu knots, braids, cornrows, curls, locs, twists, or hair that is tightly coiled or tightly curled.

Employers should review their dress code and appearance policies to ensure they are consistent with the CROWN Act law and do not prohibit or discriminate against an employee’s hair or hairstyles. Employers should also inform and train supervisors and managers that they are not to discriminate or retaliate against, or otherwise deny opportunities to, employees for wearing protective hairstyles per the law.

Interested in other current employment trends? Click the link to view the recent blog: Conflict in the Workplace: Sharpen Your Communication Skills to Avoid Tension or check back for more on human resources, payroll, insurance, and benefits.

Conflict in the Workplace: Sharpen Your Communication Skills to Avoid Tension

September 19, 2023/in Blog/by Inspiring HR

Quality business leaders always think about the next challenge ahead. These forward-thinking visionaries can envision potential problems down the road before they ever arrive. When issues like this become visible, they can be adequately addressed and put to rest. It is necessary to continue to improve your company and create the kind of place where people love to come to work. One thing you can do today to make your business a better setting is to reduce conflict and tension between coworkers.

How Conflict Creeps into the Workplace

Every employee that sets foot inside a workplace comes with their own expectations, beliefs, opinions, and more. Organizational diversity can be a positive asset that can make the company more competitive. On the flip side, it can create tension between individual employees. Decisions made by small business owners can also cause conflict between their coworkers. Some of the most common ways conflict makes its way into the workplace include the following:

Personality Clashes – As previously mentioned, coworkers who bring a clashing set of expectations and beliefs can cause significant tension among themselves.
Unrealistic Expectations – Business owners like yourself want to get the most out of their employees. There is nothing wrong with that. However, you must ensure you are not pushing the envelope too far when setting expectations. According to surveys, we are currently in a period of near-record-high levels of burnout. Thus, you must ensure you don’t stretch your workforce too thin during this time. It is vital to provide employees with personal time to themselves that they can use to recharge. Everyone needs some time to rest and recover from their work.
Business Values/Mission – Sometimes, employees within a company don’t necessarily feel like their beliefs align with the company’s values and mission. They might not have realized it when they first took the job, but it might become more apparent with time. This misalignment can also cause tension within the business. It is crucial to evaluate the company’s mission and ensure it is still on track with its goals and vision.

These are a few of the problematic areas companies have noted sometimes cause conflict between employees and the company and in-between employees as well.

Four Ways to Polish Your Communication Skills and Reduce Conflict

The only way to get past specific conflicts and issues is to ensure you are an effective communicator. People need to know where you stand on issues and what they can do to have their voices heard. This is why small business owners must think about sharpening their communications skills.

1) Don’t Allow Issues to Fester

Everyone is always busy, and there is no getting around it. However, while there is an incentive to allow problems to slide off for another day, you should avoid giving in to that temptation. Address conflicts and issues immediately to put them behind you and move on with getting your work done. Businessnewsdaily.com explains:

When a conflict arises among your team members, it should be resolved quickly. Instead of ignoring or avoiding conflict, accept it and work toward addressing it immediately.

Addressing issues head-on and working hard to come to an agreeable solution to the problem is by far the best solution. Doing so shows your workforce you are listening to their concerns and that you take them seriously.

2) Improve Your Active Listening Skills

Just because you hear words come out of someone’s mouth does not mean you truly hear what they say. The Harvard Gazette reports that people’s minds are on something other than the immediate task for almost half their waking hours. Being frequently distracted like this means you are not likely absorbing the information being freely given to you presently. That is unacceptable within a business environment.

Active listening is the process of hearing the words spoken to you and actively figuring out the true intent and meaning behind what is being said. It involves the following techniques:

Allowing yourself to be fully present in the conversation
Asking open-ended questions to get more information from the speaker
Holding back on judgment or advice to the speaker
Reflecting on what has just been said to you (shows that you were listening)
Practicing good eye contact
Summarize any agreements, commitments, or important takeaways to ensure everyone leaves on the same page.

All of these are signs to the speaker you are following what they are saying and understand the intention behind their words. They also prove you have enough respect for the person speaking to give them your full attention in this way.

3) Recognize That Differences Aren’t Always a Bad Thing

It isn’t a bad thing that people have personality differences. It can be leveraged within a business to create a more diverse workplace and reach out to customers from more diverse backgrounds. Just because two people don’t necessarily see the world in the same way, it doesn’t mean it’s a bad thing. If anything, it allows learning more about each other and lets you discover that the world is bigger than you might have imagined.

