Employee Recognition

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The Fall season has officially begun, and that means the holiday season is on the horizon. With the hustle and bustle of seasonal events, this is a prime opportunity for company leadership to show their gratitude for their employees who work diligently to help the company achieve its goals.  Inflation and other rising costs make it more challenging to effectively show gratitude through financial means. But there are other opportunities for employee recognition! While employees appreciate financial rewards, monetary gifts are not the only way for company leadership to show gratitude.  Depending on the financial status of an organization, consider tokens of appreciation in addition or in lieu of financial rewards. Here are ten no-cost or low-cost employee appreciation methods to consider:

 

Time is of the Essence 

 

The holiday season brings a myriad of extra outside events that employees seek time to attend. Whether it is for travel, attending concerts or parties, watching school events or simply extra time to decompress from the season’s faster pace, allowing employees additional time off during the holiday season is a strong show of employee recognition. It is a win-win for the employee and the company as employees appreciate the extra time, and companies gain more satisfied employees.  Consider giving the day off before and/or after travel or holidays.  Allow the employee to choose a designated day(s) off of their choice.  Communicate this gift early so employees can give adequate notice of when they want to use the extra time off so companies can plan accordingly. 

 

Be Flexible with Flexible Scheduling

 

Flexibility in scheduling is a welcome gift to employees.  Allow employees to take a longer lunch to volunteer or get errands and appointments completed. Adjust morning arrival or evening departure times so employees can get extra time for themselves. For those employees who are not remote, provide the opportunity, if feasible, for them to work at home or at a different location. With the multitude of ways to keep in contact with employees, work location is not an insurmountable challenge for employees to maintain productivity.  Shifting work times to accommodate employees’ personal schedules promotes a work-life balance and goes a long way in employee recognition.    

 

I am Thankful for You

 

Too often, employees are unaware of or doubt their contributions and worth within a company.  These feelings often lead to employees exploring new employment opportunities. Reduce the chance of employees seeking new environments by simply showing some employee recognition.  Communicate appreciation of employees publicly and privately.  While email and text are quick ways to communicate, giving a person a card with a handwritten thank you message is meaningful. Highlight special attributes and contributions each employee has made to show how each employee is an integral part of the team puzzle. Consider including stickers with motivational quotes and/or the company’s mission for use on devices as a visual reminder.   

 

Keep Your Head in the Word Clouds

 

Take a different spin on number three by listing positive characteristics about teammates in a word cloud.  There are a variety of free online websites that allow the user to create a word cloud full of positive, descriptive words about a person.  For each teammate, print the word cloud on high quality cardstock or canvas, and give that to them.  It is a positive reminder that all of us have worth and value to others. 

 

Be Charitable

 

Benevolence is a quality to admire. Many individuals would prefer not to receive a gift themselves but have an employer’s act of kindness be given elsewhere. With this in mind, leadership should consider making a charitable donation to a cause in honor of the employee.  By helping others, we often help ourselves.

 

Make It a Meal

 

Getting the team together can be difficult. As a thank you to employees, cater lunch onsite. Try local venues or different cuisines. Employees save money and time by not going out to eat or preparing a lunch the night before to bring the next day.  Catered meals allow different shifts to eat at their times, and more importantly, it gives employees a chance to socialize with each other and strengthen relationships.  Include remote employees through video conferencing and provide a stipend so they can get lunch provided by the company.  

 

Get Your Swag On

 

One of the best ways to show company spirit is to demonstrate company pride through swag.  Wearing logoed attire or using logoed beverage bottles and cups visibly promote a company. Shirts and jackets, water bottles, and phone chargers are popular gifts, but make sure the swag item is something employees value.  Consider sending a survey to employees to acquire ideas of what they really want, and use those results when ordering. 

 

And the Theme Is…?

 

Generate fun in the office and remote environments with a thematic concept.  Have theme days like “Motivation Monday” where employees can share positive comments, experiences and examples within the work environment. Consider food theme days like “Taco Tuesday” and bring a taco bar onsite for employees’ lunches.  Set up a beverage bar where employees can help themselves to coffee, tea, and hot chocolate. For remote employees, include them by providing a stipend so they can buy something related to that theme. Decorate the work environment with a particular theme…sports, beach, college, etc., and motivate remote employees to do the same. These little things go a long way in employee recognition. Empower employees by seeking their voices in what they would like to see. Encourage, but do not require, participation.  Fun disappears when employees are required to do events they do not feel comfortable participating in.   

 

Vol nteer – What’s Missing? U!

 

Do good for your local community.  Find a cause in the community that needs support, and give that cause a gift of volunteer time. Have a toy drive to collect new toys and books for kids during the holiday season. Go shopping together to pick out toys and books with money donated.  Host a food drive and help sort items at the pantry. Mentor students. No matter the cause selected locally, offer time for remote employees to volunteer with an organization of their interest. 

 

Game Days

 

Need a break for an hour during the workday?  Host a trivia contest or have a board game marathon. Prizes, such as company swag and gift cards are possibilities, but consider certificates or a “workplace trophy” that can be passed among employees.  Remote employees who win these events can be publicly acknowledged and still receive congratulatory tokens. Never underestimate the title of “Trivia Champion” and its importance to some employees.  

Conclusion

Take these ideas, and adapt them for your work culture. employee recognition is not something to be glossed over. Ensure that rewards are applicable for onsite and remote workers.  If employees are accustomed to financial rewards but are not going to receive them this year due to financial constraints, communicate that early so employees are not counting on a holiday bonus.  No matter the gift, it is important for leadership to express gratitude for employees not just during the holiday season but throughout the year. When employees feel appreciated and valued, this leads to increased employee loyalty and retention. Expressing genuine appreciation and gratitude boosts the creation and continuance of a positive work culture making the company a preferred place to work in the eyes of current and potential employees.

