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Do your employees know what is expected of them?

Job description/ profile writing

 

 

We often come across employers who have not issued their employees with job descriptions and or job/role profiles.

 

There seems to be much confusion around these two concepts and what the differences are between the two, so let me clarify this for you.

 

A job description is a summary of the job. It includes the resources required to perform the job, the reporting structures, responsibilities and the activities the employee will perform to carry out their tasks. Whereas a Job Profile elaborates on the job parameters and includes the purpose of the role (the WHY), defines WHAT needs to be done, and includes the Key Performance Areas (KPA’s) and the specific outcomes/deliverables required (the HOW) rather than the activities the employees need to carry out to achieve the outcome.

 

The Job Profile defines the standard required for each deliverable.Describing HOW the deliverable would be actioned if it were completed at a competent level. The key focus here is to ensure that the end-state is achieved against the required standard rather than focusing only on the activity to be completed.

 

What’s the benefit of developing effective Job profiles?

 

Job profiles lay the foundation from which most of your activities are structured. They assist with the process of workforce planning, compiling a Job specification, interview questionnaires, determining pay levels, tailoring benefit packages, and assessing performance.

 

They are instrumental in career development, goal setting, resolving disputes around performance and prove to be a legally defensible document in which the inherent requirements for the job are stipulated.

 

Employers often overlook the importance of developing these documents to the detriment of developing their humans, cultivating a more engaged workforce, managing their employees’ performance and growing their organisations.

 

It is not uncommon to find that organisations don’t have comprehensive job profiles and do include only a brief summary of the job description and listing activities, in their employment contracts in compliance with the Basic Conditions of Employment Act.

 

You may find yourself in a situation where your employee has not executed the tasks at your required standard. Based on this, you conclude that the individual is incompetent.

 

However, you have failed to specify the areas of responsibility in writing and reached a mutual agreement on their deliverables, and benchmarked the expected standard (evidence of competence) in a Job profile.  

 

If you choose not to prioritize developing job profiles, don’t be surprised when your employees are disengaged and uncooperative and you find yourself wanting to issue the employee with their First warning because they are not proving a profitable resource because they failed to achieve the performance targets you have set for them in your head.

 

The first question you may be posed with if challenged at a disciplinary inquiry is “Did the employee know what was expected of them?” followed by “Can you substantiate your claim with evidence?”

 

Avoid dealing with frustrated employees who don’t know what is expected of them, they have nothing to measure their standard of performance against in order to gain recognition and feel motivated to perform at their peak. Don’t leave your employees running around like headless chickens, give them direction, show them that they are valuable and that their contributions matter.

 

We appreciate that business is constantly evolving and that roles and responsibilities need to adapt to these changes, demanding an evaluation of your roles and reviewing your job profiles.

 

Always consider the bigger picture and what culture you are wanting to cultivate in your business.

 

Take a pro-active approach and lay the first building block in order to successfully structure your business activities and review these, ideally, on an annual basis or as operational requirements demand.

 

We partner with small and medium businesses to develop job profiles.

 

Natalie Leach- Independent HR Consultant

 

Bonus, to pay or not to pay?

Bonus

 

It is that time of year again where your staff start wondering whether you will be paying them a 13th cheque or Christmas bonus. I am often asked by employers if this is a mandatory payment. The answer is NO. This is a discretionary payment and therefore not a statutory requirement in labour law.

 

Typically employees want some sort of commitment by employers that they do pay 13th cheques and request this to be included in their employment contracts.  If you have included 13th cheques in their employment contracts as an entitlement, ensure that the terms are specifically stated. If your business has had a bad year and are not in a position to pay bonuses and have consistently paid them in the past and this year you don’t pay bonuses it may be seen as a unilateral change in terms of and conditions of employment and or a breach of contract.  You have created an expectation that a bonus will be paid. It is therefore your duty consult your employees as soon as you become aware that the possibility exists that you may not be paying them bonuses or may be paying them a reduced bonus payment or that no bonuses will be paid. The employee has the right to be heard before the decision is made and communicated.

