Cost Cutting – Is Redundancy The Only Option?

At some point in your business you may decide you need to cut your business overheads.  There may be many reasons for this: loss of a large customer; a slowdown in sales; new competition; or – at present – a global pandemic!

A quick way to cut your losses may be to reduce your employment costs.  Some job cuts might save salaries, benefits, employment costs like tax and National Insurance.  You could save on training costs, sick pay, holiday pay.  This can seem attractive, but is redundancy the only option?

Redundancy is never a cost-effective solution

Making staff redundant is never a short-term solution to your financial difficulties.  It is expensive in so many ways.  The redundancy payments themselves can be costly, particularly if your employment contracts offer an enhanced redundancy package. On top of that, you also have to pay notice periods, or pay in lieu of notice.

There are other costs, which may not be immediately obvious.  Things like the management time needed to plan, prepare and carry out a redundancy programme.  Or the unsettling effect on the remaining staff, which will surely lead to a drop in productivity.

This just skims the surface of the costs involved.  I could write a whole different article on redundancy costs alone.

Redundancy is a real negative for your Business

Redundancy  is expensive and hugely time-consuming. It means letting go of employees in whom you have invested  and who might be hard to replace in future.  It usually has a negative impact on those staff that remain.  It is very bad publicity.  It can lead to legal challenges unless handled carefully.

If your business has an uplift and you need more people, you may not be able to recruit again straight away. Even if you can, the people who were redundant may no longer be available or willing to return.  If you can recruit, you will have the cost and the need to train up new staff.

So is redundancy the only option?

It is not, of course, the only answer.  It may seem to be the simplest and cheapest way to cut costs. But you might find it very instructive to look at alternatives before you commit to redundancies.

  • Firstly, a thorough understanding of your Business financials. Is redundancy really the only option, or are there other reductions in cost which could be made instead to mitigate the need for redundancy?
  • Can any of the work be adapted, or dropped (temporarily or permanently?
  • Can you recycle, reuse or repair furnishings, equipment, tools instead of renewing?
  • You might look at reductions in things like non-essential travel; company vehicles; subsidised cafeteria, etc.
  • Are there any grants or incentives available from the Government or elsewhere which might help you get through a sticky financial period?
  • Your employees might have some ideas, so communicate and consult with them. They have a big interest in helping you to save their jobs.
  • Before you make employees redundant, look at limiting the number of contractors and agency staff you are using. Are they doing work which could be carried out by an employee instead?
  • The Government’s furlough scheme during the global pandemic is coming to an end, but could you offer something similar to your employees? This keeps them on your payroll, but reduces your costs.
  • Other alternatives might be to offer sabbaticals; to offer reduced hours or reduced working days; offer a salary reduction; look at secondment or redeployment opportunities

This list is not exhaustive and there may be other things you can do to avoid some or all of your redundancies.

If you think this article is useful and you would like to talk more about dealing with redundancy, – please join our mailing list, or contact us for further guidance.

How To Help Your Employees Have A Happy New Year

Firstly, I would like to wish all my readers a Happy New Year.  I hope you have all had a good break and have come back to work refreshed.  I hope you have renewed interest and energy and exciting plans for a new decade.

Of course, we all feel renewed and refreshed after a lovely Christmas break with friends and family, don’t we?

Well, actually, the answer is different for all of us.  We give each other a cheery greeting and wishes for a happy twelve months ahead.  When we say “Happy New Year”, it is much like asking how someone is.  We mean it genuinely and  – if we think at all about it – we hope that they are well and happy.  But we rarely take the time to properly consider whether someone is genuinely looking forward to another year.  In reality, they might be feeling lost.  Or they might even be dreading the future.

Reasons why some people dread a new year

We make assumptions that everyone has enjoyed their Christmas break.  But the truth can be quite different.

When couples and families are forced into spending time together for more than a few hours, they can discover unpleasant truths.  Sadly, many people seek advice on divorce in January.  They have discovered over the Christmas period that they just cannot live together any longer.  Even if divorce is a step too far, some people find that their family relationships have changed. Or they may have discovered family problems which were previously unknown.

A happy and successful Christmas can bring other problems.  January can bring enormous credit card bills, or overdraft payments. Even when people earn a good salary, it does not follow that they are good at managing their financial situation.

Or there are those who have over-indulged themselves at Christmas.  We often eat rich food, in much greater quantities than our bodies can process.  Or we might drink more alcohol than usual, for longer periods, or at different times of the day.  This can lead to a need to give up things we normally enjoy, like chocolate or alcohol.  Or we decide to go on a weight-loss plan.  Then, when these new regimes prove hard to stick with, we beat ourselves up for not resisting.

New Year – new opportunities

Of course, some may have used the break to think about their life direction.  It is often a time when people come back to work with a plan to change roles, or even move to a different employer.  Some will decide that they want to leave the safety of employment and set up in business for themselves.

January is also traditionally a time when people start to plan their holidays for the year.  They will start dreaming about a sun-drenched beach.  Or they might prefer cultural breaks, or learning a new skill.  We are keen to save our spare cash to pay for our holidays.  We might spend our lunchtimes and breaks looking at exotic destinations and comparing travel costs.

Things beyond our control

In the northern hemisphere, the weather in January can make life difficult.  As I write this article, we are slowly recovering from storm Brendan in UK.  There has been torrential rain across the country, coupled with very strong winds and high tides.   We have to contend with flooding, trees down, huge waves breaking over sea-defence barriers.  This is fairly standard for this time of year, although maybe more extreme than previously.  But the big concern is for the future – what will the next decade bring in terms of climate change and altered weather patterns?