Supporting Employees with Seasonal Affective Disorder

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As summer ends and evolves into fall then winter, daylight hours dissipate and darkness becomes plentiful during the day. Many employees leave for work in the dark and arrive home when it is nearly or fully dark. For some people, this reduction in natural light from the change in seasons can trigger a health condition called Seasonal Affective Disorder (SAD), also known as seasonal depression.  Serotonin, a hormone that is key to regulating one’s moods and body functions, tends to drop in the fall and winter months while Melatonin, the hormone responsible for sleep, tends to increase with darkness. These hormonal shifts can change the way a person feels and functions. Sunlight is a natural resource for the body’s creation of Vitamin D; when sunlight is reduced, Vitamin D is reduced.  When a person’s Vitamin D level is below the norm, it can result in the person feeling overly tired, irritable and sluggish. These changes in body chemistry can affect individuals physically and mentally. As with physical health, mental health is crucial to employees’ performance and productivity. Changes in an employee’s productivity, triggered by Seasonal Affective Disorder, should not yield reprimands and penalties for a bona fide health condition. In order not to lose valuable talent, companies must learn and implement ways to effectively support employees with Seasonal Affective Disorder.  

Seasonal Affective Disorder

According to the American Psychiatric Association, Seasonal Affective Disorder affects approximately 5% of adults in the United States and typically lasts approximately 40% of the year.  People who live further away from the equator are more likely to be affected with SAD.  Women are four times more likely to be affected by SAD, and individuals who suffer from other diagnosed mental health conditions have a higher likelihood of SAD occurring. People with SAD can display a variety of characteristics such as irritability, lack of energy, difficulty concentrating, weight gain or loss, lack of motivation, trouble handling stress, inability to meet deadlines, and oversleeping. These factors can lead to decreased productivity and increases in tardiness and absenteeism.

Severity of Season Affective Disorder

SAD is classified as a medical condition as “major depressive disorder with seasonal pattern” in the Diagnostic and Statistical Manual of Mental Disorders (DSM-5-TR).  The intensity of Seasonal Affective Disorder varies among those who have the condition. Not all employees will need multiple supports to combat SAD effects at work. 

Communication between leadership and the employee is crucial. This way you can determine what accommodations will positively impact the employee’s performance and meet legal guidelines in relation to the effects of SAD on the employee.  The first and most important step is to establish a work environment supportive of mental health all year round. Listen and understand the employee’s needs. Explore accommodations that can support those suffering with SAD such as the following:

 

  • Host info sessions led by wellness practitioners so employees can acquire a better understanding of SAD and how to support those affected by it.  Conduct training sessions focused on stress and time management. Knowing how to manage one’s stress and time are key to success not just in darker months but throughout the year. 
  • Provide adequate indoor lighting to ensure beneficial brightness. While energy efficiency is encouraged, LED lighting can provide essential brightness to boost employee productivity while being cost effective. Explore the use of light lamps / light boxes in work areas to offset the reduction in light.
  • Encourage the use of the company’s Employee Assistance Program (EAP). If your company does not provide an EAP, encourage the use of mental health resources within the company’s benefit plan. If there are no formal mental health supports included within the company’s benefits, start working to include mental health benefits to employees and their dependents. Communicate information on benefits, local mental health resources and 988 Suicide and Crisis Line in your company’s onboarding platform and intranet. 
  • Take 15 minutes for a walk outside as a group or individually. Taking additional frequent breaks and/or taking a longer lunch to get outside more might seem counterproductive, but research shows that those additional outdoor breaks result in increased employee productivity.
  • Rally the employees to get together for an activity. Motivate employees to use the onsite fitness center, if available. If there is not an onsite fitness area, provide incentives for employees to use a private workout facility or home equipment.  Create a team for competitive and non-competitive sports. Pickleball, volleyball, basketball, running, yoga, etc…there are a variety of activities to explore for all skill levels.
  • For those with physical limitations or for those who prefer an alternative to team sports, connect with other employees on topics of interest. Get together with coworkers for a book club, trivia, card or word game events to challenge oneself cognitively while socializing. Having an evening or lunch event can connect onsite and remote employees together. 
  • Suggest the use of PTO during darker, colder seasons so employees can travel to warmer, light-plentiful regions.

Logistics

Logistics play a powerful role for those affected with Seasonal Affective Disorder. Examine the workspace layout carefully. What can be changed to provide employees with extra natural light?  Stand up, floating desks allow mobility to move to work in more lighted areas during the day. Working outside is a viable option for some people. Companies should keep flexible work arrangements in the forefront. Working remotely in sunny areas or at home can help. If the employee can effectively complete tasks at alternative hours in the morning and evening, consider flexing their work time so they can have additional non-work time during sunlight hours. For more ideas to accommodate employees with SAD, visit the Job Assistance Network (JAN) which is coordinated by the US Office of Disability Employment Policy (ODEP).

Preventing Seasonal Affective Disorder

Since SAD tends to be a recurring condition, prevention strategies can reduce the symptoms.  Before the days become predominantly darker, encourage individuals to start exercising more, capture more natural light as long as possible, and use light therapy at home earlier.  Listening with compassion and understanding is the first thing that HR and managers should do to help employees struggling with Season Affective Disorder. By listening, not hearing but listening, to an employee’s concerns and challenges, leadership and the employee can craft viable solutions. Strategies to help those with SAD offer opportunities for team cohesiveness. HR and managers are tasked with setting expectations for teams within the organization. When leadership supports  employees affected by SAD, they display a commitment to the success of the team as a whole. 

Adapting Your DEI Efforts for the Fall Season

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Results from a 2023 Pew Research survey show that approximately 56% of working Americans support diversity, equity and inclusion (DEI) initiatives in the work environment. DEI promotes problem solving through different perspectives, employee and consumer loyalty, and boosts overall profits. When DEI components are integrated into the work environment, it offers opportunities for co-workers to learn more about the various cultures and traditions that are integral parts of employees’ lives. When employees have a better understanding of each others’ values and cultural upbringing, it can mold the work environment into a more cohesive, team-centered union.  With the fall season upon us, here are some ways to incorporate holidays and cultural events into your DEI initiatives. 

DEI Holiday Planning

While there are 11 federal holidays that affect business operations, there are many other holidays that impact employees. States and the District of Columbia can recognize their own holidays in addition to the 11 federal holidays. For companies who have employees in different states, keep in mind to find ways to communicate and promote holidays recognized in areas where your company operates. Knowing what holidays and events are part of your employees’ way-of-life is the first step. Managers and Human Resources professionals should take note of new and existing employees’ preferences. Surveys can be a quick way to collect info. 