 

It not a good move to attach a letter to their December payslips informing them that bonuses were not paid this year or remain silent on the matter in the hopes that your employees will cool off over December and wont broach the subject in the new year.

 

If you intend not to pay bonuses, I do hope the CEO hasn’t taken his annual “Bali retreat” this year… that should ensure a disengaged workforce.

 

Mid- year financials should provide you with a good indication of profitability which may prevent you from paying bonuses at year end.

 

Always keep the lines of communication open. It doesn’t have to be a problem, unless you make it one. 

 

Natalie Leach- CHRP

 

Employee Recognition through feedback

Hi 5 People data app !0 % off forever

Are your employees satisfied in their jobs? I get that motivation starts with the-self.

 

Are you recognizing their hard work, are you measuring and reviewing their performance and rewarding them well for their commitment and hard work or are you ignorantly steam-rolling your employees and dumping copious amounts of work on them leaving them to work around the clock to complete the tasks without positive feedback and appropriate recognition? Is this sustainable?

 

The simple answer – IT IS NOT.

 

The employee will burn out and exit your business early. Surveys carried out by SHRM indicate that 86% of HR professionals report that peer-to-peer feedback included in performance reviews has proved to have had a major positive impact on the performance of their organisations and employee morale leading to retaining your star talent.
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If you are looking for a platform to help with company culture and employee engagement, Check out Hi5, a simple app that enables you to measure engagement and give valuable recognition:
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https://www.get5.io/?via=natalie

Natalie Leach, CHRP

Shifting your focus to the HUMAN experience

Hands-on HR Collab

 

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What can you do to lead the future of the “Human experience” in your business?
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Firstly, If you haven’t already accepted that AI and Robotic Process Automation (RPA) -(which may sound complex), but essentially this is the term for technology used to mimic human behavior. These being here to stay, so get with the program. Technology is helping reduce, repetitive actions that bog down HR and employees.
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Secondly you need to keep an eye out for any employee touch-points on the employee journey (which starts from on-boarding to off-boarding) that are complicated and messy. The result? HR is free to focus on strategies that support engaged and productive employees, who in turn can better focus on making an impact on the business and their career.
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Employee engagement and the human experience are not interchangeable terms. The Human experience influences engagement. If employees have a great experience at work because of the culture, technology or physical space, they are much more likely to be engaged. But, if they have a bad experience, even if they like the work they do, it becomes much harder for them to stay motivated and work hard.

Of course, some individuals are less engaged by nature or due to external factors outside the company’s control, but focusing on the HUMAN experience can help mitigate the impact.
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Chat to @handsonhumanresources ,we partner with SME’s in developing and implementing the process to improve your HUMAN experience.

10 Items to add to your HR Spring Clean Schedule

10 things article

 

 

 

Can you feel it? Spring is just around the corner. On Saturday I grabbed the opportunity as many Capetonians did, to get down to the beach to lap up some Winter, nearly Spring Sun, and dived into my book (I just can’t seem to finish) baking those extra winter calories… hoping they might magically melt away somehow…ha, ha, wishful thinking I know, but hey, how boring would life be without a smidgen of hope….right?

 

Now that the season of new beginnings and fresh starts is on its way, why not schedule in some time with your “Think Tank Team” to prioritize the tasks you are not getting to because you simply are too consumed with the day to day HR and payroll challenges, monthly reporting, and running from meeting to meeting.

 

Suggested items to add to your HR Spring Clean list:

 

1.       Review Policies and Procedures

 

Are your policies in your employee handbook up-to-date and compliant with the labor law amendments? Review your standard operating procedures to ensure they are up to date with HOW you are actually do things.

 

2.       Job Descriptions and Specifications

 

Interview employees to determine if their JD’s require updating and re-write them if needed. The same goes for your Job Specs, making your life so much easier when the recruitment requisition arrives in your inbox and you need to advertise ASAP.