And, of course, colder and wetter weather brings illness.   This is the time of year when we all have colds, flu, upset stomachs (from all that over-indulgence, maybe?).  Many people may have had a rotten Christmas break because they felt too ill to enjoy it. Or their partner or children were ill.  Or maybe the whole family went down with something nasty.

Mental health concerns

Christmas is a time when our mental health can take a real knock.  The perceived joy and fun going on at Christmas can be in stark contrast to our own situation.  If we are lonely, then this can become unbearable at Christmas.  And it is not just those who live alone who feel lonely.  Returning to work can be a welcome relief and return to normality.  Or it can just make us realise how bad things have got.

Many of us put our problems to one side and decide to enjoy Christmas.  The holiday break can be a welcome relief from our concerns.  But now that the holiday is over, we have to face up to our problems again.

Why is this the employer’s problem?

All of these things, good and bad alike, can make it really hard for us to get motivated again.  We have had a break from normality and finding our pace again can be difficult.

If we have had a great time, then we don’t want to face the return to our usual situation.   It can be really hard to throw ourselves back into work mode.  If the holiday has been less good, then it can be really difficult to face up to those problems and difficulties which we have been avoiding.

Either way, our productivity can be low and our employer may not get the best from us during January.   And this is probably a time of year when they were expecting great strides and renewed energy from us.

So how can an employer turn this around?

There are so many things which a good employer can put into place to enable a successful January and beyond.

There is help available to tackle many of these issues.  If an employee is facing personal problems, an employer can provide a counselling service, or legal advice.  At the very least, you can point the employee in the right direction to get appropriate help and support.

You may want to consider flexible working, or different working patterns, or moving people into different roles.  You should be holding discussions, consultation, regular conversations with your employees.  That way you can find out what help they need, what direction they want to move in, what their plans are.

If people are having financial problems, there are many debt counselling schemes.  There are interventions to help people reduce financial outgoings, to save, to plan for their future.

There are wellbeing services you can consider, from massages, to meditation, to practical help, to fitness, weight loss, dietary control.   At the very least, you should be making sure they take regular breaks and go outside to see some greenery.

You might want to consider training and development plans to help people move in their preferred direction.

Steps towards a Happy New Year

I have deliberately talked about the difficulties and problems which can come as a result of the Christmas and New Year break.  Of course, the vast majority of your employees will have had a great break and will be feeling refreshed and ready for the next challenge.

But it would be great if you can think about ways to help your employees really have a Happy New Year.  The best way to do that is to talk to them and find out about their concerns, their plans, their dreams.  Then you are in the best position to help them.  If you help them, then they will help you to ensure that your business is successful and brings you a very Happy New Year!

If you think this article is useful and you would like any strategic HR support or information  on dealing with this  – or any other people-related issue in your business – contact us for a no-obligation chat.

Jill Aburrow runs an HR strategic consultancy business – JMA HR .  She provides strategic HR advice and support to businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list?  Jill has been a professional strategic HR advisor for over two decades. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.

 

How To Plan A Happy Workplace Christmas

Christmas should be a really happy time of year.  It is a holiday period and we all look forward to a break from work.

Or do we?

For some people, Christmas is a nightmare.  For others it can just be a time of chaos and confusion.  Some think it is no different than any other time of year.  Others wish it would all just be over quickly.  Some want it to be Christmas all the time.

Employers have an added dimension.  We need to try and keep productive, but allow our staff some leeway and time to enjoy themselves.  But what should we allow, or not allow?  What are the pitfalls that face us as Christmas approaches?  How can we make sure our business doesn’t suffer over the holiday period, but our employees have a great time?

How should employers start to plan for Christmas in the workplace?

There are so many things to think about which can make working at Christmas either great or horrible.  It can be your most successful time of year, or your slackest time.  Of course, you may not always be able to plan which of these is the case.

Do your employees want to be at work at Christmas?  Or not?  Do you have enough volunteers to cover peak times?  Or do you need to work out a rota?  Can you allow everyone to take time off or holiday over the period?  Maybe you need to stop all annual leave.  What about time off for religious festivals?  What about time off to support family activities (school carol concerts, nativity plays)?

Have you thought about cultural diversity?  Your staff may not all want to celebrate Christmas or to have time off.  It maybe the case that they prefer to keep their annual leave for other occasions, or to have time off for other religious or cultural activities.  Can you accommodate all of these wishes?

Time out at Christmas

One contentious issue is time off work.  Do you want to close the business down for a few days?  And can you afford to do so?  If so, does everyone who works there want to have time off forced on them, or would they rather work over the holiday period?  If you are shutting down, has everyone got to use up annual leave?  Have they got enough annual leave?  Will you give extra time off?

Will you let people leave early on Christmas Eve, or do you expect them to work the full day?  Is your business going to be shut on Christmas Day, or will you be open as usual.  If it is the latter, how will you organise who works on that day?

Celebrations

Things you need to consider under the heading of celebrations are many and varied.

Your employees may want to have an office party, or a meal out.  You need to consider whether this should be in their own time or whether you will give additional time off.  You might want to contribute to the cost.

What about music in the workplace?  Some people like to have Christmas music while they work.  Others hate it.  Some like the popular Christmas music which is played on the radio and in shops all through December.  Others would prefer classical or religious music or carols.     Will you allow music all the time, or only at certain times, or not at all?

Many people like to bake cakes and food at Christmas and bring sweets, chocolates, cake or other food into the workplace.  Are you happy for that, or do you need to lay down some rules?  What about drinks?  You may not normally allow alcohol in work, but would you make an exception at Christmas time?  If so, what rules will you set around it?

