Posts Tagged ‘Employee Management’


Developing a Quality Employee Review Process

10-12 employee reviewIt’s in your own best interest to nurture your staff and make sure they’re productive and thriving at your company. After all, turnover costs you money, in searching for a new hire and training him, so you’re better off making sure the staff you have is optimized. One way to do that is to set up an employee review process that not only helps you, but also helps your team understand your expectations and strive to meet them.

Set Them Up Regularly

You can adhere to the typical once-a-year employee review schedule…or you can meet more often, like two or three times a year. More frequent (and more informal) reviews can keep your employees on track to goals, and leave less time in between reviews so they stay motivated.

Think about your timing: is December really the best time for your reviews, given that half the staff is out of the office, and you’re time-crunched getting work done before the end of the year? Instead, schedule them based on their hire date so you don’t have dozens of reviews to get through in a single month.

Establish Goals Together

As I said, your review process should benefit you and your employee. Discuss goals together that each individual staff member can strive for. Perhaps you’d like to see one turn out two extra reports a week. That’s a reasonable goal.

Or if he’s angling for a promotion, make a list of goals he needs to accomplish in order for you to consider him for that promotion. This makes getting a promotion very black and white: if he can’t successfully accomplish the list, he won’t be eligible for something he wants.

Provide Constructive Criticism

This isn’t a time to sugarcoat your honest assessment of an employee’s work. Nor is it an opportunity to berate someone if they haven’t lived up to your expectations. Emotions shouldn’t be in the review process.

Find ways to constructively tell an employee about something you want him to work on. For example, if you find his work as of late to not be the quality it used to be, you could say:

“A few months ago, you were delivering top-notch work, and I was so impressed. But lately it feels like you haven’t been putting in that same effort. Is there a reason why?”

This approach does several things. First, it puts him at ease, because you start off with an honest compliment. It also opens the door for further conversation. Maybe he recently had a baby, and his lack of sleep is attributing to his lower quality work. Or maybe he didn’t feel you appreciated his efforts, so he slacked off a bit. Taking the right approach can mean the difference between you putting your employee up in arms and actually getting to the bottom of what’s changed.

Develop Metrics

The only way you’ll be able to measure where your employee is next year is if you first set up a baseline to measure against. Consider it your report card. Pick the areas that are most important to you (timeliness, quality work, motivation are a few examples) and give him a number, 1-10, for each. Then next year you can compare the new numbers to the previous ones and see if there has been an improvement.

Staying in touch with your staff this way helps you avoid potential loss of productivity and keeps your staff better, now that they know your expectations.


Nextiva Tuesday Tip: Plan Now for a Smashing Holiday Party

New Year: Woman Having Fun On New Year'sAre you planning a holiday party for employees at your small business this year? Last year a whopping 96 percent of companies held holiday parties, according to a just-released survey—nearly an all-time high.

Even if you haven’t held a holiday party for the past several years due to budget cuts or other financial concerns, there are several reasons you might want to restart the tradition this year.

  1. To boost morale: This is the most popular motivation for company holiday parties, according to the survey.
  2. To celebrate a good year: If your business did well this year, why not thank the people responsible—your employees—with a party?
  3. To project optimism for the coming year: Even if you’re not actually feeling that optimistic about 2015, canceling the holiday party can send the wrong message to employees and customers, while carrying on with the carryings-on conveys confidence in your business’s future. 

Here are some ideas for a holiday party that’s fun and memorable for everyone.

  • Make a splash with a company party outside the office. Sure, a potluck party at work saves money, but let’s face it: It’s kind of boring. A festive dinner at a local hotel or restaurant, on the other hand, gets everyone in the holiday spirit and makes them feel like you’re treating them. (If you really need to budget, you can keep costs down by hosting a luncheon instead, or holding a cocktail party with hors d’oeuvres and beverages instead of a sit-down meal.)
  • Include significant others. If you don’t have many other staff events during the year, allowing employees to bring their spouses or significant others to the party helps build bonds. Plus, involving employees’ families in the celebration helps them feel more invested in the business.
  • Plan activities. A holiday party can quickly devolve into everyone chatting in their same little cliques. To get your staff mingling, include some creative events like a dance contest or limbo, Secret Santa gifting or White Elephant exchange. The goal: Get everyone laughing!
  • Speak your piece. As the business owner, be sure you take some time to acknowledge your staff not just by funding the party, but also by taking the microphone to thank everyone for their hard work, acting as master of ceremonies for the activities, or handing out awards—either silly or serious—to employees. 