 

3.       Rewards and Recognition

 

Plan your “Coffee with the CEO” program, schedule “Star employee” awards, incentive scheme reviews, any other initiatives to celebrate your wins.

 

4.        Review your employment contract types

 

Are your contracts in line with the latest labour law updates? Do the various types of contracts templates include accurate terms and conditions, preventing any future potential liabilities?

 

5.        Workforce Planning

 

 NOW is a good time to forecast future talent requirements and creating talent action plans.

 

6.      Benefit Audit

 

Assess your benefits offered, January will be here before you know it and Medical Aids will need your plan selections. If you haven’t done so already, the new amendment to the Pension Funds Act was put in force earlier this year.  Are there specific benefits you could consider offering your employees to improve engagement and retention?

 

7.       Employee file audit

 

Usually, once your new starter has signed on, documents are completed, captured on your HRIS  and  filed, never to be looked at again. You may still be waiting on documentation, check and follow up. You don’t want findings from your auditors or inspectors for non-compliance, or be faced with benefit claims which are held back due to missing signatures on beneficiary forms in the event of an  employee’s death.

 

8.      HR Audit

 

You may be unsure of your HR obligations, we provide HR auditing services and can put you on the right track to ensure you have your checked all HR boxes.

 

9.      Give your employees a voice

 

Employee surveys are so under-utilized, they are a great tool to identify what you are doing WELL and which areas require improvement. Surveys are an excellent first step to changing the culture in an organisation.

 

10.   File and Purge

 

Its time to file those forms on the “filing” pile. Purge those zillions of marketing pamphlets, the poor trees…! Get organized with your labeling of files, make sure that your filing is in order so that anyone can find a document should you be away for any reason

 

CALL US to partner with you on your TASK team to getting things done! We are available for onsite HR Audits and remote HR support.

 Natalie Leach, CHRP

Celebrating the feminine

lI article image-womens day 2019

 

As I reach over to the bedside table to press the dismiss button on my smartphone alarm, I think, “just another 5 minutes”, instead, I CHOOSE the thought, “5-4-3-2-1-GO!” #the5secondrule by Mel Robbins, which is so simple and yet so effective! I sit up in bed, light a candle, meditate, harmonize heart and mind, setting the tone for my best day ahead.

Women, womanhood, femininity, a quality, an essence which is enduring and timeless, it’s inherent nature is magical and holds everything together.

 

Sure we have flaws, we crumble, we crack, we freak out, as I write these words it reminds me of how my son and husband drive me to lose my S***T because of their inability to assist me with managing our home, despite the fact that they are treated like absolute Kings…almost always.

 

Can you relate?

 

Yip, sure you can, I know I’m not alone with this frustration! I too have those days where I open that bottle of red wine with the intention of drinking a half a glass to take the edge off after a stressful day, whilst preparing dinner. I won’t lie, one glass may have lead to a few more glasses which required me to blast the speakers with my favorite tunes and let loose!

 

You know I love a lounge disco, it’s readily available, requires no dressing up, there’s no one to pass judgment, I have full control of the media player and well, I have the choice to dance starkers too!

 

I gently lift my sore head off the pillow, pour a cup of lemon water and start my NEW day.

Tackling those daily tasks with LOVE and with SPEED, doing the school run, moving my body, corresponding to e-mails, coaching and consulting clients, completing HR projects, designing adverts for my INSTA, FACEBOOK, LINKED IN, TWITTER, and GOOGLE posts.

 

Of course, I want to take full advantage of the free marketing we get from the social media platforms, so I have had to research the “HOW TO’s”, and spent hours developing a content media strategy and having loads of fun playing on Adobe Illustrator!

 

Reflecting on my personal and business progress, setting new goals, planning my week, my business content plan to be shared, and scheduling my daily and monthly tasks into my diary for the week ahead are essential activities I need to do consistently to stay on track.