Gifts and Giving

People like to give cards and presents to each other at Christmas and that, of course, is a personal decision.  But some workplaces organise a “secret santa” where each person receives a gift.  Of course this can be fun, but again you may need to set some rules about cost or type of gift.  Some people may choose not to take part and that is fine, but you need to make sure they are not made to feel uncomfortable about that decision.  I have been on the receiving end of some fairly questionable gifts through secret santa.  People think it is funny to give an offensive gift when it is done anonymously and it can be very difficult if it is not properly controlled.

This might be a good time of year to make some corporate contributions to a local charity or to encourage employees to volunteer to help others in some way.  Your employees and clients will be very supportive of you if you can give a little extra at this time of year.

Getting to Work and Flexible Working

Whether or not you already have a culture of flexible working, this might be a good time of year to relax the rules.

In the UK, the weather can be bad at this time of year and the days are short.  We have darker mornings and earlier evenings.  Travel can be difficult for people in the dark and in poor weather.  In the final run up to Christmas, there is the additional worry of drunk driving as many people have too much alcohol and don’t realise that one extra glass can make their driving very dangerous.

People have children who are taking part in seasonal activities and parents may well want to be able to take time out to attend a carol concert or school play. School holidays are an additional problem for parents to deal with and they may need some flexibility to manage childcare.   Or people may have other caring responsibilities, hospital visits or older people to consider.  Unfortunately, these arrangements can become more difficult at holiday times.

Strained Relationships

Christmas should be a time to relax and enjoy ourselves. But for many, the stress just piles on us before and during the holiday period.  There is so much to organise, so many calls on our time and our money. We sometimes dread spending time with difficult family relationships or unwelcome guests and we put pressure on ourselves.  All of these things can cause major health and wellbeing issues.

Additionally, the increased likelihood of colds, flu and seasonal illnesses.  Not to mention self-inflicted problems from too much alcohol or too little sleep.

All of these things are generalisations and will not affect many of us.  But they will definitely affect a large proportion of our workforce.

Giving employees their best Christmas ever

Christmas needs careful planning – as with so many other things in the world of work!

As always, if you want to give your employees the best Christmas present, then consult with them about what works and what doesn’t work.  You will never please everybody all the time.  But if you know what the majority of people want, then you have half a chance of giving them a happy Christmas at work.

And who will benefit most from that?  The employer, of course.

This could be your best Christmas ever!

If you think this article is useful and you would like any strategic HR support or information  on dealing with this  – or any other people-related issue in your business – contact us for a no-obligation chat.

Jill Aburrow runs an HR strategic consultancy business – JMA HR .  She provides strategic HR advice and support to businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list?  Jill has been a professional strategic HR advisor for over two decades. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.

How High Productivity Will Prevent Resignations

What is high productivity and how can we achieve it?

I have been writing articles about improving productivity for the last two or three months.  There are often press items about how the UK is suffering from low productivity.  Employers are continually being encouraged to do things to improve productivity.

But what does high productivity mean?

What does “high productivity” actually mean?

Essentially, to be highly productive, we need to make the best use of our time and resources.

This does not necessarily mean doing things more quickly.  If we rush things and make mistakes, we might need to do them again.  So that is not very productive.

Productivity is not about perfection.  We might want to be the best at what we do.  We might want to manufacture the very best products in our field.  Or maybe we want to beat the competition and make our items better than others that are on offer.  But being the best may not be productive.  It can take a long time to produce something which is better than the competition. Others might be churning out something which is not quite as good, but at a faster rate, or lower cost.  So who is then the more productive?

Sometimes “good enough” is good enough

If our products are of a standard which is acceptable and which sells well, then we may not need to produce the very best.  Of course, we may want to have a reputation as “the best”.  In that case, we need to strive to create perfection.  But the majority of businesses can do very well by producing a quality that is good enough, but not perfect.

If we do want to produce premium goods and be known for being “the best”, then our measure of productivity will be different to that of our competitors.

High productivity is not an absolute and is not strictly measurable.  It is also something which changes on a daily basis.  It depends on a variety of things, only some of which are under our control.

Factors which affect high productivity

Things which affect high productivity are many and varied.  If we employ people, then those employees have a large impact on the rate of productivity.  If they work quickly and accurately, then the business is more likely to be highly productive. When they are not able to work as speedily as we would like, then they may be less productive.

The availability, cost and quality of raw materials to produce our end goods has a huge impact on the productivity of our business.  This may – or may not – be within our control. But how we manage the supply chain is critical. We may need to regularly review our suppliers.

The weather, state of the transport system, global economy, clearly all have an impact.  These things affect us all and so our competitors also have to manage these peaks and troughs.  But they are often outside our sphere of management.

Managing people to create high productivity

The one factor which is in our control is the way we manage the people who work for us.  On a daily basis, there may be external factors in their lives which affect their individual productivity.  We may have a limited ability to change that.

But how we manage people in general, and individuals in particular, is a critical factor in the level of our business productivity.

As human beings, we all want to be valued.  We all want to be loved and appreciated.  This is true in the workplace as much – or more – than in our private lives.  We have a need to be accepted and to believe that we are useful.  We shine more brightly when we know our purpose and feel appreciated.

The one, major, thing which every employer can do to improve productivity within the workplace is to value, thank and cherish our employees.  Do they know their purpose and how their particular role fits into the overall business vision?  Do they understand that you appreciate their efforts and value their input?Can they be sure they have the right skills to do the job well?  Do they believe they are being paid fairly for their work?  If the answer to all of those questions is “yes”, then you are well on your way to high productivity in your workplace.

A salutary tale

I had coffee with a friend this week.  She has recently left her workplace after 9 years in her job.  When she told her boss she was leaving, he said he was really disappointed.  He said she was highly skilled and that he really appreciated her work.

