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What is it costing you?

negative attitude

During our hiring process, it is typical to focus on skills and the requirements of the job. We notice personality and don’t always pay close attention to it. Then we end up with a person who has the right skills but doesn’t quit fit into our culture. 

It is also possible we end up with an employees who turns negative. Usually it occurs as a result of a few incidents. Each one on it’s own doesn’t amount to much however the cumulative effect is another story.  I’ve seen it happen many times and over and over again.

In an effort to turn it around and remedy the situation – coaching,  counseling,  incentives,  apologies, and corrective actions.  For whatever reason,  the negativity is still there.  So, we have a tendency to look the other way because they are good at what they do.

Have you ever found yourself in this situation? Have you ever said, this person is great at the job but has a bad attitude? Have you let this person slide?

I’m sure you have, we all have. The question you need to be asking yourself is, “What is it costing me?”

The answer is more than salary and benefits.  It can and will affect the others working for you,  it can have an impact on your clients (either directly or indirectly) and it can also affect business.  What is the cost to you and the organization?

Negativity is contagious, more so than a positive attitude. A word of caution,  the smaller the company the greater the impact. Has this person infected others? Are you getting complaints from others? Do people not want to work with them? Are clients starting to report issues with service/products?

There will come a time where you have to consider if the skills the person possesses is more or less valuable than the cost/impact they have on the company.

Is it worth it?  If the answer is no,  how will you transition the person or of the organization? Not a question to be taken lightly – there can be ramifications. You need to be aware of any legal consequences and unemployment. Have you also thought of who they know, who they might call, are they in regular contact with clients? What damage can they do once they leave?

It can be done in a way that is legal, fair and respectful. Keeping in mind they are a person too, will go a long way.

Do you find yourself in this situation and not sure where to start? Contact me and we can discuss your particular situation.

 

Improve Your Business New Year’s Resolutions

coffee and notepad with the text 2016 resolutions

Happy New Year!

The new year is upon us and a tradition is to create Resolutions. Those promises we make to ourselves in hope of improving our lives. However most have so little long term meaning that we keep for about a month…then they fall away.

Doing this personally may be ok as the only person who is really affected is you. However, are you doing this in your business? Do your employees see new programs as a “fad” and determine they should just wait it out without any real effort as you will quickly move onto something else?

Of course, we don’t mean it to be this way. We are very interested in turning things around…it’s just if we don’t see results as quickly as we like, we let it go.  For your people, this means they can’t take you or any programs seriously.

How do we get over this? How do we make it last?

Focus on the long-term. What is it that you really want to achieve?  This is the overall mission that needs to drive you and your team.

Write it Down.  How effective have you been when you didn’t write down your goals/dreams/strategy? Exactly, put it to paper.

Create “mini-goals”. Since it can be hard to stay motivated over the long-term. Create mini-goals to assist you. These are the in-between steps which mark your path.

Celebrate each achievement.  Don’t wait until the end, celebrate the mini-goals. This will keep you and the team motivated to continue forward.

Make it fun.  Find a visual way to show to the achievements along the way. Fundraisers are great at this – you know the thermometer showing the progress. Can you do something similar.

Don’t let a “New Years” resolution get you and your people down. Plan and enjoy!

Need assistance with putting together your plan?  Contact us!

Top 3 Questions with Answers

HR Help Line

One thing that has always been important to me is assisting my clients whenever they need me. I try to create that “always there” feeling, while I may not answer the phone/email right away I do return calls and emails within hours. Why? When you have a question, you are looking for an answer now…not tomorrow.  More concerning is the question you don’t ask could be the one that costs you. This is why I’ve created the HR Help Line – a resource to get the right answers when you need them. (details here).

I thought it would be fun and insightful to share the top 3 questions I get on the help line. My experience has always been if one person is asking, there are more who aren’t and need to know the answer.  Here’s a sneak peak into my brain and the advice I give.

 

How do I talk to someone about their poor performance?