Scheduled into my diary too, “Search for new recipes”. While we were in the store isles to grab a few groceries the other day my son was complaining that he has lost complete interest in eating because my cooking is so boring and not flavorful enough! My attempt to ensure he is fed nutritious, healthy meals appears to not have been very well received, “BAD Mother!” I thought, “You deserve a slap on the wrist!” Just proves that because he is a teen doesn’t mean that I have stopped beating myself up for “Not doing the best I can for him”.

 

Taking our spoilt furry Basett Hound kids to the vet for their Paw-dicure is a funny story I have to share. So, I manage to get the Basett’s into the vets rooms and our younger male “Oliver” literally starts to S**t himself as the vet approaches him to pick him up and take him through to the rooms… can you deal?

Of course, he needed to be sedated to get his nails trimmed and the bill was 4 times more then what it should have been… Why I am even batting an eyelid about how this panned out is beyond me? There has never been anything simple or normal about our animals or our household for that matter…. So my productive day I had planned didn’t quite pan out as planned.

 

The Basett’s require exercise which seems to be solely my responsibility, grooming them, prepping their bone broth for their healthy meals, prepping our green juice and overnight oat jars too so I get to sail through my to-do list with ease and grace.

 

Allocating funds to those self-care rituals, the highlighting and dying of those grey’s, plucking or tinting the brows, bikini and lip waxes, let alone taking the time to sit in the salon whilst my mind is racing about what I still need to get through before I can have 30 mins to relax in whichever way works for me at the time.

 

After many decades I have learned that Self-care rituals are in fact not an act of vanity but energizing and empowering myself to be the best version of myself on my pursuit to LIVING my best life. By embracing these rituals I have learned to look forward to them and believe that it is my divine right and in order to give love to those close to me and to serve others, these are non-negotiable’s.

 

After evening dishes and meal prep for the next day I get to unwind and read a couple of pages of my self-help paperback, Oh’ Yes, and lastly the most important task, 5 mins before I slip into my sleep state, I affirm my “I AM” statements learned from, Dr. Wayne Dyer, “ I AM ABUNDANCE”, “I AM PEACE”, “I AM GORGEOUS” and any others I feel I need.

I hear some of you responding with “ What a load of WOO WOO”!

 

Why not GIVE IT GO? What have you got to lose?

 

You can only gain a POSITIVE MINDSET. 

 

Unfortunately, the reality is that we are all a little broken and have reinforced the “I AM NOT” statements, such as, “I AM NOT INTELLIGENT ENOUGH”, “I AM NOT GOOD ENOUGH” for a lifetime, so it will take time to unlearn.

 

I am sure many of you fulfilling feminine roles may relate to this snippet or maybe enduring TOUGHER circumstances, have LONGER TO DO Lists to get through on a daily basis, maybe raising larger families single-handedly whilst working in a professional career.

Nurturing, self-giving, vulnerability, and sensitivity– the very attributes of femininity to go under fire——can actually be our greatest STRENGTHS.

In HONOUR of celebrating the ESSENCE that represents, kindness, bravery, will, passion, grace, and light-hearted-ness.

“ I SALUTE YOU!”

 

Natalie Leach- CHRP

 

Are you playing your people to their strengths?

lI article-strengths-michael-nunes-kd

Often employees find themselves stuck, unfulfilled in their roles and are merely functioning on autopilot. Their only motivation to present themselves at work every day is to collect that monthly paycheck, they live for weekends and absolutely dread a Monday morning, spending Sunday nights filled with anxiety about the idea that they need to face another day in a role which is sapping them of any last drop of inspiration they may have left.

For some this may lead to a state of depression, reaching for medication to cope with this draining job they need to face every day, and may even lead to the employee developing chronic illness and exiting the business due to incapacity or dismissal for poor performance.

 

Are you willing to prevent this scenario from playing out?