Too little, too late.

Her feeling was this.  Had he told her how she was valued earlier in their working relationship, she would probably never have got to the point of moving on.  Had she felt appreciated and fairly paid, then she would never have looked for another job.

I have known employers who offer a pay rise to prevent someone from leaving the company.  Sometimes that offer is accepted.  But it is never a good solution. People will not feel the warmth from a pay increase for long.  They will remember that they had to resign to get the appreciation.  So they will keep looking for a better employer.

If you want to improve productivity, then look after your employees – and do it now.

If you think this article is useful and you would like any strategic HR support to work out a plan for higher productivity, then  contact us for a no-obligation discussion about how we can help.

Jill Aburrow runs an HR strategic consultancy business – JMA HR .  She provides strategic HR advice and support to businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list?  Jill has been a professional strategic HR advisor for over two decades. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.

Presenteeism And Productivity – What Is The Connection?

Absenteeism from work is never productive. But it does not necessarily follow that being present goes hand in hand with high productivity.

There is a growing problem with presenteeism in the workplace. But what is presenteeism and why is it an issue of concern?

What is presenteeism and how does it affect productivity?

In the past, presenteeism was a term used to describe a situation when people stayed at work, even when they were sick. It arose when people were not paid for sickness absence and could not afford to lose a day’s pay. So they went to work and became guilty of presenteeism. They were present at work, but not productive or able to contribute, due to their ill-health.

These days, the term “presenteeism” is used to describe any situation where people are present at work, but are not being productive. Have you ever known anyone who has finished a specific piece of work, but stays at their desk for a further half an hour, so they can be seen to be there? Or what about the person who spends most of their day checking their social media or emails and does not actually produce any work?

Why do people need to be seen to be present?

You may say that you do not ask  – or expect –  people to work long hours or come into work when they are sick. If they choose to do that, then that is their own decision.

Indeed, there may be little pressure from managers for people to exhibit presenteeism. Many people have a strong sense of loyalty to their co-workers.  So they do not want to cause others to have more work to do because they are sick. They “don’t feel too bad” so think they can do a day’s work. Others may feel a loyalty to the organisation they work for.  Their presenteeism is a misguided attempt to “be professional” or to support the organisation or colleagues.

In some industries or areas where there is little other employment opportunity, people are frightened that they may lose their job if they take too much time off sick. Or they have personal money worries.  Maybe they fear downsizing or job losses. In a smaller team, people might be afraid that the work will pile up while they are off sick. So they come in before they have recovered.  Or they work at weekends, to avoid the pressure of a heavy workload. This is common where people feel they have high workloads or tight deadlines and believe they have little support.

Then, of course, there are people who are addicted to work – “workaholics”.

Why is presenteeism so bad for productivity?

Presenteeism can raise a range of concerns about the work environment.

Firstly, the person who is guilty of presenteeism is clearly not very productive. Just because someone is in the workplace, they may not add a valued contribution to the organisation. This might even be more costly for the employer than their absence would be. The quality of their performance will reduce.  This could lead to poor judgements which cost time and money to fix.

My second concern is about the company’s culture and whether that brings out the best in people. Presenteeism is a big pointer that someone is feeling insecure in their job. These are people who need to be seen to be working to prove that they are valuable. The message that a manager can take from this is that people need to understand their value to the organisation and why their role is important.

Another issue is poor health – for both the individual employee and their colleagues. If someone continues to work when ill or exhausted, then they are likely to fall victim to other sickness. They will probably pass their bugs on to colleagues.  This can cause a rash of absence as others have to take time out to recover from a stomach upset or cold which has been passed on to them. It will take the individual longer to recover from sickness as they have not taken enough rest. This will make them unpopular with their colleagues who become sick or who have to pick up the workload. This has the potential to damage general staff morale.

What can an employer do to prevent presenteeism?

Have you thought about training your managers to recognise presenteeism and to discourage it? For example, technology is widely seen as positive in the workplace, but many people find it difficult to “switch off” outside working hours. I have known many people who deal with emails late into the night, or even take laptops on holiday so they can keep up with work. This negates the benefit of having an overnight break or a holiday.

Many of us work in high-pressure cultures or deal with heavy workloads. This can push unwell employees into the office. It can also lead to people using annual leave and weekends to catch up with a backlog of tasks. This requires some serious management and job design. You may well be concerned about the additional cost of an extra salary if you take on more staff. How much more does it cost for your current employees to manage the tide by working when they are unfit, only to drown when they are engulfed? You may want to make it a priority to give more manageable workloads.

Leading by example

Simple steps to take include sending unwell employees home. You could also encourage – or even enforce – breaks and reasonable working hours. Make it clear that your Company expects sick employees to stay home and recover. How about sending a “hometime” reminder from the CEO to come up on every computer screen at the end of the working day? The workaholics among your staff may resist this, of course.  But they may thank you in the long run. You will definitely see the benefit yourself.

Deadlines are a factor of the modern workplace and there is probably nothing you can do about that. There may be occasions when you need people to work late or out of hours. Keep these to a minimum, rather than an expected pattern. You will find that people are willing to help you to meet an important deadline.

A really basic step for business owners, CEOs and managers to take is to be the role model of the behaviour you require. This is simple, but surprisingly rare. Your staff will look to you for a lead and they will follow your pattern. If you work long hours, don’t take breaks and work when you are sick or on holiday, then you cannot expect them to behave any differently. You are the key to changing the culture. You are not made of steel, either. All of the disadvantages that presenteeism brings for your workplace also apply to you.