5 Tips to Increase Employee Efficiency

11-7 money is time smallTime is money may be a cliché, but it’s also a universal truth in business. Your employees’ efficiency directly impacts productivity, which, in turn, affects profits. As a business owner, maintaining hawk-like vigilance on employees’ on-the-job procedures can make a notable difference to your bottom line. Here are some areas that may need improvement.

Reduce Quality Checks While Increasing Accuracy

High-quality products and services are the cornerstone of every business, so you naturally want top-level accuracy in every process. But sometimes, too much checking can actually reduce accuracy. Double-checking every point in a 10-step process, for example, can place employees so close to the process that they don’t see the errors. Even if you can’t wait until step 10 to look for errors, you can establish the one or two touch points (including the last step) in the process where errors are likely to be most apparent. End result: reduced time with more errors found.

Identify and Address Bottlenecks

From making sandwiches during the lunch hour rush to developing custom software, business tasks often resemble assembly lines. If you find one or more employees sitting idle, you have a bottleneck. But fixing a bottleneck is not as simple as speeding up the preceding processes or even re-distributing the workload. You need to figure out precisely what’s broken before you can fix it.

Shadowing workers or videotaping them is great if they work in a prison laundry facility, but spying makes most employees nervous, often creating more inefficiency. You’re the boss. Between you and the process supervisors, you probably already know every step in the process. You need to create a visual image of the process, so that you can step back to see the big picture.

Sticky notes are a great way to draw a flowchart of the steps. You don’t even have to use your conference room wall any more —they now make special easel pads just for this purpose. If you see that one person performs all of the laborious tasks, work redistribution is a possible solution. Or, perhaps just changing the order of the steps will get the work flowing more efficiently.

As you formulate solutions, keep your sticky note chart up-to-date so that everyone involved has a clear idea of the new procedures. And don’t throw out that flowchart. The new workflow may create new bottlenecks that require adjustment.

Incentivize Increased Productivity

You can choose between a carrot and a stick to achieve the efficiency levels that your business needs to survive and grow. A rewards-based system encourages more productivity while keeping employees interested and happy. Here are a few incentive programs to consider:

  • Contests where employees earn anything from framed award certificates to gift cards create friendly competition and team spirit;
  • Privileges like flex-time or even telecommuting options (if appropriate) can help keep employees happy and productive; and/or
  • Sharing the rewards of increased productivity creates a win-win situation. If greater efficiency translates to a great bottom line, top-notch employees deserve to share in the profits via salary increases or bonuses.

Make sure that you increase productivity without losing quality. The goal is to encourage employees to go above and beyond the basic requirements of their jobs. As an extra bonus, you will have a list of likely candidates for promotion when higher-level jobs become available in the company.

Hire a Professional

Small business owners are often too close to daily operations to pinpoint why productivity is low. If you can’t see the forest for the trees, an efficiency consultant may help find the answers. Experienced consultants have an uncanny ability to hone in on issues that you cannot see. Plus, they are more attuned to effective technology and other solutions, so you won’t have to resort to a trial-and-error approach. By getting it right the first time, you can see a return on the consulting fees more quickly than you might expect.

Make “We’ve Always Done it This Way” a Banished Phrase

Your employees do the job every day. But they won’t offer suggestions if they believe the company motto is “we’ve always done it this way.” Invite their input by making it clear that “we’re flexible” is your true credo.

Flexibility does not mean that you should say “yes” to inappropriate suggestions, but you don’t need to reject suggestions outright, either. Rather, initiate a brainstorming session. Your different viewpoints can work synergistically to unearth a more effective process.  Plus, you can always initiate trial periods for a new set of tactics before fully committing to change.

No one wants to waste time performing unnecessary steps or take too long to produce the final product or service. The tedium alone can sap workers’ interest and spirit. As you work together to improve every process, you make the work more engaging while enhancing employee investment in the outcome. Team spirit creates a high-energy environment that makes everyone look forward to going to work. 


How Tech Tools Can Bring Your Remote Workers into the Office

Woman working from homeThe internet has made it possible for businesses to work with talented professionals located on the other side of the world. Instead of filling an office with employees, you can either hire salaried employees or contract workers who work directly from their own home. Even your field workers no longer have a need to come into the office every day, freeing them up to go directly from their homes to their daily calls without stopping by your building.