A Gallup analysis reveals that people who use their strengths every day are three times more likely to report having an excellent quality of life, six times more likely to be engaged at work, 8% more productive and 15% less likely to quit their jobs.

 

Realizing your employees’ strengths and developing a strengths-based culture will contribute to strategic human capital and succession planning and ultimately engaging with happy people on a daily basis and achieving your business targets.

 

Remaining curious about what makes people tick is a winning perspective to adopt in setting your business and humans up for SUCCESS. Get serious about investing in their development and retaining your talent in your business by adopting the “we play our people to their strengths” attitude.

 

@Hands-on Human Resources we offer strengths assessments, coaching, and mentorship programs to empower and grow your talent and utilize them in positions where they will feel valued and impact your business positively.

 

Natalie Leach- CHRP

 

Is your HR Content up to scratch?

HR Content writing
 
 
One of your Line managers storm into your office to inform you that Joe resigned two weeks ago and forgot to let you know. So, the employee has already worked half of the notice period leaving you with two weeks to recruit and successfully place a suitable candidate.The job description on the drive is five years old, you are under pressure to advertise the position with no time to dot the “I”’s and cross off the “T”’s as your brief is to have a new employee placed within two weeks, so you give it a brief screen read, post it and hope for the best.
 
Sound familiar? 
 
If there are errors in the job specification advertised it impacts negatively on your corporate identity and you possibly may be attracting the wrong talent. The advert needs to be written in a meaningful way for you to achieve the desired results.  As an SME you may have the luxury of an in-house HR practitioner who would probably represent the PR and marketing functions or in the absence of an in-house HR function we often experience that the FM is burdened with taking on HR/PR responsibilities leaving HR to double up as the face and voice of the business.
 
A press release needs to be typed up quickly while you trying to chase after an employee who is has been AWOP for 5 days, and you are under pressure to draft and issue the notification to attend a disciplinary enquiry.
 
Employment law updates have been gazetted and your policies need reviewing NOW.
 
I’m sure you get the message. 
 
If your organisation has the luxury of a Marketing Department WE can bridge the gap between HR leaders and your marketing department as we will be an extension of your HR function and support your team. Eliminating breakdowns between what the marketing team puts out there and what the HR team requires to be conveyed applying the necessary HR and legal jargon.
 
Or you may publish HR content and run short of hands.
 
Who better to call?
 
We have a seasoned talented team with hands-on HR working experience, content writing and graphic design skills to create appealing content for you.
 
 
CONNECT so we can ensure that you are projecting the positive corporate culture to attract your desired talent and clientele.
 
Are you excited about this task been struck off your “to do” list?
 
WE SURE ARE!
 
Call us so we can GET STUCK IN and start writing!
 

Natalie Leach- CHRP

6 Steps to integrating wellness in your workplace

We know how busy you are!

And we also appreciate how motivated you are to make positive changes in your organisation. To create a culture that allows your employees to THRIVE can be achieved with innovative, engaging and collaborative wellness initiatives. 

To get you inspired here are 6 steps to empower you to integrate wellness into your workplace. Connect with Hands-on Human Resources to partner with you in developing your tailored wellness program to suit your unique workplace.

Natalie Leach- CHRP

Is your workplace broken?

shattered organisation

Mergers or acquisition integrations can result in “Broken Workplaces” with business owners or HR heads striving to bring the business units together smoothly, standardising and streamlining corporate activities, aligning people strategically to achieve desired outcomes, and ensuring integration synergies are delivered timeously can become a monster to execute.

The Human Cost of change and disruption is often overlooked resulting in the broken effect.

Don’t lose sight of the HOW things work element (business processes and systems; capabilities, mindsets, and people behaviours). Standard Operating Procedures and Policies need to be strategized and formulated to eliminate any potential confusion around the processes.

Hands-on HR can smoothe over your transition and speed up the integration process by formulating your Policies and Processes for your implementation.

Natalie Leach- CHRP