If you think this article is useful and you have a problem with presenteeism and productivity in your workplace, then contact us  for a no-obligation discussion about useful steps to take.

Jill Aburrow runs an HR strategic consultancy business – JMA HR . She provides strategic HR advice and support to businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list? Jill has been a professional strategic HR advisor for over two decades. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.

How Office Design Can Increase Productivity

Office design is important.

Over the last three decades or so, I have worked in a variety of different offices.  One of these was a small private office, where there was only just enough room to open the desk drawer.  At the other end of the scale was a large open-plan office housing fifty people.   I have worked with a hot-desking policy. There have been times when I have worked in a co-working space.  Now I work at home.

I have worked both in the city and in a business park.  I have worked in a historic, listed building and a new, purpose-built office block.   The view I have looked at has ranged from a blank wall to rolling countryside to an industrial landscape.

All of these have advantages and disadvantages.  I could tell you which I liked best and why.  I can also tell you some stories about how they all made me feel (looking at a blank wall was incredibly depressing). But I cannot tell you what works and what doesn’t work.  We are all different, with different needs and experiences.  And so some environments suit one person, but not another.

The aim of this article is to help you understand how the environment we work in can affect our productivity.  There are some simple changes you can make which might have a huge effect on how well and quickly the work gets done.

Office design considerations

The Estate Agency, Savills, ran a Europe-wide “What Workers Want” survey  earlier this year.  This looked at how office design can affect the satisfaction – and productivity – of the people who work there.

The survey found that some of the key factors which affect productivity are:

  • Length and cost of commute;
  • Hot-desking;
  • Open plan offices.

Another important factor for a business to consider are the ability to work in a variety of workspaces.  Some other considerations are the provision of quality IT structure; natural lighting; plants; colour; temperature; smell.   An easy, but important, area to regulate is cleanliness.  It is easier to keep a work area clean if it is organised.  I have looked at the advantages of being organised in a previous article.

How the journey to work can affect productivity

If you are thinking of moving your business, or if you are a start-up, then have you thought about the site of your office?

It is not as simple a choice as you might think.  For example, if you like peace and quiet you may want to place your business in the heart of the countryside.  But have you considered how your employees can get to work?  Not everyone can drive or wants to do so.  Your ideal employee may prefer to work in town, with plenty of public transport.

And for the drivers, have you considered the parking facilities.  The ease, cost and availability of secure parking is one of the major factors that people consider when they are job seeking.

As a business owner, you may consider that rent and availability of premises may be much cheaper and easier outside the city centre.  But if that means you cannot attract people to work for you, then your business is a non-starter. Even in the city, you need to be aware of the parking situation.  Some of your employees may be commuting for up to an hour and if that is a drive, they will want to be able to park easily and cheaply.  The Savills’ survey found that a high proportion of workers were concerned about the length, cost and ease of the commute to work.

Does a hot-desking policy work?

Hot-desking has become more popular in recent years.  Employers see it as a great way to maximise the use of desk space.  It is likely that a percentage of people will be away from work at any one time (on holiday, off sick, working elsewhere, or at meetings).  So hot-desking surely makes sense?

The Savills’ survey would suggest otherwise.  The number of employees who said that hot-desking harmed productivity was about one-third and this had increased since the previous survey.  More than half of the workers surveyed said that they would prefer to have a dedicated desk.  People like to personalise their workspace.  We are creatures of habit and like to work in a familiar setting. Specifically in the UK, 50% of workers feel that hot-desking has had a negative impact on their productivity and only 12% feel it has increased productivity.

Open Plan Offices

Open plan offices have become commonplace and many people believe that they encourage collaboration and so increase productivity. But a third of people in open plan offices feel that their workplace layout has a negative impact on their productivity levels.  This can be linked to other factors like smell and noise.

From a personal perspective, I have worked in open plan offices where people persist in having lunch at their desk.  If this includes a meal which has a distinctive and evident smell, others around may find this very distracting.  Even strong perfume or air fresheners in an open plan office can cause difficulties for some people.

Many workers are introverts and these people are less likely to be comfortable in an open plan environment.   Even the more extroverted among us need to concentrate on some tasks.  An open plan office is not going to be helpful where a job requires concentration rather than collaboration.

This is where it is important to provide a variety of workplace options.  An open plan office can be combined with some break-out spaces, or even some private offices available. People like to have the choice and some control over where they choose to work.  Few roles need to be done completely in one place or at one desk.  So good office design needs to give people options, including somewhere for some privacy.

Keep the noise down

As well as smell, noise can be a source of contention in an open office.  Some people like to work with background music or some noise.  Others cannot concentrate if there is noise, even if it is just subdued conversation elsewhere in the office.

The What People Want survey found that 83% of workers said that noise levels are important to them.   Leaders and managers need to consider solutions to some of these issues.   If you are designing an office, then you need to consider the acoustics.  But it may be difficult or important to change the physical aspects of the office.   It is never helpful to enforce a strict ban (on radios or music, or conversation).  But, for example,  you might want to consider allowing people to use headphones to listen to music.

What about the air that we breathe?

There are other office design factors which may impede productivity.  An important one is air quality.  Stale and polluted air can lead to tiredness, headache and difficulty in concentrating.   So the provision of fresh air in the office is really important.

Machinery, fabrics, building materials can all affect this.  An ability to open windows may be all that is needed.  But some buildings don’t have this facility.  It can also be a source of contention due to the temperature variation which can be caused.  Air conditioning might be the answer, but how fresh is the air which is circulated?  There may be a large cost implication for solving this one.  But it might bring a good return on investment in terms of productivity; absence and retention.