The move toward remote workers has presented a challenge for businesses, however. Keeping all team members involved in day-to-day activities is difficult when only some of those employees are on site. Fortunately, the same technology that allows you to work with employees wherever they are can also keep them actively involved in your team.

Instant Access

At one time, it might have been easy for remote workers to feel disconnected but the many technologies available today have changed that. In fact, in one study 80 percent of respondents said they felt more connected to their co-workers while working offsite. Those who had access to unified communications reported a higher feeling of inclusion than those who solely communicated by videoconference or phone. Using tools like private group chat, instant messaging, and project management solutions, a business can facilitate conversation between employees whether they’re in the office, working from home, or on the road.

Social Collaboration

Both consumers and marketers utilize social media to communicate with friends, family, and customers. That same technology can be employed privately within an enterprise to encourage ongoing communication between team members. Using enterprise-level collaboration tools, teams can brainstorm ideas, post project status updates, share and work together on files, and even post polls to vote for the best location for this year’s Christmas party. Since information can be updated on an ongoing basis using smartphones or PCs, these collaboration tools are often more effective than in-person meetings or videoconferences.

Electronic Staff Meetings

The growing popularity of telework is redefining the traditional staff meeting concept. Instead of gathering teams around a table once a week, entrepreneurs must rely on email and phone chats for status updates. For businesses with multiple remote workers, video-based staff meetings eventually become more effective. Many of these tools now include the ability to share your screen for conducting presentations or updating spreadsheets while the rest of the team adds their thoughts. Consider hooking up to a projector in your conference room so that on-site employees can interact with those who are attending by phone for a more team-building experience.

With more businesses using remote workers, it’s important to find ways to find ways to encourage team member communication. With so many collaboration tools available for enterprises, business leaders can set up a way for employees to work together, even when they’re separated by many miles. If it’s possible to occasionally get all remote workers together for retreats or conferences, business should, but technology makes it possible to simulate a face-to-face meeting without incurring travel expenses.


Nextiva Tuesday Tip: How to Improve Employee Communication

10-28 Intergenerational communicationIs your business struggling with communication issues between different age groups at work? While the problem of intergenerational communication is nothing new (remember the “Generation Gap” of the 60s?), it’s more pronounced than ever because there are so many different generations in the work force today. As older workers put off retirement due to the past recession, your business may have Millennials, Generation X and Baby Boomers all on the same team.

Technology is widening the generation gap in business. When younger workers who grew up with smartphones meet up with Baby Boomers hanging on to their flip phones, sparks can fly. Boomers may feel that Millennials are rude and tactless because they’re always looking at their phones and want to “talk” via text, while Millennials feel Boomers are slow and old-fashioned because they take notes on paper and want to talk face-to-face.

How can you resolve these communication issues? Try these tips.

  • Bring generations together. Create teams with diverse age groups so employees can learn from each other and get beyond stereotypes. There’s nothing like getting to know someone to dispel your preconceptions about that age group. Believing that all older people are tech dinosaurs or all 20-somethings are text-happy social media mavens ignores each person’s reality. (In fact, one study from Cornerstone reports Gen Y (Millennials) is the generation most likely to say they’re suffering from “tech overload.”)
  • Have workers bring each other up to speed. Younger employees can show older ones how to use IM or social media. Even if they don’t need to do it for their jobs, they’ll appreciate not feeling left behind.
  • Make sure no one gets left out. Company-wide information, such as announcements or operations manuals, should be distributed in a format that all employees know how to access, such as via email. This ensures even the less tech-savvy workers get the information they need.
  • Use multiple communications tools. Mixing it up is good for everyone. Encourage employees to use the method that fits the message. That might be IM and texting sometimes, email or phone calls at other times and even walking across the office to talk to someone in person (gasp) when it’s called for.
  • Lead by example. Be a good communicator yourself—get out of your office, walk around and see what’s going on, and become familiar with multiple communications tools so you can interact with everyone on your team the way they prefer. 

Nextiva Tuesday Tip: How to Motivate Holiday Workers

Woman wrapping Christmas giftsIs your small business hiring customer service, call center or retail sales employees to help you handle the upcoming holiday rush? Motivating workers who are with your company for only a short time can be challenging, especially during such a busy and stressful time of year. Here are some tips to keep your holiday employees happy—so your customers will be happy, too.