4) Consider a Role Playing Approach

Sometimes the best way to settle a source of conflict is to take an unorthodox approach. This approach is why some business owners use a role-playing strategy to help put themselves more into the mindset of an employee with a conflict.

This approach requires you ask the employee with whom their conflict is. The next step is to play the role of yourself or the individual with whom you have a conflict. You ask them to approach the issue from the vantage point of the other individual involved in their dispute. Flipping the script in this way may open their eyes to some of the reasons the other party has a dispute with them. It may encourage them to see the world in a new way. Although this approach isn’t for everyone, you should keep it in your back pocket for when it comes in handy.

These are only a handful of strategies. You can use these to sort out your disputes, improve the quality of dialogue between yourself and your employees, and make your place of business the most welcoming workplace.

Interested in other current employment trends? Click the link to view the recent blog: How To Prevent and Mitigate “Fires” at Work or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice, and there are subtle variations in employment law as it pertains to this topic, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making policy decisions.

How To Prevent and Mitigate “Fires” at Work

September 11, 2023/in Blog/by Inspiring HR

Business leaders know that workplace conflict prevention within their organization is a top skill they must learn and maintain. Fortunately, the best business leaders understand this is a major part of their job, and they strive hard to ensure that would-be “fires” within the organization aren’t allowed to continue to burn. The entire organization can look up to its leaders to see which steps they should take to improve the circumstances they find themselves in and stay on course with the company’s mission.

Common Types of “Fires” Within Companies

Any time a group of individuals is brought together to work on a common goal, there is always the possibility of tension developing. Let’s take a look at some of the pressure points that are common in various workplaces.

CO-WORKER FRICTION

When individuals with different perspectives, personalities, and work styles are brought together, they are challenged to learn to complement each other and get along. That doesn’t always go as planned. Friction between co-workers can mean that employees get so distracted by their in-fighting they cannot do the assigned work. Consider taking the following steps:

Nurture the Culture – Creating a culture that enables the right behaviors is critical before a company can address individual players. The trickle-down of leaders that listen, collaborate, work toward mutual goals, and respect others sets the model for your employees to emulate.
Work on Communication – Understand the meaning behind the words people say to one another. Understanding what they are saying to one another behind the literal words they use can help get to the root of the problem.
Set up a Meeting Between Conflicting Co-Workers – Facilitating a meeting between co-workers who have friction can allow those tensions to be aired productively. Getting all sides to come together and work out their differences in the meeting itself is possible.
Gain Buy-in and Commitment – Engaging employees in exploring what they believe they can do themselves to resolve conflicts places the responsibility back on them to control what they can control. Their active participation in the solution will also create better buy-in and a commitment to resolve differences.
Find Common Ground – People often have more common ground between them than they may at first realize. Finding common ground and elevating it is a great way to encourage cooperation between co-workers who might not otherwise see eye to eye.

A LACK OF EMERGENCY PREPAREDNESS

There are a multitude of disasters and emergencies that could strike a business at any time. Not having a solid plan ready to address those potential emergencies is unacceptable. Just think about the estimated 700,000 small businesses closed in the second quarter of 2020 alone due to the COVID-19 pandemic. They had not prepared themselves for the emergency that COVID-19 ultimately became for them. Their lack of emergency preparedness harmed them significantly. On top of that, 64% of businesses experience web-based cyber attacks. Again, this is an emergency companies can and should prepare for.

ISSUES WITH CLIENTS

One of the most challenging types of fires is potential issues with clients. A company suffering from client issues needs to work on resolving them as rapidly as possible. Otherwise, they risk losing business and turning off clients who could have otherwise provided them with additional income streams in the future.

Getting to the bottom of the client’s issue means researching why they are upset in the first place. It is easy to assume clients are frustrated and taking it out on you, but that is probably untrue. There are legitimate reasons why they are complaining, and you should research why that is the case. Remember you are forming a relationship with them and listening to their complaints is part of the process.

Once you have determined why they are complaining, develop an action plan for how to resolve their issue. Then, communicate that plan back to the client. They need to know you are working on it, and they will appreciate you taking the time to explain your steps to resolve their concerns.