Collect data securely in your company’s onboarding platform. Create a shared calendar with key holidays, events, and festivals.  Post this information on the company’s intranet, social media channels and corporate site as a way to visibly show the company’s commitment to diversity and inclusion. In company newsletters, describe the seasonal event with a brief overview of the history of the holiday, its significance, where and how it is typically celebrated, and include ways for employees within the company to celebrate the event in the work and home environments. When co-workers have a better understanding of what is important to their colleagues and how certain beliefs and traditions impact their lives, cultural sensitivity and appreciation increases.    

DEI Holiday Information

Religious celebrations are plentiful during the fall season through the remainder of the calendar year. Consider offering informative overview sessions of religions and cultural events that directly impact your company’s work population. Communicate information in a way that does not put an employee(s) or group in an uncomfortable spotlight or displayed as a token. Some employees are familiar with names of different religions but not necessarily the key details and characteristics.  Break stereotypes and inform employees by sharing factual information about diverse cultures that complement the company.  Be cognizant of employees’ cultural and religious obligations. During times of religious observances, check in with employees to see if there are any resources that can assist their work performance.  Support employees who fast during religious holidays, such as Ramadan. Bringing food to meetings when employees are fasting can be insensitive. Schedule meetings that do not overlap with formal prayer times.  

Inclusion in the Workplace

If your company hosts pitch-in lunches, set them with an international flair. Ask employees who want to participate to consider making one of their culture’s dishes for the event and have them list the ingredients of the dish for those with dietary restrictions. Employees can try new foods and learn about their teammates’ heritages at the same time. If pitch-ins are not your company’s choice, consider catering a meal from a local restaurant specializing in that culture’s food. When doing pitch-ins and catered meals at work, ensure the menu has ample meatless, kosher and halal options. Some employees are vegan or vegetarian by choice while others are for religious reasons. When employees need food with or without certain ingredients or prepared according to specific guidelines, this should not be perceived or communicated as an inconvenience.

Benefits of Workday Events

Having events during the workday provides employees the convenience to socialize while being more inclusive. Childcare expenses are costly so having work celebrations during the day saves employees money by not having to find childcare for post-work events. Candidly, some employees do not want to meet outside working hours for events.  If your company hosts events after-hours, keep in mind the logistics of the venue. Select a venue that is accessible for those with physical limitations or breastfeeding needs. Make sure the venue is reachable by public transportation or by bike for employees who do not have cars. Skip including alcohol or cash bars at work events to mitigate potential behavioral issues while supporting those who do not drink by choice or are in recovery. 

DEI is Personal

What is important, culturally and religiously to one employee, will vary.  While companies adhere to federal holidays, Human Resources and leadership should be aware of other holidays and events that impact employees. Offer flexible time off options for employees to celebrate days that are important to them. Some companies offer flexible public holidays where employees who do not celebrate certain events work on those days and take time off for those events that they do celebrate. This concept supports diverse beliefs while maintaining coverage at work while those who do celebrate certain events can partake. When decorating the work environment, keep inclusivity in the forefront and include symbols and decorations that represent your team’s cultures. When decorating with holiday symbols, include information about the event(s) represented. 

 

Because everyone celebrates different holidays in different ways, employees and leadership should be cognizant of what questions and comments they make in the work environment.  Not everyone can afford a plethora of gifts for family members and friends nor do they want to give exorbitant gifts even if they can afford them.  Asking teammates if they have started or finished holiday shopping can add pressure to employees who might be struggling financially. 

Holiday Blues

One additional aspect to keep in mind is that the holiday season does not bring joy to everyone. Employees can struggle with loss, sadness and trauma during these times. Reiterate your company’s commitment to mental health. Remind employees that help is accessible through the company’s Employee Assistance Program (EAP) and other professional resources. Share 988, the suicide prevention phone number, with employees and encourage them to call if they or someone they know is considering suicide.  Have a list of crisis hotlines and websites accessible to employees. As with physical health, mental health is equally essential. Openly communicate the importance of both and reduce any stigmas related to mental health. 

Other Items to Consider

Leadership must remember one aspect of event planning.  Making events mandatory can take the fun out of them.  Encourage employees to participate, but do not require them to do so.  Eliminate any potential retaliation scenarios if employees choose not to participate. Employees and leadership should be cognizant that not everyone will celebrate the same way as they do. Diversity drives productivity; McKinsey found companies with ethnic diversity outperform less diverse companies by 36%.  With open communication and positive attitudes to learn more about the cultures of those by one’s side, enlightenment, understanding and acceptance will increase along with employee satisfaction.  When a company shows a bonafide commitment to what is important to their employees, the rewards are plentiful.

Corporate Social Responsibility in the Fall

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Leadership teams inside an organization understand that building a quality product and/or delivering an exemplary service experience are not enough to be competitive in today’s global market.  Wise leaders know that consumers and employees seek more fulfillment and want to know that their time and money go to companies who contribute to the betterment of society. The intrinsic need of humans to want to help others has been heightened by tumultuous world events over the past years and has become a catalyst for change resulting in the evolution of Corporate Social Responsibility (CSR) initiatives. 

Companies are recognizing the demand to give consumers and employees what they want – goods and services which meet their needs while knowing that the company is making efforts to improve society in some facet. CSR initiatives vary among companies, but they all have one goal in mind which is making a positive impact on the local and greater communities of their consumers and teams. Human Resources professionals are often tasked with crafting and deploying CSR initiatives so here are some initiatives that organizations of all sizes can seek to implement.

 

Community Service Projects and Charitable Giving

 

Survey your team to find out what CSR initiatives are near and dear to their hearts. Use their feedback to craft regular opportunities to give back to the community. Getting employee teams together to participate in community service opportunities gives everyone a chance to get to know each other outside of the work environment.  Provide opportunities to do events during the work day to increase participation, alleviate child care concerns and reduce travel expenses for employees. Don’t forget to include remote workers in the company’s corporate social responsibility efforts.  Just because an employee might reside in a different zip code or country does not mean there are no service opportunities wherever they reside.  Provide remote workers time to contribute to their local communities, and share their efforts with their company teams. 