  • Make seasonal workers feel at home. No matter how busy you and your permanent employees are, it’s crucial to start temporary workers off right by making them feel like they belong in the business. Welcome them to the team and assign them a “buddy” or team leader who’ll be responsible for training them, getting them up to speed on company norms, and generally making sure they’re doing OK.
  • Provide clear directions. Start seasonal employees off slowly by teaching one task at a time and then adding on. Provide easy-to-follow checklists, “cheat” sheets and operations manuals new employees can turn to if they need memory aids to fall back on while learning their jobs.
  • Set goals. Setting measurable goals, such as how many calls customer service employees should handle per hour, lets temporary workers know how well they’re doing. Go beyond individual goals by holding contests such as departmental competitions or team challenges. This helps make stressful jobs fun, promotes bonding and motivates employees to continually improve.
  • Reward results. Giving regular rewards such as gift cards, comp time off or a 15-minute free neck massage to the seasonal employee of the day helps temporary employees feel appreciated. 
  • Be flexible. Seasonal employees are often students, parents or others who need flexible hours to fit their schedules. Be open to their needs for flexibility (within reason) and you’ll do better at retaining them.
  • Look ahead. Got a great seasonal worker? Keep the person’s contact information and stay in touch during the year. Offer perks or pay upgrades to lure the person back next year. 

Life Lessons on Training Great Employees

Dog Photo SmallAll of life’s experiences can provide insight into running a small business. A good friend just drove this point home after adopting a new dog. She’s full of stories about her training challenges and as she told me her tales (or should I say, “tails?”), it was clear that the principles applied to employee training as well. You may have never trained a pet, but your own childhood memories or even your favorite TV show provide lessons that can make you a more effective employee trainer.

Keep it Positive

When my dog-training friend talks about her own childhood music training, it is easy to see the difference that positive reinforcement makes in a person’s ability and willingness to learn. She dutifully practiced piano (for a while), but her mother kept running into the room, yelling, “WRONG NOTE!” She quickly lost interest in playing piano. On the other hand, her mother’s outspoken pride in her dance abilities created a prodigy. At 13 years old, she was the youngest student in the advanced class that was generally reserved for teachers.

Positive reinforcement has real power over employees’ current and future success, so be sure to catch trainees doing something right and commend them for it. Each success breeds employee confidence, making it easier to master future tasks successfully. In fact, a well-placed compliment can feed their drive for success throughout their careers.

Also, give employees credit for contributions in front of clients, vendors and other employees.  The more that the employee knows that they are valued, the more incentivized they will be to do their best work.

Set New Employees Up for Success

Of course, it’s hard to provide positive reinforcement when the tasks are too complicated to learn, so break down new tasks into smaller components to give employees a real chance at success. Think back to the classic I Love Lucy Episode when Lucy and Ethel take jobs in a candy factory. They had about a minute of training before taking their places at a slow-moving conveyor belt to wrap chocolates. When the belt speed increased, the girls start stuffing candies into their mouths, their blouses and even their hats. They were set up to fail.

Not all jobs can be learned in five minutes —or even a week. And even relatively simple jobs cannot be performed at top speed on the first day. Break down procedures into manageable tasks so employee successes drive accuracy. Consider constructing checklists that the employee signs off on as they finish each task component. If you set them up for success, your employees will gain confidence and speed.

Use Errors as Training Opportunities

You have the power to turn trainee mistakes into lessons, rather than sources of embarrassment. My dog-training friend was happily surprised when a gentle “uh-uh,” combined with an acceptable chew toy, stopped her pup from biting an electric cord — and he avoided all cords from that point on because he learned what was wrong and what was right. Of course, saying, “uh-uh” to an employee would be patronizing, however, pointing out an error and gently correcting it makes a lot of sense.

No matter how carefully you conduct training, employees do not always know what “right” looks like until you point it out. If they pick lug bolts when filling a customer order that requests lug nuts, you have the opportunity to go beyond correcting that single error. This is the time to point out that many fasteners have similar names, so a careful review of each bin label is essential while picking each item in an order.

Be Flexible

People have differing backgrounds and a variety of learning styles; they do not all need to learn the same things in the same way. You need to be flexible enough to make training interesting and informative on an individual basis.