Human beings need to connect with nature.  More plants in the office can improve the quality of the air in the office and will also help the wellbeing of the employees.  Studies have found that plants  and natural light can have a major impact on productivity.

Small changes to office design can improve productivity

It is well documented that employers in the UK are struggling to increase productivity levels.  One place where we can make a difference is the workplace environment.

I am a big believer in collaboration and consultation in the workplace.  If you talk to your employees, then you will find out what works for them and what does not work so well.  No doubt, they will come up with some wildly impossible and expensive solutions.  But they will also tell you the small things which might make the biggest difference.

If you think this article is useful and you would like any strategic HR support or information  on dealing with this  – or any other people-related issue in your business – contact us for a no-obligation chat.

Jill Aburrow runs an HR strategic consultancy business – JMA HR .  She provides strategic HR advice and support to businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list?  Jill has been a professional strategic HR advisor for over two decades. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.

The Truth About Employees, Divorce and Productivity

It  is well-documented that divorce can be one of the most stressful situations anyone can experience.  In the UK roughly 42% marriages end in divorce.  So it is highly likely that some of your employees will be going through a divorce at some time.

The thing about employees is that they are people first, with complex emotions and feelings.  We don’t just shrug off our feelings, like coats, and hang them on a hook when we walk into the workplace.

So how we feel at any one time or any particular day will affect our performance, concentration and productivity. Employers may not want to acknowledge this, and deal with it.  But good employers recognise that their workers have things going on which are probably more important than work -at least for the individuals.

Is there anything an employer can do for employees who may be facing divorce?

Legalities and changes in the Law regarding divorce

It has been widely reported that “no fault divorce” is to be introduced in the UK.  The intention is to end the blame game and make divorce easier for those involved.

This is undoubtedly good news and should lessen acrimony in divorce cases.  But divorce is going to remain unpleasant for those who go through it.  There will still be financial disputes and anxiety over children and access.  If your employee is going through a divorce their private life will be disrupted and their work will also be adversely affected.

 What effects am I likely to see on my employees?

The most likely effect on your employee is stress.  This may mean loss of concentration and increased anxiety.  They may use work as a refuge from the storm in their private life.  If they are engaged and involved in their work, it may indeed be a relief from the stress.  But it is more likely that they will only pay partial attention to their work.

The divorcing employee is likely to need to make court appearances, maybe multiple times if there is disagreement about financial aspects or access to children.  It may be that the employee is going through a change in their living accommodation, or the sale of a jointly owned house.  They are very likely to have increased financial worries.

How can an employer help employees who are divorcing?

There are some practical steps an employee can and should take to support their employees through a divorce.

This is an example of a situation which can be greatly helped if you already have a trusting and effective relationship with your employees.  If they trust you or their line manager, they will be more open about their personal circumstances.  You can build on that trust if you provide practical and relevant help to them.

The first issue is with regard to financial management.  Divorcing couples need to exchange financial information and often need documents to confirm details of salary, benefits, bonuses, pension arrangements.  An employer can help by providing that information quickly.

Some more ways an employer can help

Another issue which will affect your divorcing employee may be the need for time off work to attend court hearings in relation to the divorce, especially if it is an acrimonious divorce.  There is no legal requirement that you give paid time off for this, but you may wish to allow them to use up annual leave, or take unpaid leave.  Or a generous employer may wish to give additional paid leave (but you would need to give this some thought to ensure fairness to other, non-divorcing, employees).

However well an employee may be dealing with a divorce, you would be well advised to keep an eye on their mental health.  These will be stressful times for them and we all react differently in such circumstances.  Some of this will depend on how acrimonious the divorce is and whether there are children involved.   It may be helpful  to think about how to provide counselling or employee assistance if you do not already have such a scheme in place.

Benefits for the employer in supporting an employee through divorce

If you have a positive relationship with your employees, they are more likely to be honest with you about an impending divorce.

How can you provide practical and relevant support to them?  If you can do so, the situation is likely to resolved more quickly.  This is a benefit to the employee, of course.  But that also makes it better for you.

A reduction in the stress of the situation may lead to reduced likelihood of ill-health absence.  The employee will be more focussed at work and more able to concentrate.  This has a positive effect on their productivity.

There are more benefits for the employer

The secondary effect is loyalty.  An employee who has had support from their employer through a difficult personal situation is easier to retain in the workplace.  They will not want to risk moving to a less understanding workplace.

Your reputation as a caring and good employer will also be enhanced.  This will have a positive effect on recruitment and employee satisfaction.

Being kind to our employees and supporting them through difficult times is not only good for them, but it is also good for us as employers.  We all want to be cared for and cared about, and that includes employers.  And it doesn’t hurt the bottom line, either.

 If you think this article is useful and you would like any strategic HR support or information  on supporting an employee through a difficult time in their personal life, then  contact us for a no-obligation chat.

Jill Aburrow runs an HR strategic consultancy business – JMA HR .  She provides strategic HR advice and support to businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list?  Jill has been a professional strategic HR advisor for over two decades. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.

How Employees With Mismatched Skills Are Damaging Your Company’s Productivity

Many companies are employing people with mismatched skills and this is damaging productivity and profitability within their business.

I wrote an article in February this year about the dangers of recruiting employees with the wrong skills for the vacant position. Many employers look for skills that aren’t needed to get the job done.   Almost half of employees in the UK are in jobs with mismatched skills.  They are either over-or-under skilled for the job.  Or they might have the wrong qualification, or are not qualified at all.

A report by the Chartered Institute for Personnel and Development (CIPD) last year found that over a third (37%) of workers have the skills to cope with more demanding jobs.  Additionally, many people with degrees are in jobs which do not require such a high level of qualification. Conversely, one in ten people reported lacking the skills needed to carry out their job effectively.  The report concluded that as many as half of UK workers could be in the wrong job, based on their skill level.

