Posts Tagged ‘Human resources’


Nextiva Tuesday Tip: Is It Time to Invest in New Employees—or Is New Technology Enough?

Do you really need to hire new employees—or would new technology serve the same purpose? According to the fifth annual Brother Small Business Survey, a whopping 72 percent of small business owners believe new technology would provide a better return on their investments than hiring new employees (28 percent) this year. No wonder nearly half (49 percent) the small business owners surveyed said investing in new technology is their top priority this year.

It’s not exactly cut and dried. If you’re confused, you aren’t the only one: 63 percent of survey respondents say they often feel “overwhelmed” by the number of tech tools available to help run their companies, and struggle to keep up with knowing what technology to buy.

What are small business owners planning to buy this year? Well, 41 percent say they’re going to invest in mobile devices such as smartphones and tablets. About one-third will buy Customer Relationship Management (CRM) software, 20 percent will buy social technologies and 15 percent say cloud services will be essential to their businesses this year.

So how do you know whether you should hire—or if buying new technology could fill the bill just as well? When debating new technology, ask yourself:

  • ?????????????????????????????????????????????????????????What is the learning curve for this tool? Can you or your existing employees get up to speed quickly enough that the tool will quickly start providing a return on investment?
  • How much time will the tool save? If the amount of time it saves allows you or your employees to absorb the new tasks into your existing workday, that’s ideal. However, if the new technology will add hours to your workday, you may need to hire new staff to handle the load.
  • Will this tool create additional work or additional business? Sometimes a tech tool can work so well it creates more work. For instance, your new CRM system may create more work at first as you follow up more frequently with prospects and customers. However, eventually it should create new business, not just new work. When you implement a new tool, figure out the break-even point at which it’s generating enough new business to finance hiring a new employee. 

Mondays with Mike: Productivity Killers – Apps You Should Prohibit in the Office

I don’t consider myself a dictator, but I do operate on the principle that no one cares about my company as much as I do.  I keep up on current research, and I’ve experimented with ways to boost my own productivity, and one thing is certain:  there are applications that have NO business in your workplace.  Assuming that you don’t run your office in order to entertain your employees, here are some apps that you absolutely must banish from the office:

  1. social-mediaSocial Media.  Facebook., Twitter, Instagram, Tumblr … not a single one of these apps belongs in your office (with the possible exception of the staff who handles social media for your company.)  They’re colossal time-suckers, and in addition to offering your staff games, quizzes, and celebrity news to occupy their work time, these platforms also offer a window into your office that you can’t control.  Do you want your competitors knowing that your customer service reps have the highest Candy Crush scores in the industry?  These apps – used on company time – provide absolutely zero benefit to your business.
  2. Media Players.  While it’s technically possible to come up with a legitimate business reason you might need YouTube, Netflix, Amazon Prime, or Google Play on your computers, the odds are much greater that these apps will be used to divert your staff’s attention from their work.  Don’t make it harder than it already is for your staff to stay focused.  Have your IT folks block these apps from your company computers.
  3. Addictive Games.  The aforementioned Candy Crush, as well as Angry Birds, Words with Friends, the notorious Flappy Bird – all of these games are expressly designed to keep us playing longer than we’d planned.  While we all need breaks in order to stay productive, it’s much better to stand up, walk around, and get a change of scenery, rather than wasting half an hour trying to match up candies on a smartphone.  Games like these do not belong in the office.  ßSee the period?
  4. Illegal Sites.  It should go without saying, but prohibiting your staff from accessing pornography and gambling sites from the computers you own is just common sense.  Not only are these sites productivity slayers, but they also often contain illegal material that you could be prosecuted for.  Head these problems off before they start.
  5. Interoffice Chat and Text.  Now you may balk at this one, but I’ve found that almost never have these apps made my staff more productive.  You not only run the risk of your message not being conveyed as clearly as it could be by simply walking down the hall and delivering it in person, but you also wind up with off topic material that distracts your employees from their work.  An icon that chimes each time a new message comes in is a distraction that requires recovery and refocusing time to overcome.  Just eliminate it altogether.