 

Charitable giving provides a more streamlined approach to direct assistance.  While community service projects and charitable giving initiatives are often intertwined, both opportunities provide a way to actively and passively contribute to those in need. Look at options to make corporate social responsibility initiatives available to consumers. Hosting community service projects that are open to the public is a way for citizens to learn about your organization, promote your company branding, and potentially lead to finding future talent.    

Corporate Social Responsibility Ideas

  • Habitat for Humanity is well known for its role in assisting individuals to secure housing. Habitat for Humanity is dependent on volunteers in its effort. Don’t let the fear of not being mechanical or not knowing how to wield a hammer properly deter members of your organization from participating. Skills can be learned and having an eager, positive attitude to help others can offset technical learning curves.
  • Schools seek volunteers to support students and staff. If your organization has employees with school age children, encourage staff to participate in school volunteer activities during the workday. Consider coaching a sport or lead a school club. Donate books to the school library and classrooms.
  • Before school starts, do a “backpack attack” to collect backpacks and school supplies for students. In December before many schools go on Winter break, reach out to schools to determine which supplies (pencils, dry erase markers, allergen friendly snacks, jackets, etc.) are essential to start the Spring semester. Acquire those items, or collect money to donate for school causes.  
  • Many cities and counties have animal shelters who seek volunteers.  Dog walking, pet nurturing, supply collection, and promotional support are crucial for these facilities. Research shows that interacting with animals reduces cortisol in humans resulting in less stress and lower blood pressure so both humans and animals benefit. 
  • In many areas, blood is in critical shortage. Some blood collection facilities have mobile collection vehicles so schedule a time for the collection facility to arrive onsite so employees, and the public, can conveniently donate. 
  • Adopt an elder. Some residents in long-term and memory care facilities do not have local relatives to assist. Reach out to these facilities to find out what items their residents need and provide those items. Spend time visiting with the residents, and listen to their stories. Not only will employees learn more about the past, they will learn more about themselves too. 
  • All year, but in particular at Thanksgiving time and winter months, there is a need to aid food insecure individuals. Host a food drive within your company to collect essential food and toiletries for those in need.  Deliver collected items to a local food pantry, and assist in sorting and distributing the goods. 
  • Mentor youth. Various nonprofits exist to provide mentorship to at-risk, minority and low-income youth. Discuss education and career goals.  Simply listen to what the youth has to say.  For some kids, having one person who cares can light a spark to ignite their goals. Working with today’s youth strengthens the future for all of us. 

 

Environmental

 

We have one world in which we live together so we must care for it.  Respect for the environment is crucial to sustainability. Speak with local government and school representatives to determine areas of highest necessity. Planning initiatives that connect others while improving the environment provides employees with tangible opportunities to see their efforts grow.

Environmental Ideas

  • In the midst of urbanization, there is still a dire necessity for greenery. Identify opportunities to plant more trees and pollinator plants to attract more bees, birds and butterflies. As trees grow, they reduce carbon dioxide emissions reducing our carbon footprint. 
  • Test your green thumbs by growing food in a community garden that can be given to those in need. 
  • Help parks and playgrounds stay clean and safe by picking up litter. Donations can be given towards the purchase of new playground equipment and supplies.
  • Work with your local government to schedule community litter pick up days to broadly promote the effort and recruit involvement. If your organization wants to conduct smaller scale events, set aside one day a month (or time frame of your choice) to pick up litter at a chosen location. Rotate between parks and the areas around your company’s location(s). 
  • Look internally within the organization. What type of recycling initiatives can be implemented? Paper and plastic are two materials that can be recycled.  Seek ways to scale down the use of them. Offer reusable options and provide recycle bins for plastic bottle use. Reducing the use of paper is not only environmentally friendly but a huge cost saver to businesses.  

Conclusion

The value of corporate social responsibility initiatives outweigh additional costs. Companies which invest in their local and global communities tend to have a more loyal customer base. They also have improved brand recognition which helps in the highly competitive talent acquisition realm. For employees, time away to volunteer can lead to heightened productivity. According to an AFLAC CSR study, 95% of employees report being more productive when they work for a company with a strong purpose.

CSR is good for the company’s profitability in another aspect as well. That same survey found that 77% of consumers are motivated to purchase from companies committed to making the world a better place. As part of your organization’s branding, show its commitment to aiding others. Include your organization’s CSR initiatives on your company website, social media platforms, and in job postings in your applicant tracking system (ATS).  Use your onboarding platform to communicate CSR importance and opportunities early with employees. By broadcasting CSR beliefs and initiatives often and in different formats, employees and consumers will receive the message and recognize that your company believes in making a positive difference.

Navigating the Holiday Planning Process

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Although it is still summer, many employees’ minds are starting to think of cooler days and winter holidays. Eleven holidays, many religious based, are in the month of December alone. As winter holidays rapidly approach, it often means an influx of employees requesting time off to celebrate or to use any last paid time off (PTO) before they lose it. The holiday season is not meant to cause additional stress within a company so planning ahead is crucial for HR professionals to prepare for holiday time off requests. Through clearly communicated policies and utilizing an organized process, employees can enjoy the holiday season without saying “Bah Humbug”! 

Holiday Planning Policies

As HR professionals know, there is a policy for everything, well most everything. Companies tend to do well with creating a PTO policy so one is “in place”, but not all policies are clearly defined leaving opaqueness instead of transparency around such a key benefit for employees. HR professionals, take a moment to review your company’s PTO policy. Are updates necessary? Does the PTO policy specifically include strategies to address PTO requests at busy holiday seasons? To alleviate confusion or potential claims of discrimination, ensure there are specific details and parameters regarding holiday leave clearly defined in the PTO policy housed within the company’s employee handbook. 

 

(Note to reader:  Red flag raised! If your company does not have a PTO policy included in the company’s employee handbook, add that as a priority item on your To Do list.  If there is no up-to-date employee handbook or policies formally communicated to your employees, drop everything and let ExactHire show you how you can do that electronically through your own onboarding site.)