Why does it matter if your employees have mismatched skills?

Mismatched skills bring negative impacts for our employees.  This has a knock-on negative effect on our business.

For employees, the CIPD survey found that over-skilled workers earn less than those whose skills are well-matched to their jobs.  This can result in a long term inability to increase their salary to a level they feel equals their skills. This can lead to resentment.

On the other hand, if someone has not got the relevant skills for their job, then they can become stressed and may work longer hours than is healthy.

Other issues for employees who have mismatched skills may include:

  • reduced chances of promotion;
  • difficulty in getting a new job;
  • poor job satisfaction;
  • lack of trust in the workplace;
  • lower confidence.

Why does an employer need to worry about this?

For employers, these implications for our workers are a key factor in the productivity levels for our business.

If our employees have mismatched skills, they are less likely to do a good job for us.   Their motivation and job satisfaction will suffer.  As a result, they may become resentful and even disruptive.   Their sickness absence levels are likely to increase.  All of these things are difficult to manage in the workplace and result in cost (in time and money) for the employer.

You may start to wonder why you have been unable to recruit a more satisfactory and happy employee.  Employers often think that it is difficult to recruit the right people.  But it may be more accurate that they are not even looking for the right people.

You may also find that employees are leaving only a short time after they started working for you.  Over-skilled employees will want to leave and find a job which is better matched to their skills.  And under-skilled employees may just be very unhappy because they struggle to do the job.

All of these things affect the overall productivity of your workforce.  And that increases your costs and reduces your profits.

How can I address the problem of mismatched skills?

If you ensure your employees have the right skills for their jobs, either through recruitment or training (or both), then they will be happier in the workplace and you will benefit from higher productivity and increased profitability.

To avoid mismatching skills to jobs in your company, there are some key areas where you might want to take some action.

  • Recruitment . A good place to start is to review your recruitment process.  Have you got a recruitment strategy?  If so, does it need to be adjusted?  How accurate are your job descriptions? Have you reviewed your job descriptions lately?
  • Skills Development And Training. Is it time for you to invest in some training? You could arrange some skills development for the current job holders, where they are under-skilled.  Clearly this will address specific problem areas.  But it can also send a powerful message about valuing your employees .
  • Conducting a skills audit. This can give a clear picture of the skills you already have in your workplace. You may be unaware of some of them.  It is certainly likely that you will find a number of areas where some adjustments can be made in terms of job design or training plans.   It could even lead to some restructuring if you can move people around to address some of the key skills gaps.
  • Job design. Once you understand the skills you have in your workplace, you can prioritise better use of those skills.  Then you can adapt how well  and where those skills are used.  You can then ensure you have the right jobs with the right people in them.  And you can recruit and train others, as necessary.
  • Management training. Your managers are key in this whole process and it will pay you to ensure they have the skills to support employee development. You may want to review your management practices as well and ensure your managers are confident in those practices.

What benefit will it bring?

If you can address these key areas, your employees may start to use their skills fully and appropriately in the workplace.  This will bring them increased levels of job satisfaction.  They are likely to earn more throughout their career and have more confidence and less stress.

This can lead to increased loyalty, trust and motivation.  Your retention rates will go up and the money you need to spend on recruitment will reduce.  All of this leads to higher productivity, more rapid growth and – ultimately – better profitability for your business.

If you think this article is useful and you would like any strategic HR support with a skills audit, recruitment strategy or anything else we have covered, then please contact us for a free half-hour discovery call.

Jill Aburrow runs a strategic HR consultancy business – JMA HR .  She provides strategic HR advice and support to Professional Services businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list?  Jill has been a professional strategic HR advisor for over two decades, supporting Information Technology companies. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.

 

Is Being “Always On” Good For Productivity?

What impact does technology and the “always on” culture have on productivity?

Technology allows us to work when and where we want to.  But is the “always on” culture good or bad news for productivity in UK business?

A recent article in HR News discusses a recent survey by Aviva. The findings are that 72% of UK workers are checking their emails outside of work hours. On average we spend up to two and a half hours per week working outside our usual hours.  This equates to an extra 16 days at work per year.

Employers may feel this is good for productivity.  Additionally, in these days of flexible working, we like to be able to work at times to suit our lifestyles.  Technology allows us to do this, so where is the problem?

Is it bad to be able to work outside normal hours?

Many people like the freedom to catch up with some work in the evenings or at weekends.  If we work flexibly, it gives us the chance to take time out of work during normal hours.  Then we can make up the time missed when it suits us to do so.

But the downside is that we never really leave work behind for the day.  It is too easy to keep in touch remotely, which means managers can (and do) send emails outside working hours.  That is fine and they probably don’t expect an answer there and then.  But many of us see an email from the boss and think we need to be working because our manager is working.  It doesn’t matter how much a manager says “do as I say, not as I do”, it is human nature to want to please.  Particularly, we want to please the boss. So if we see them working we automatically feel guilty if we aren’t working too.

There is emerging evidence that this is having a detrimental effect on mental and physical well-being. We want to please the boss, but we also want to spend quality time with family and friends.  And we need to have a break from work.  Research by the Chartered Institute of Personnel and Development (CIPD) in 2019 found that 87% of organisations reported the inability to switch off after hours as the biggest negative effect on employee well-being.

What can employers do?

Have you thought of banning email at weekends or after certain hours? American healthcare company, Vynamic, have banned people from sending emails between 10pm and 6am and any time at the weekend.