Employee satisfaction is hugely important to me and other successful entrepreneurs who know that keeping good people on staff is cost effective.  What I’ve learned, though, is that while you may ruffle a few feathers by banning Facebook in the office, it’s always worth it.  If you’re serious about pushing your staff to produce work they’re proud of, you’ll be able to create that culture by banishing unwanted distractions.    


The Small Business Advantage to Snagging the Best Employees

One of my contacts worked for a young, growing company that paid top dollar for software engineers in preparation for the day that they would be needed to meet client demand.  When she expressed concern about the overspending, one partner told her that if she was in charge, the company would be defunct in a year.  Six months later, their doors closed forever.

That partner was not wrong in recognizing the need for exceptionally-skilled workers.  The error was in seeing spending as the only way to attract and keep the best talent.  Large corporations may have ready cash to pay top wages and benefits, but small business owners can attract and keep the finest employees through their entrepreneurial spirit.  Here are some great ways to get your workers involved in your business vision and develop a relationship that few big businesses can match.

Offer Creative Compensation

Economic downturns may create a buyer’s market for hiring, but that doesn’t mean that the most skilled applicants will agree to take a position that offers substandard incentives.  You may not have the funds to pay a top salary when making an offer — or even when it’s time for an annual review.  But as a small business, your company can offer achievement-based bonuses that can really motivate your employees while increasing your revenues.  So, when certain sales reps are responsible for accelerated sales or when engineers enhance a product to make it more attractive to the marketplace, make sure that they receive their fair share of the profits.

Encourage Active Involvement in the Company

Choosing to work for a small company carries certain inherent risks, but it also offers benefits that cannot be matched by working for a huge organization.  When you welcome and act on employee ideas and suggestions, your employees become partners who recognize their unique value to the company as they work alongside you to realize shared goals.

Make sure to listen to their feedback and acknowledge them too- the value of these soft incentives is highly underrated—not to mention easy for small business owners to embrace.

Give Employees the Power to Spread Their Wings

I know a writer who worked for many small software businesses, enlisting her full creativity to develop low-cost, but award-winning manuals.  When she moved to a large company, she vehemently complained that she no longer wrote documentation, so much as manufactured it in accordance with strict, detailed procedures.  She didn’t last long in this position.

Big businesses need to put their employees in specific boxes and keep them there to get their allotted portion of the job done.  As a business owner, you know that one of the greatest rewards comes with seeing a project through from beginning to final results.  Employees can feel that same sense of satisfaction and accomplishment — if you empower them to take on this type of challenge.  As they stretch their abilities, be available to provide upfront and ongoing guidance as needed, but give them latitude to do it their way.  As their abilities grow from new experiences, their investment in the company’s interests will grow as well.

Praise in Public

??????????????????????????????????????A job well done deserves praise and your employees never mind being called to your office to receive your personal kudos.  But when employees receive your commendations at a company meeting or in front of a customer who benefitted from their hard work, they clearly see their true value.  Naturally, public praise helps inspire all employees, but it also lets your customers recognize how the depth of your products and services helps them get the attention and consideration they deserve.

Promote from Within

When a key position opens up in your company, always look first to the members of the team that work hard for you every day.  Granted, some positions require very specific educational requirements not available in your organization, such as a degree in accounting.  But remember that your staff members already have a solid foundation and a deeper understanding of your company culture and how things work.  You probably have to spend time and effort training employees in new concepts and procedures.  Or, they may need to take a class or two to obtain additional knowledge.  But you can’t teach loyalty and dedication, and these traits grow even more when you reward them with advancement.

No large company can match the excitement employees experience going in to a job where they know that they make a vital difference every day.  As their efforts help grow your business, make sure you help them continue to grow as well.  


Nextiva Tuesday Tip: 10 Warning Signs an Employee’s Ready to Quit

Do you think taking lots of sick days, coming to work dressed up and then going to a “doctor’s appointment,” or leaving on the dot of 5:00 are warning signs an employee is about to quit? Then you could be missing subtler, more serious signs.