HR Policies Every Company Should Have in Place for Workplace Conflict Prevention

It is essential to have a core foundation of HR policies that every company should have to make it easier to put out fires and create the kind of workplace we all strive for. A few of those policies include:

Non-Discrimination and Anti-Harassment Policies

The workplace must be safe for all employees to work in. Not only that, but it is necessary for your company to remain in compliance with local, state, and federal laws related to discrimination. Besides that, it is also morally right to ensure that no one feels discriminated against when they work for you. Constructing this kind of policy will allow you to point to it if an incident crops up. Consider adding an employee hotline they can contact anonymously to report any harassment issues. You need a clear policy for employees and management to refer to when addressing any potential violations of one’s rights or psychological safety at work.

Social Media Policy

Billions of people log on to their social media accounts daily and post virtually anything they want. However, when those individuals work for your company, the risks to your reputation you face when posting anything they want to are enormous. Your social media policy should address when employees are prohibited from being on their personal social media accounts (typically when they are on the clock), and it should also detail what employees are and are not allowed to post about when they log on to their accounts. Although you cannot infringe on an employee’s First Amendment right to free speech, you can have a policy regarding topics that employees will be terminated for if they post about, such as:

Confidential company information
Unlawful harassment or bullying of co-workers
Threats of violence or similar inappropriate or unlawful conduct
Any criminal material
Infringement of company copyrights or intellectual property protections

These are the types of things that keep business managers up at night. Make sure you have policies in place before a social media incident occurs to aide you in your workplace conflict prevention efforts.

Confidentiality Policy

It is virtually guaranteed your employees will have access to confidential information within the company the outside public does not. Keeping that information within the company must be a top priority. Employees should be made to sign a confidentiality policy that prohibits them from speaking about private information deemed confidential to the company. This protects the company legally from someone who might speak out of turn and release information they should never have released. This policy will keep your confidential information under wraps where it belongs.

Documents HR Should Keep Handy

There are certain documents every business should have in place to mitigate or address workplace conflict. Such documentation will set clear and written expectations for employees so they can self-manage. When things go wrong, they can provide a paper trail of actions taken by the company and why they opted to make the decisions they made. Keep these documents readily available:

Employee Handbook – An employee handbook details all relevant company policies and procedures and how accountability is spread throughout the company. It is an extremely useful guide for determining who is responsible for what and how different procedures should play out.
Exit Process – A list of procedures for when an employee leaves the company is also helpful to have around. If one of the “fires” in the company results in someone being terminated, then it is best to have exit policies ready to go.

Ensure your HR department is prepared with all these workplace conflict prevention documents and anything else that lends consistency and credibility to your business. If you take all these steps, you can keep your company moving in the right direction.

Interested in other current employment trends? Click the link to view the recent blog: The Big Stay: A New Workplace Trend Presents Opportunities for Small Businesses or check back for more on human resources, payroll, insurance, and benefits.

August 2023 Legal Updates

August 31, 2023/in Blog/by Inspiring HR

Employers are encouraged to work with their Inspiring HR Consultant before making policy changes to capture the full requirements of these laws.

Some of the notable recent and upcoming state changes in this issue are as follows:

NEVADA

NV Penalties for Misclassification Amended – Effective July 1, 2023

Senate Bill 145 modified penalties for misclassifying an employee as an independent contractor, or otherwise failing to properly classify an employee, to a warning for the first offense, and a $5000 fine for a second or subsequent offense for each employee who was willfully misclassified.

The bill also requires various NV agencies to share information relating to suspected employee misclassification, such as the Department of Taxation and Division of Industrial Relations, among others, unless legally declared to be confidential.

NEW YORK

NY Worker Adjustment Retraining and Notification – Effective June 21, 2023

New York recently changed the requirements of their Worker Adjustment Retraining and Notification (WARN) Act. The law applies to employers with 50 or more full-time employees at a single site, and requires them to provide a 90-day notice to all affected employees of a permanent mass layoff or business closure.

OREGON

Oregon Paid Leave – Benefits Begin 9/3/2023

Beginning on September 3, 2023, workers who earned at least $1000 in the year prior to filing a claim will be eligible to take paid leave during covered circumstances:

Family Leave – to care for a family member with a serious illness or injury, or to bond with a new child after birth, adoption or foster care placement.
Medical Leave – during one’s own serious health condition.
Safe Leave – for survivors of sexual assault, domestic violence, harassment, or stalking.

Employers are required to post this notice in a conspicuous place at each worksite, share the notice electronically with remote employees, and provide a copy to new employees upon hire.