Holiday Planning Communication

As soon as company holiday closure dates are confirmed within a company, announce those to employees so they can start planning their time off, if they choose to take an. Create a shared calendar accessible to employees so the team is aware of when employees are out of the office. This empowers employees to proactively plan for their time off needs and adjust time off requests, if necessary, to ensure adequate coverage so business can flow as usual. If a company opts to use blackout dates (dates that employees are not allowed to request off), communicate which dates are blacked out as early as possible, and explain why those dates are unavailable for PTO use so employees understand the rationale. A few key items are essential to address in a holiday leave policy:

Common Holiday Questions

  • Who is eligible to take paid time off during the holiday season? Are only full-time employees eligible for paid time off, or are part-time employees afforded paid time off as well? Can an employee take unpaid time off if needed?

  • Is there a limit of consecutive days that can be taken off by an employee? Setting a limit of consecutive days can mitigate the chance that other teammates might not get to take time off also or be tasked with providing ongoing, additional coverage to offset the employee’s extended absence.

  • Who approves holiday PTO requests? Who approves an employee’s holiday PTO request? Does the employee submit the request to their manager, human resources or another party? Specify the chain of command in the holiday policy in case an approver is out of the office. 

  • Is there a due date for PTO requests? While flexibility is essential in the work environment, having a solid due date of at least two to four weeks in advance for PTO requests is not uncommon, especially at peak vacation times. Knowing who will be in and out of the department helps managers plan for staffing needs with the goal of minimizing last minute employee shortages.  HR professionals and managers need to maintain a degree of flexibility though as it is possible that employees might have time off requests that occur outside the typical due date due to sudden family events or travel changes. When those requests occur, it is crucial to evaluate the impact of the time off on the company’s needs and how it can positively or negatively affect the employee if the time off request is approved or denied. If an employee habitually requests time off without adequate time for a department to prepare, that is something to address, but if an employee requests time off quickly but rarely, consider the request.  

  • If the same day(s) is requested, who gets first-dibs?  This can be a tough one so having a policy with the terms outlined will help.  Two main routes to solve this scenario are common, and the more effective route will vary with the culture and size of your organization.  One option is to let seniority rule which has its pros and cons.  It is a way to show appreciation for an employee’s work longevity.  On the other hand, some hard working but newer employees will lose the request to more tenured, and potentially less productive, employees. Another option is “first come, first served” where the first employee, regardless of seniority or performance, gets the time off. 

  • Are there benefits if an employee does not take vacation time during the holiday season?

     Some employees prefer to save their time off for other times of the year and are willing to help provide crucial coverage.  List any benefits or perks like extra pay, company swag, gift cards or food that employees will get if they provide extra help in staffing while other employees are out of the office. For those employees who do not get their time off granted, morale might plummet so find ways to boost motivation. As with employees who voluntarily choose not to take vacation time during the holiday season and provide coverage, grant similar perks to those employees who do not get all or part of their PTO requests fulfilled and are providing coverage as well. 

Start Planning Early

Summer is a great time for HR professionals and managers to send reminders to employees to start planning for their holiday time off needs. Instead of trying to maneuver and schedule time off during the hustle and bustle of the holiday season. Be aware that the EEOC has established guidelines on time off regarding religious accommodations for companies with 15+ employees to help companies mitigate risk of employee discrimination. Since ExactHire does not provide legal counsel, consult with your company’s legal team to confirm that the company’s PTO policy adheres to EEOC policies and supports a climate of diversity and company productivity. Effectively planning now for future holiday absences can help an organization run more smoothly where employees feel supported by leadership, and leadership feels confident in Its employees’ commitment to company goals.

Preparing for End-of-Year Performance Reviews: Best Practices

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Although it is technically still summer for a few more weeks, it is not too early for managers to shift their thoughts to the completion of crucial tasks. Employee end-of-the-year performance reviews fall in this category. End-of-the-year performance reviews are highly important feedback sessions for both the employee and manager in the quest to strengthen their working relationship to heighten individual and company growth and productivity.  These meetings are a type of strategizing session. If these meetings are held in an unorganized way however, the consequences outnumber the benefits. Preparing for end-of-the-year reviews takes careful thought and detailed analysis. Because December is such a hectic month with holidays, time off requests, and other important year-end duties, developing a plan now to complete these essential reviews will reduce stress later resulting in a more fruitful performance review session for those involved. 

Scheduling Performance Reviews

Before scheduling an employee’s end-of-the-year performance evaluation, establish the reasons why you and the employee are meeting. A meeting of this magnitude is more than a formality. It is a guided opportunity for open communication to identify strengths and areas for growth for both parties.  End-of-the-year performance reviews ultimately are a way to recap the employee’s annual performance and create goals for the upcoming year. When it comes time to communicate the need for the end-of-the-year review session, solidify the actual date of the review on the employee’s and your calendar. Managers should send a calendar invitation to each employee they are reviewing approximately 6-8 weeks before the end of the year to allow enough time for both the employee and manager to adequately prepare. 

Preparing for Performance Reviews

Preparation cannot be reiterated enough so give yourself an adequate amount of time to prepare. Blocking a dedicated, consistent amount of time on your weekly calendar to lay the groundwork for each employee’s session is essential.  Scheduling a regularly set time allows you to concentrate on preparing for that particular employee’s evaluation.  Do not rely on memory about what you want to discuss with each member of your team. Content that you want to discuss with each employee should be written down and used as your guide in the review session. In the HR world, keeping a written record of important meetings is a standard task, and a performance review session is no different. 

How to Prepare

During the manager’s blocked preparation time, there are several actions to complete. Review the employee’s job description. Is the employee completing the required portions of their role?  Is the employee doing what they need to do?  Identify areas of strength and weakness and reflect on those areas. Recall and list specific examples that demonstrate their strengths and weaknesses. Encourage employees to keep track of their accomplishments throughout the year. 

While managers are expected to be aware of their employees’ accomplishments and challenges, that does not always occur. When an employee assembles a comprehensive list of what they feel they have done well and what they could have improved upon, that adds more depth to the conversation between manager and employee. Encourage the employee to share the document prior to the meeting if they feel comfortable so you can expand upon their content. Another method of ensuring managers get timely and insightful perspectives about an employee’s performance is to collect 360 degree feedback. This gives a manager intuitive perceptions from an employee’s peers. As well as how the employee perceives themselves regarding the employee’s performance.