A study by Utah State University associate professor Tim Gardner identified 10 behaviors employees who are planning to quit ????????????????????????????????????????typically display:

  1. They offered fewer suggestions in meetings.
  2. They became reluctant to commit to long-term projects.
  3. They became quieter and more reserved.
  4. They became less interested in advancing in their jobs.
  5. They were less interested in pleasing the boss.
  6. They avoided interacting socially with their boss or other managers.
  7. They were less likely to suggest new ideas or innovative approaches.
  8. They started doing the bare minimum at work and stopped going above and beyond the call of duty.
  9. They became less interested in workplace training and development programs.
  10. Their productivity at work declined.

According to Gardner, if an employee displays at least six of these behaviors, he can predict with 80 percent accuracy that the person is about to quit.

What can you do if you spot these behaviors in a key employee? Since the behaviors typically arise one to two months before quitting, there’s not much time to change the employee’s mind—so you need to be proactive.

As a busy boss, it’s easy to get wrapped up in your own work and not engage with your employees much. Walk around, talk to your team every day and really listen—not just to what they say, but also to their body language and how they act. Is a formerly chatty employee now staring at her computer every time you come by? Does a formerly jovial employee no longer look you in the eye?

If you suspect a key employee is ready to jump ship, call the person in for an honest talk. If they are considering leaving but haven’t yet made a firm decision, what can you offer that would make them reconsider? Perhaps employees feel their ideas aren’t taken seriously, that there’s no room for advancement or not enough workplace training. Can you address these issues?

If the employee has already accepted or is about to accept a job offer, you face a bigger challenge—but you may still be able to keep the person on board by making a counteroffer or addressing his or her concerns.

If the employee does leave, conduct an exit interview to probe what prompted the decision. It’s likely this employee isn’t the only one bothered by the same issues, and by becoming more aware, you can remedy the problem before other employees leave, too.  


Nextiva Tuesday Tip: How to Get the Most From a Temporary Employee

??????????????????????????????????Are you using (or considering) temporary employees in your small business? Last year we told you why hiring temps can be a smart way to staff up without the hassles of hiring permanent employees. These tips will help you get the most out of your temporary employee relationships.

Welcome temporary employees on board. Too many temporary employees are met with blank stares when they arrive at a new job, then essentially ignored for the duration of their employment. Just as with any new employee, your temporary workers should receive a warm welcome to your business. (This is especially important if you think you may eventually want to hire the temp full-time.) It’s a good idea to match the temp with an employee on staff who can show him or her the ropes of company culture. Talk to your full-time employees about the importance of making sure they help the temp fit in.

Provide adequate orientation and training. Sure, a temp will come to you with knowledge of a skill, such as how to use Excel spreadsheets, code websites or operate a certain type of machinery. But that doesn’t mean he or she knows how the particular job he or she is doing at your company works. No matter how impatient you are for the temp to get to work immediately, spend some time orienting temps as to where their job fits in within the company, what the goals of the job are, and how to perform the specific duties of the job. It will be time well spent.

Take care of the proper paperwork. Just because a temporary agency is handling the temp’s payroll doesn’t mean you’re off the hook legally. Temporary employees can still file claims against your company if they feel discriminated against, harassed or if you are breaking wage and hour laws. Make sure each temporary employee reviews your employee handbook and signs a document that he or she has read and understood it. Also review your contract with the temporary agency carefully so you know what forms you need to have the temp complete, what records you’re required to keep about the person’s employment, and how long you need to maintain them after he or she leaves. By dotting all the i’s and crossing your t’s, you’ll protect yourself and your business. 


Mondays with Mike: The Quick Qualifier – The Secret To Better, Faster Hiring

For entrepreneurs with a sizeable staff, payroll can be one of the biggest expenses.  That expense can multiply quickly if we don’t hire the right people, so any techniques we can find to improve our hiring outcomes can make a huge difference in our bottom lines.  The fact is that there aren’t a whole lot of shortcuts when it comes to running your business better, but I’m going to share one that can help you simultaneously speed up your hiring process while sifting out your best choices – automatically.