I know a seasoned sales rep who nearly walked out on his first day when he was herded into a room with sales newbies to watch a week’s worth of generic sales training videos. Sure, he needed to learn the company’s product line and its sales culture, but he did not need to learn what a “cold call” is. Rather than lose the company’s most valuable new hire, the sales manager personally took on his training.

Let the Student Become the Teacher

New employees have a fresh outlook and ideas that are untainted by a “we’ve always done it this way” attitude. From their first day on the job, they can ask questions or spot process incongruities that can make things unnecessarily difficult. When my friend’s dog insisted on getting his leash attached while sitting on a chair, he made the process easier — no stooping required. So, whether trainees have certain personal preferences, or if they see ways to make a process simpler or more precise, you should listen and learn.

Even seasoned business owners have new things to learn. Just as you accept suggestions from your longer-term employees, never discount the possibility that the new kid on the block has something to contribute. Everyone benefits when the student becomes the teacher.


Ten Common And Dangerous Customer Service Mistakes

????????????????????????????????????????????Here are ten common but hazardous customer service mistakes.   All fixable (which keeps me in business), but each tragic in its own little, or not so little, way.

1. Burning your customers (and therefore yourself) because something bad happened once, or even never.  Not taking checks, for instance, because one time someone bounced one.

2. Forgetting it’s not just what you do, it’s also how you do it, specifically, it’s the language you use.   Language needs to be gentle, kind, and brand appropriate—without sounding stilted. And language includes getting the “words without words” right at your company as well: yielding the right of way to customers, never having your back to a guest, and so on

3. Failing the “cues to quality” test: customers in every setting pick up cues to quality from the darnedest places. Typos in your signs, dirty shoelaces on your nurses—this stuff matters.

4. Getting everything right except the beginning and the ending—the two most important moments as far as a customer’s memory is concerned. 

5. Hiring the wrong people and expecting that you'll be able to provide good customer service anyway. 

6. Hiring the right people but then failing to give them power: power to help customers in ways you haven’t thought of, power to design their tasks differently, power to do their best for you.

7. Treating your employees like dirt and expecting them to treat their customers like gold. You get a lot better results (not to mention karma) by emulating institutions like the Ritz-Carlton with its central operating philosophy of  putting employees and customers first: “We are ladies and gentlemen serving ladies and gentlemen.”

8. Refusing to say you're sorry.

9. Saying you’re sorry in a way that makes it obvious that you aren’t, really. 

10. Being late, being misleading about timetables, being insensitive to the timing issues and pacing preferences and expectations of your customers.  Remember: a perfect product, delivered late, is a defect.


How to Handle the Bad Boys (and Girls) in Your Company

Do you have a Ray Rice or Adrian Peterson working at your business? These are the incredibly talented employees whose behavior is destructive to the culture of your company. They may be the top salesperson that never comes to work on time. It may be the most senior employee that is always bad mouthing the customers. While you pretend that these standouts and your business can coexist, they are in fact destroying your company from the inside out. What makes it worse, every other employee knows it and, in fact, it affects their own performance.

Remember that you teach what you tolerate. By allowing their behavior, you are sending the message they are special and that the rules do not apply to them. Your short term thinking further encourages their harmful behavior. The sooner that the business owner realizes the overall effect, the faster the company can move forward.

To be proactive, here are the steps to take today:

  1. Envision a company without them. Imagining your business without these star players is scary. But think of how all the performances of the other team members will improve without them.
  2. Counsel them. They will be surprised when you first approach them that their behavior is detrimental to the rest of the team since you have tolerated it for so long. They will think that their performance more than makes up for any other bad behavior. Instead, review exactly what you expect and how you will monitor their future behavior. Most likely, they will agree to try to change.
  3. Hold them accountable for their behavior. Since change is difficult, the star employee needs to be monitored on an ongoing basis. Each time they exhibit the bad behavior again, review the change you expect. Repeat on an ongoing basis.
  4. Fire them (if necessary). In reality, few of these star employees will be able to change and in most cases, they will need to be fired. Be prepared to have to replace this person and have the timing fit when it is optimal for the company. Use documentation that you have monitored to complete the separation process.
  5. Share with the team. Tell the team why the star employee was let go and what the plan is to move forward without them. Most of them will applaud your decision and will work harder to help with the transition.

Who are the bad boys and girls inside your company?

Businessmen at Work




 
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