Conducting Performance Review

Be empathetic and positive in tone with the employee. Even for the most productive and satisfied employees, end-of-the-year reviews often create anxiety and undue stress. Communicate the event as a way to strategize for future professional growth. Instead of it being a do-or-die reflection of the year’s performance.  Evaluate the progress the employee has or has not made towards performance goals established at the beginning of the year.  End-of-the-year performance reviews should be highly data driven. Use data and facts as evidence when stating your perspectives and claims. Include specific examples of successes and list area(s) in which the employee should seek to improve.  If no goals were formally discussed and recorded at the beginning of the year, reflect on the employee’s performance for 2024 and take the time to set goals for 2025.   

Ask Questions

Ask questions to the employee. Examine what career paths the employee envisions themselves following.  Is this employee one that could be a future leader within the organization? Suggest opportunities for the employee to use specific skill sets that are being underutilized.  Discuss career progression opportunities and outline ways that the employee can advance within the company. While certain employees would make great managers, some employees simply do not want to take on advancement opportunities.  Ask probing questions in a kind manner as to why the employee might not want to pursue advancement opportunities. It is important to keep quality talent so if an employee does not want to take a management role, find other opportunities to keep the employee productive, content and engaged. A skilled employee with people skills can make a great internal mentor to new employees and for employees who need to refine their performance. 

 

Be prepared for financial discussions especially if raises are allocated during the end-of-the-year review.  Companies walk the tightrope of maintaining a competitive bottom line in profits while trying to provide a competitive compensation package. Communicate reasons to the employee why raises were the amount they were. Explain what needs to be accomplished to acquire raises at the next tier. If you sense the employee is discouraged about their compensation, ask the employee what they are seeking in pay and benefits. Do not promise what you cannot deliver. However you should be aware of their needs to see if there are ways to retain valuable talent before they seek to leave for the competitor. 

Finishing Performance Review

Before the review ends, ask the employee what support and resources the employee needs from you, the manager, so they can perform better. Would additional training help grow the employee?  There might be actions or lack of actions that the employee needs you to improve upon that you did not realize impacted the team. Before concluding the review, confirm the employee’s understanding of the conversation. Ask the employee their thoughts and what stood out the most to them from the review.  Recap action items for the employee and for yourself before closing the meeting. Send an email after so you have the plan in writing. Do not end the meeting without having a mutual understanding of the employee’s strengths, areas for growth and goal plans for the next year in place. 

Conclusion

The end-of-the-year review is not just about the employee, but it is about you, the manager, too. Clear communication eliminates many conflicts and provides a distinct path of action items that must occur.  Learning what actions, or even lack of actions, that you can do becomes a catalyst for self-improvement which benefits the whole team.  That candid feedback about your own performance can ignite change. This can help you be a better manager, performer and leader as well. Use the end-of-the-year performance review process to grow your team and yourself.

Remote Internships

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Internships offer a myriad of benefits, along with some unique challenges, to the students who complete them and for the companies who host them. Internships provide a practical way for students to acquire and refine knowledge centered on their professional path, and companies get a first-hand opportunity to review and mold potential talent for their organization. Traditionally, internships have been onsite opportunities. However the growth of remote internships has multiplied, due mainly to the rise and mainstream use of online and hybrid work models.

Remote internships tend to occur in certain professions more than others. Technology, graphic design, and product development areas have a higher proportion of remote internship opportunities as compared to healthcare and education fields since those areas tend to rely on face-to-face, hands-on education. An internship is an essential piece to the formulation of business acumen for soon-to-be college graduates entering the professional realm, and companies who offer strong remote internships can fulfill that essential piece for those students.  


Remote Internship Benefits

 

Remote interns bring a variety of skills that can be utilized in the virtual work environment.  Often, remote interns tend to be more tech savvy and can navigate technology well.  Remote interns can support employees in their daily tasks.  Idle, yet important, projects can be tasked to interns for completion. The purpose of internships is to show and grow soon-to-be and new graduates the intricacies of the work world with hopes that the intern potentially be a successful hire for the company. Some tasks assigned to an intern might be considered mundane while other tasks test creativity and problem solving skills.

Employees complete tasks of all sorts daily so a solid internship will include both mundane and challenging tasks. Interns want to show their professional insight they have acquired through their learning experiences so companies must give them opportunities to demonstrate their skills.  Assigning solely “grunt work” tasks to interns only stifles the growth of the intern. This could leave a negative impression on them that they could communicate to other prospective talent. Give them a challenge, and let them accept it!  

 

Remote internships truly eliminate geographic barriers. Interns can come from any state or country providing a new, fresh perspective to the team. Students can intern for domestic and international companies while studying at their university, home, or any remote location. This saves companies money as they do not have to provide an onsite workspace and supplies.  The student is tasked with ensuring that they have the resources and workspace necessary to successfully complete the internship. Companies should ensure that interns have the software essential for tasks and provide support in learning the tools needed to achieve in the role.  

Financial Savings of Remote Internships

Remote internships offer financial savings for college students too. With the rising price of investing in higher education, students are taking more loans out to cover costs. Remote internships eliminate travel and commute expenses. Professional clothing costs might be reduced; however, the company should clearly communicate to the intern what type of professional attire is required for the workday. While many remote employees might have had a day or two of working in PJs, especially during COVID times, displaying a professional appearance is still important for employees and interns both. 

Flexibility

Flexibility increases with remote internships in contrast to onsite internships.  Remote interns often are working with a remote intern supervisor(s) and team. Flexibility when working the internship can allow the intern to complete other classes and/or certifications. It can offer them opportunities to expand their professional network as well. For companies, interns can help fill gaps of employee coverage. Companies hosting interns must clearly define work expectations, specifically which hours the interns must be online working if there is a set schedule, to reduce any confusion about the requirements of the internship. Companies must keep in mind that for many college students, this might be the very first professional role they have ever had so what the internship supervisor(s) assumes the intern knows very well might not be known and understood by the intern.

 

Remote Internship Challenges

 

Not being face-to-face with their colleagues and internship supervisor(s) at the company is a huge downfall to some interns.  When being onsite, interns tend to get more immediate feedback necessary for professional growth. Without immediate, guided feedback, interns might struggle to learn what is going well and where there is room for improvement.  To offset the potential lack of essential feedback, interns should proactively ask for feedback and meetings to acquire the internship supervisor(s)’ insight on their performance.