????????????????????????????????Conventional wisdom may tell you that casting as wide a net as possible in your hiring search will yield the highest quality result, but given today’s job market, your problem is unlikely to be a shortage of applications.  Rather, you’re likely to be buried under a sea of resumes, and your greatest challenge will be separating the wheat from the chaff – reducing the flood to a manageable stack of resumes from qualified, competent folks.  That’s where my technique comes into play.

When I post an ad for a job, about 75% of the way through the ad, I insert the following:  “To prove that you’re a meticulous reader, you have to include the following sentence when you send your resume: ‘It is with my utmost respect that I hereto surrender my curriculum vitae for your consideration.’”

Now here’s where the automation comes in.  You create an email filter that searches for the specified sentence, and sorts all of the qualifying resumes into a folder for you to review.  Think it won’t make a big difference?  Think again!  I’ve had as many as 80% of the resumes for a specific position eliminated by this filtering tactic.  Now you may be worried that you might discard a great resume, but let me tell you why this technique works:

  1. The unemployment rate is still so high that folks are desperate, sending off resumes to any ad they read, regardless of whether or not they’re qualified.  In fact, the applicants who don’t include the sentence may not have even read the application, and might have zero relevant experience.  They’re not the employees you’re looking for.
  2. Regardless of the field, attention to detail is crucial, and including the sentence demonstrates that an applicant cares enough to get it right.
  3. You’re looking for candidates who can follow instructions, and applicants who comply with your directions demonstrate a willingness to do what you expect them to.  They’re eager to please, and that’s important for nearly every position in a business.

I’ve used this technique repeatedly, and it’s proven to help select the very best candidates for my careful consideration.  In fact, one of the best employees I’ve ever hired responded by writing: “Yes, I’m so detail-oriented I am including the sentence you requested. However, I also noticed you spelled the word ‘meticulous’ incorrectly, and here’s the correct way to spell it.”  She ended up being a partner in one of my companies.


How to Launch a Philanthropic Program Within Your Company

The concept of corporate social responsibility, or CSR, is incredibly popular in large companies where deep budgets allow employees time off to participate in community-oriented projects. But what about small businesses? Without big budgets, is it possible for the little guys to make an impact?

“Absolutely, yes,” says Lauri Flaquer, small business expert and owner of Saltar Solutions, a business consultancy in St. Paul, Minnesota. “In fact, I’ve been seeing a ton of small businesses develop their own philanthropic programs as of late.”

Interested in getting involved in your community? If so, here are some helpful steps to get you started.

Poll your employees

You want your company to get involved, but you aren’t sure where to allocate your resources. Chances are good that some of your employees may already volunteer or give to specific charities in their off time, so start by involving them in the development of your CSR program.

“Ask your employees what organizations they think the company should give to or volunteer with. Then, task those who are passionate with giving a presentation on their pet causes and ask the group to vote,” recommends Flaquer.

Be choosy

Don’t have any takers for a charity presentation? Find your own non-profit to support. Flaquer recommends looking at organizations that are somehow connected the mission of your company.  “If you own a water filtration business, for example, try supporting a charity that promotes clean water,” she says. “Or if you are in the publishing industry, maybe join a non-profit that prevents the destruction of the Amazon rainforest.”

Do your homework. Flaquer recommends checking with the IRS to make sure the organization is a 501c3 (tax code for non-profit) and with the Better Business Bureau to research on its reputation in the community.

????????????????????????????????????????????????????Schedule volunteer time strategically

Too busy to volunteer? Flaquer recommends scheduling volunteer days (or hours) when your business is in a lull. “If your organization is cyclical, choose a time when it isn’t all that busy,” she suggests.

Transform a volunteering activity into a team building activity. Instead of renting an expensive hall and calling a catering company, opt to spend a day out of the office, cleaning a local park. Then spring for some pizza at nearby picnic tables. The event will end up costing you less and your employees will probably enjoy it more, too.

Set boundaries early

“When you are volunteering your time, it is easy for that time to take over your full-time job because you feel so good about helping others,” Flaquer says. “I recommend that before you start your program, set out exactly how much time you and your company will spend giving back, how much money you will spend and how many resources you will.