You may think that this policy is a backward step for flexible working.  But the ban is only on hitting “send”.  Managers and employees are free to work whenever they please and to draft emails, but they are not able to send the emails.  If the matter is urgent, they can text or telephone the other party.  Vynamic have found that this ban is really effective.  Because there is no danger of getting emails, employees don’t feel the need to check for any and so they are free to enjoy their downtime.  And the sender of an email has to stop and think if the matter is so urgent that they need to send a text or pick up the phone.  Mostly it is not that urgent.

The CEO of Vynamic says it is the best benefit they have ever introduced – and at no cost.  Employee well-being has improved hugely.  What is more, the retention rate has increased as well as people want to continue to work for a company where they are valued and truly get a break at the end of the working day or week.

Do you want your employees to be well and happy?

Of course you do.  We all want that for our employees. It makes great business sense.  Well and happy employees are loyal and want to continue to work for you.  They are your advocates and tell your clients and the world that they work for a great company.

 

Then there is the financial aspect.  The cost of implementing this rule is fairly negligible, yet it has a huge impact.  The other financial benefits include reduced absence and a lesser need for recruitment.  How would you like to be the CEO of a company where everyone wants to work for you?

 If you think this article is useful and you would like any strategic HR support or information  on dealing with this  – or any other people-related issue in your business – contact us for a no-obligation chat.

Jill Aburrow runs an HR strategic consultancy business – JMA HR .  She provides strategic HR advice and support to businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list?  Jill has been a professional strategic HR advisor for over two decades. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.

Why Being Organised Can Help You Increase Productivity

My Dad used to tell a story about his early days in the workplace.  This was well before we all had a computer on our desk (or even in the workplace at all).  His solution to managing his workload was to have an in-tray, an out-tray and a “kk” tray.  “kk” was his code for “can’t cope”.  If he had anything on his desk which he didn’t know how to deal with, he would put it in the “kk” tray.  Throughout the day, people would come to his desk, looking for reports and documents.  They were invariably in his “kk” tray and would be taken away by someone else.  That was his solution to organising his workload.

Now I don’t suggest this is a good way to plan your work, but at least it was an attempt to get organised.

How can being organised help productivity?

We often think that productivity is measured by the speed we get work done.  In the UK, productivity levels are falling,  yet we still work long hours. So the speed at which we work is only part of the issue.

What would happen if we were more organised (at home, as well as work)?  You may feel that you don’t have time to be organised, or that you work better with some chaos around you.  Many people deliberately keep piles of paper on their desk, and they always claim to know exactly which pile they can find a particular document. But they might be missing a trick.  Just the process of organising the stuff on our desks can help to organise it in our minds. It can also help reduce our stress. Looking at piles of papers can cause our subconscious minds to get overwhelmed at the tasks we see before us.

Time spent getting your employees organised is time well spent

A study in 2017 found that UK employees spend over a quarter of their day searching for information.  This might be because the previous expert has left, with the knowledge locked in their head.  Or it may be because companies have not invested in retrieval systems or technology to store information.

Imagine if you could reduce that figure.  Reducing it by a half would mean your employees were each productive for an hour more each day.

There is a school of thought which says that every hour spent planning and getting organised saves three or four hours of time that would otherwise be wasted. The return on investment is huge for being organised yourself and for putting systems in place to organise your employees.

My 7 point checklist for being organised

If you want to improve productivity in your business, then my 7 point checklist for being organised is this:

  • Action things immediately. Don’t ignore papers or emails – action them now or put in a diary entry. Then file the document or put the email in a folder  – or destroy them if you don’t need them.   This will help to keep desks clear.
  • Only action email at specific times during the day, don’t check them constantly. Just because you have an email, it doesn’t need an immediate response. If something is really urgent, then you will get a phone call or a visit.
  • Get rid of the to do list(s)– just put an action in your diary. You don’t have to remember everything and you have already planned when it will be achieved.   It is one less document to keep hanging around.
  • Make full use of technology and organisational structures.  Things like setting timers in meetings; single point information retrieval; automation of tasks.
  • Take regular breaks and work sensible hours and make your staff do the same. Productivity falls steeply after about six hours, so you need a break in the day to refresh your mind and give productivity a boost.
  • “Eat frogs” – (ie. do the unpleasant thing you are dreading first, then it doesn’t hang over you). And you get an energy boost when it is finished which will fuel you through the day.
  • Plan your day the night before. Then you are less likely to be sidetracked by “urgent” things cropping up during the day.   It also gives a sense of fulfilment at the end of the day, which is a great way to end your day.

How can a strategic HR overhaul help you with productivity?

If you involve an HR strategist in your business plans and initiatives, they can help you to understand the impact of those decisions.  We can help you to produce a bespoke strategy which works for your business.  That strategic plan provides the basis of policies and guidelines around the particular business area which is under review.  In short, we can help you get organised.

A strategic HR plan means you are not rushing to do things at last minute when they become urgent.  This ensures you have the right skills and experience within your team to manage any challenges which come your way.

A  strategic HR plan could include relevant training requirements for managers and staff.  It would also build in some accountability steps to help you keep on track, and provide any relevant overviews and refresher training plans.

If you think this article is useful and you would like any strategic HR support or information  on dealing with this  – or any other people-related issue in your business – contact us for a no-obligation chat.

Jill Aburrow runs an HR strategic consultancy business – JMA HR .  She provides strategic HR advice and support to businesses who want to improve loyalty, growth and profit. Why not join the JMA HR mailing list?  Jill has been a professional strategic HR advisor for over two decades. She is a Fellow of the Chartered Institute of Personnel and Development (FCIPD) and has a Post Graduate Certificate in Employment Law.