To foster connectedness with colleagues, internship supervisor(s) should create virtual team building activities.  Solicit ideas from the intern on ways they would like to see themselves grow. To provide guidance to interns, companies should provide mentors. Often, the intern will report to the internship supervisor of the company, but that person can frequently be a manager where their time can be diverted to address higher-level situations leaving the intern on their own more than desired. Pairing an intern with a seasoned employee can provide the intern with another perspective to learn from to complement the budding professional relationship with the internship supervisor(s). 

Distractions

Remote interns must learn to block out the noise. In this case, noise can be any distraction that would prevent them from completing the work assigned by the company.  To help eliminate distractions, remote interns must consider the role as an actual job, even if it is unpaid. Create a dedicated workspace in their living arrangement to maintain professionalism during the workday. Remote work, whether it be an internship or as a paid employee, requires discipline, time management skills and stellar organization, and those skills can take time to refine. If an intern cannot manage their time and focus on completing the tasks at hand, they might leave a negative impression on their internship supervisor(s) that could follow them into the professional world post-graduation. 

Diversity

Emphasizing the value of diversity to the intern is very important. For some interns, this will be their first opportunity to work with professionals from other geographic areas. This interaction can expand interns’ global business perspectives. It is important that new interns be aware of the benefits and valuable perspectives that colleagues from other cultures provide in the mutual quest to achieve the company’s mission. Learning to more effectively use inclusive language when communicating is a skill for everyone. Cultural awareness, for onsite and remote internships both, benefits all those involved and acclimate individuals to the beauty of other views.  

Conclusion

Offering remote internships can attract a target audience of soon-to-be graduates that can bring new insights to an organization. Remote internships must be carefully monitored and crafted by an organization before bringing remote interns onboard. However, once a remote internship program is implemented, a company will be able to welcome new interns that very well could become moldable talent to be hired as full-time or part-time staff to help the company attain their goals. Finding talent to fill vacant positions is a challenge for most organizations. Interns can be key resources to filling a company’s talent pool. Don’t miss out on the opportunity to work with impressionable and enthusiastic talent!  If your organization is looking at hiring interns but is unsure where to start, reach out to ExactHire’s Full Service Hiring team. We can help you post and screen potential talent to fill your company’s hiring needs.

Back to School: Balancing Parental Responsibilities and Work

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As the summer draws to a close, parents and guardians face the annual transition of sending their children back to school. This period can bring a mix of excitement and anxiety, as families adjust to new routines, schedules, and responsibilities. For working parents, balancing the demands of a career with parental duties can be particularly challenging. In this blog, we will explore strategies to help working parents navigate the back-to-school season, ensuring a smooth transition for both work and family life.

Establish a Back to School Routine

One of the most effective ways to manage the dual responsibilities of work and parenting is to establish a consistent routine. This includes setting regular wake-up and bedtimes, planning meals, and scheduling homework time. A well-structured routine can help reduce stress and ensure that both work and family obligations are met. For instance, setting aside specific times for school-related activities can prevent the last-minute scramble that often accompanies a busy workday.

Communicate with Your Employer

Open communication with your employer is key to balancing work and parental responsibilities. Many employers are willing to offer flexible work arrangements, such as adjusted start and end times or remote work options. If you anticipate needing flexibility, discuss your needs with your manager and explore possible accommodations. Transparency about your situation can help your employer understand your commitments and support you during this transitional period.

Utilize Technology

Technology can be a valuable ally in managing the back-to-school season. Digital calendars and scheduling apps can help keep track of school events, parent-teacher meetings, and work deadlines. Additionally, many schools now use online portals to communicate with parents and share important information, such as assignments and grades. Staying connected through these platforms can streamline communication and help parents stay informed about their children’s academic progress.

Delegate and Share Responsibilities

Balancing work and parenting is not a solo endeavor. Sharing responsibilities with your partner, co-parent, or other family members can ease the burden. For example, one parent can handle morning drop-offs while the other takes charge of after-school pickups. Delegating tasks such as meal preparation, laundry, and household chores can also free up time for both work and family activities. It’s important to communicate openly with your partner or support network to ensure a fair division of labor.

Set Realistic Back to School Expectations

It’s essential to set realistic expectations for both work and home life. Recognize that it may not be possible to excel in every area at all times. There will be days when work demands more attention, and others when family needs take precedence. Being flexible and adaptable can help manage these competing priorities. Setting boundaries, such as designated “family time” or “work hours,” can also help create a healthy balance.

Prioritize Self-Care in Back to School Routines

In the midst of juggling work and parental responsibilities, self-care often takes a backseat. However, maintaining physical and mental well-being is crucial for managing stress and staying productive. Whether it’s a morning jog, a yoga session, or a few minutes of meditation, finding time for self-care can recharge your energy and improve your overall outlook. Additionally, ensuring that you get enough sleep, eat a balanced diet, and stay hydrated can make a significant difference in your daily routine.

Stay Organized

Organization is key to managing a busy schedule. Create a family calendar that includes work commitments, school events, extracurricular activities, and important deadlines. Color-coding different activities can make it easier to visualize and manage the various responsibilities. Keeping a dedicated workspace at home, free from distractions, can also help you stay focused during work hours.

Seek Support When Needed

It’s okay to seek help when the demands of work and parenting become overwhelming. This could mean enlisting the help of a babysitter, hiring a tutor, or reaching out to friends and family for support. Additionally, many workplaces offer employee assistance programs (EAPs) that provide resources for stress management, counseling, and other support services. Utilizing these resources can provide relief and help you manage the back-to-school transition more effectively.

Embrace Flexibility and Adaptability 

The back-to-school season can be unpredictable, with unexpected challenges and changes. Embracing flexibility and adaptability is crucial for navigating this period smoothly. Whether it’s a last-minute school closure or a sudden work deadline, being prepared to adjust your plans can reduce stress and help you stay on track. Keep an open mind and be willing to pivot as needed.

Conclusion

Balancing work and parental responsibilities during the back-to-school season can be challenging, but with the right strategies, it is possible to manage both successfully. By establishing a routine, communicating with your employer, utilizing technology, and prioritizing self-care, working parents can create a harmonious balance between their professional and personal lives. Remember, it’s essential to set realistic expectations and seek support when needed. With patience and adaptability, you can navigate this transitional period and set the stage for a successful school year ahead.