“Those guidelines will help you feel good about the impact you are making, but also help you keep an eye on your core business.” 


Delegation Tips for Delegation Haters

Generally speaking, small business owners aren’t the biggest fans of delegating. And it is easy to understand why. Most of them built their companies from the ground up and worry that the addition of a new person may disrupt their business environment and possibly scare away clients. But as Roberta Matuson, HR consultant and author of the new book Talent Magnetism: How to Build a Workplace That Attracts and Keeps the Best, explains, delegation is essential to building a business.

“You will never succeed as a business owner unless you let go,” she says. Here are a few of her top delegation tips for business owners who hate to delegate.

Tap into your network

Talk to fellow businesspeople in your area to get the names of possible candidates. If you are new to your city, Matuson recommends joining the local Chamber of Commerce or contacting a nearby college and posting ads on an alumni job board.

Start with small tasks

Now that you’ve hired your first employee (or contract assistant), it is time to give him or her a few job assignments. “Start by giving them tasks that you are confident they can accomplish,” she recommends. “And allow them to do those tasks the way they want. Accept the fact that your way may not be the best way in all situations.”

?????????????????????????????????????????????Focus on training

Don’t expect your new hire to know how to do everything, even if he or she has a lot of experience. You may do things differently in your business, so it is important to provide specific training.  “Give them what they need,” recommends Matuson. “You can’t throw something into someone’s lap and expect them to learn how to do it by osmosis. Give them the tools and then get out of their way.”

Be careful what you delegate

You may want to hold on to major tasks like entertaining a new client at a dinner or attending a conference call that helps close a sale. “Delegate the things that are weighing you down so you can be free to do what you need to grow you business,” she says. “An important meeting may better be suited for you, not your assistant.”

Don’t micromanage

Many of us have had experiences working for micromanagers—experiences that most likely didn’t last long (because you quit). Stop yourself from being too overbearing with your new employee by checking in semi-frequently. “There isn’t a rule of thumb for how often you should check in, but I’d say it is best to see how they are doing once per week,” says Matuson. “Every day can be a bit much.” 


Nextiva Tuesday Tip: Perfecting the “Dreaded” Employee Review

Stocksy_txp17ae6739N13000_Small_143559Few small business owners relish reviewing employees, but regular reviews are crucial to making your staff the best it can be. Follow these steps for effective reviews:

Be consistent. Use the same review form for each employee in the same capacity—such as all your hourly employees, all your customer service employees, etc. Check out the forms at DocStoc or Microsoft Office templates.

Be prepared. Reviews should be based on specifics, not on your general feeling as to how the person has done in the last three weeks. Document the employee’s performance during the year, both positive and negative, so you can refer to specific examples during the review.

Get input from the employee. Have the employee complete a self-evaluation before the review and give yourself time to read it thoroughly. This will tell you if the employee’s opinion of his or her performance is accurate or way off base.

Provide a balance of positive and negative feedback. Even the best employees need some ideas for how to stretch or improve, or they will become bored. Conversely, even the worst performers need some positive strokes in order not to be completely demoralized. Find something positive and constructive to say so that the review isn’t all lopsided.

Look back and ahead. In addition to reviewing the person’s performance since the last review, look ahead to what the outcomes will be if the person takes (or doesn’t) the steps you’ll recommend during the review. Will he or she be in line for a promotion, or at risk of termination?

Get feedback. It’s easy for the employer to do all the talking, especially in a review that is strongly negative or positive. But be sure you give the employee time to speak so he or she can clarify any issues that may arise. If you ask employees to share ideas for how they can improve, they are more likely to be invested in the outcome.

Clarify next steps.

  • If the employee got a good review, perhaps he or she is getting a promotion and/or a raise. Let the person know the new title, new wage or salary and when both will take effect.
  • If the person got a poor review, you’ll need to specify what remedial actions have to be taken by what date, and what will happen if the person does or does not achieve these milestones.

Codify the discussion. After the review, complete the form, making sure it’s accurate and that you fill in any details that arose during the review. Have the employee sign and date the review form, and add it to the personnel file.




 
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