Remote Work and Summer Travel

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As I write this blog, I am working at my elderly parents’ home, hours away from my home office, while they are out running errands. After I finish work, my gears will shift from employee-mode to daughter-mode. Where I will assist with tasks for which they need my in-person help. At the end of the day: work tasks = ✔ and daughter-mode tasks = ✔.  Having this flexibility to work in an alternate destination motivates me to continue to go above and beyond for my employer.  COVID spotlighted the growth of the remote work concept and showed the world that many roles could be effectively completed somewhere other than a typical office environment. That message has encouraged many employees to collaborate with their managers on enhanced flexible working arrangements allowing employees the ability to work in destination locations.

Working in a destination location offers the employee the ability to work as usual, and then after work, experience new sights. Or connect with others outside the employee’s home. An employee, with the proper tools, can work anywhere…their elderly parents’ home, between long airport layovers, at a summer or winter home, in a different city, or at the hotel / AirBnB before their child’s event. An employee’s partner might need to travel to a domestic or international location so why not work together remotely for a period of time?  In a post-COVID world, remote work is embraced by employees and companies, as long as productivity is not impeded. With careful planning, strong supports in place, and clearly defined parameters, employees can productively work in alternate remote locations offering the ability to perform and rejuvenate.

Remote Work Guidelines

There are many factors for HR and managers to consider when establishing guidelines for remote work outside the home office.  Working in alternative remote locations, such as destination locations, does not mean the employee is on vacation. Job responsibilities must be completed; however, it can be revitalizing for employees to work in a travel spot of their choice. To help employees understand what geographic work options are available, clearly defined policies and open communication with management are essential. In any role, communication is the pivotal concept that determines the relationship between employee and manager.  The two make a team, and they must be in tune with what goals, timelines and expectations exist for each other.  Location of employees is irrelevant if either the employee or the manager cannot effectively communicate ongoing efforts to achieve the company’s goals. 

Alternative Remote Work Policies

When crafting alternative remote work policies, HR and management must address key items:

  • Locations – Are there any locations (countries or cities) that are prohibited to work? This could be due to security concerns, lack of accessibility to essential resources, or outbound travel constraints.   
  • Work hours – Will work hours vary? How will work hours be adjusted if time zones are different? Will there be any flexibility to work in the evening instead of the day?
  • Length of stay – Is there a time limit that an employee can work at an alternative location? How will the employee recover productivity to offset travel time?  
  • Equipment – What equipment will be provided by the company and the employee? What hardware and software are required for use? Is there a need for converters if working internationally?
  • Damage and/or Theft – If a company device is damaged or stolen, what is the timeframe to report the loss? How will company devices be replaced?  What is the process to mitigate loss of data? Can the employee use a personal device as a temporary replacement for a company device?
  • Security – What are the expectations to maintain security of confidential material? Especially for businesses who handle sensitive tasks, are there locations that an employee cannot work to maintain security?  Consistent Virtual Private Network (VPN) use and prohibiting the employee’s use of free, unsecured wifi are typical expectations. 
  • Fees – Who is responsible for certain fees? (i.e. mobile hotspots, shared workspace venues, internet fees, etc.) Are there any fees that the company will not cover? Include a clause that additional expenses should be pre-approved to mitigate the potential for employees to expect reimbursement for line items that could be denied by the company.
  • Tenure – Is there a length of time that the employee must have worked before an employee can work at a destination location outside a home office?  Companies might want a specific amount of time to evaluate the employee’s productivity, dependability, and communication skills before offering this option. 

 

Managing productivity

When working at a destination, although work hours might vary, work responsibilities do not. An employee working at an alternate destination must maintain their focus on their essential tasks for completion and not allow distractions to affect their performance.  Staying organized is crucial to ensuring tasks are completed on time. Organize oneself with electronic checklists to verify tasks and questions are addressed.  Managers should schedule periodic check-ins with the remote employee no matter the remote employee’s work location.

Check-ins should be on camera for a more personal feel. Chat software can be used for ongoing communication with managers and teammates during the workday. Use a shared calendar so teammates are aware of meetings, project due dates, and other key timelines. Create a travel friendly work area. Confirm there is adequate desk or table space for devices. Make sure video meetings are in reduced noise areas with backgrounds that do not detract from the content being discussed. While an employee might be working waterside and maintaining focus, it can be distracting to others if they see and hear “tourist-y” sights and sounds.  Noise canceling headphones are a must for any remote employee. 

Explore ExactHire Solutions

 

Tools

The best part of remote work is that the tools necessary to perform are often what employees already have and use, making the transition for employees to work anywhere in the world more feasible for companies. Connectivity is essential when working remotely so an employee must have reliable, high-speed internet access wherever they work.  Before traveling, the employee should research the internet connectivity and security options in the alternate work destination. Use a Virtual Private Network (VPN) to ensure security of communications and data. 

Mobile hotspots are an option, but consider investing in a portable wifi device. If taking or shipping company equipment, get company permission first. Bring technology that replicates the home work office. If an employee uses one or more monitors, include those items when packing, and ensure they are carefully shipped with tracking and insured. Locate shared workspace resources before traveling. Working at a shared workspace offers the benefit of stable, speedy internet, electric plug-ins, and private areas for calls and confidential work. These spots can be rented for a day, week or month. Using SaaS tools like an applicant tracking system and onboarding platform allow HR and other hiring professionals to work anywhere in the world where there is an internet connection. 

Conclusion

Working remotely outside the home office does not have to impede productivity. Having the opportunity to see new sights or visit loved ones in non-local areas after work can boost the mental wellbeing of employees.  Productive employees who feel connected and supported by their employers are more likely to stay at the company. This provides the opportunity for the company to promote its benefits. As well as enhance its allure as a positive place to work. Also, enhanced flexibility could reduce turnover therefore saving time and money, eliminating costly turnover. Some employees seek to have solitary time in a different location. While others might want to take extended time away with their families but still work effectively. Different surroundings can generate heightened productivity with multiple personal rewards where the employee and the company both win. Let the creativity flow wherever you go!