The best answer requires me to understand the situation and the person. This should get you started.  To start, it needs to be specific to a situation and not a general “you don’t read your emails”.  Specificity allows the person to understand the situation and where you are coming from. Second, relate the information in terms of expectations and what did or didn’t happen.  For example: When handling the order for customer John Doe, you are responsible to read and act on all emails received from the customer.  “In this particular situation John Doe asked for several options as they were not sure how best to handle a situation.  You did not read the details in the email, did not provide the options and John Doe decided to go with another company for this order.” If that was all you had to do, it would be easy. The next part of this conversation is where it becomes difficult.  You now need to say “How will ensure this doesn’t happen again.” and you will have to wait for the person to answer.  This is the hardest since you will want to provide the guidance and know how to make sure it doesn’t repeat. You CAN’T.  The person needs to take responsibility for their future actions and that will only happen if they come up with the solution.

 

Do I have to give performance reviews?

The short answer is NO. The long answer is, it depends on what other methods you are using to ensure the employee knows where they stand and if they are heading in the right direction. I’m sure that answer frustrated you – nothing like an “it depends” answer. Traditional performance reviews are antiquated and focus too much time on the past, a past an employee or you cannot correct. Instead try to have more regular conversations, at least one a quarter, to discuss their career and objectives, accomplishments and challenges and goals. These shorter and more frequent conversations will have a more positive effect going forward. Now, the typical follow up is – but what if something goes wrong. You shouldn’t be waiting for a performance review to discuss this. It should be discussed when it happens and if it serious enough have a productive conversation that is documented.

 

I let someone go and it was done legally, why do I have to pay for unemployment?

This is the number one question I get, and the answer is that it is two different sets of laws. Even though you have followed the process and procedures to terminate an employee they are still eligible for unemployment. There are basically only three ways a person is not eligible to receive unemployment. One, they didn’t work for you long enough to collect. Two, they resigned and three, the behavior which caused the termination is considered “gross misconduct”.  Gross misconduct is when an employee either steals, commits/threatens physical violence, costs you clients/money or another behavior along those lines. Lets be honest, these situations don’t come up very often.

What questions do you have? Who do you ask for your answers?

Check out our HR Help Line to see how it can benefit you.

Productive Conservations

productive conversation, counselling, progressive discipline

 

We have conversations with our employees everyday. Would you consider them productive? Do they move the employee, you or the company in the right direction?

When we talk to our employees it can be about the good (congratulations/well done), the bad (a mistake was made and we need to correct) or the ugly (this is serious and if not corrected, it could cost you your job). Specially with the bad and ugly conversations, are they productive?

By productive, I’m referring to conversations that lead to an improvement or change. There is an outcome that is desired and the person is going to work on it to accomplish the outcome. You may be thinking, “of course it is, I told them what they needed to do and they are going to do it”. Yes, sometimes this works. However, think back to conversations you had, was it really productive and did you get the desired outcome when you told them what to do? Not usually. If it did, we would not have a multi-step disciplinary process.

So how do we turn this around and ensure it’s productive? Simple – stop telling them what to do. (how many of you are scratching your heads?). Yes, I want you to stop telling them what do to and ASK them what they will do.

Once they understand the change that is needed, let them determine “how” they will do it. Give them the responsibility to come up with an answer and they will be accountable for the results. You will need to follow up on the results.

I had a client who had an accounting person who kept making the same mistakes. These mistakes did not only affect the bookkeeping, it also effected a person paycheck. The manager had talked to her several times and even starting the disciplinary process. I coached her through the productive conversation, and told her it would require patience on her part not to tell the employee what to do. Well, as you can imagine the first conversation went ok and the employee promised to “pay more attention to her work”. The manager thanked her and said “what else can you do”. The employee needs to come up with an action plan, a task/learning/something that is more concrete than what she said. The process went on for about a week and in the end the employee decided this wasn’t the job for her as she doesn’t like details. WOW! Now this wasn’t the outcome the manager wanted but it was in the best interest of the employee to find another type of work.

To have a productive conversation, you need to the tell the employee “what” is needed and let them come up with the “how”.

I have a “employee counselling form” (discipline) which walks you and the employee through this process. Would you like a copy? Click here.

Why are they leaving?

resignation

Does it feel like all you are doing is hiring and training people for them to leave you fairly quickly? It can be one of the most frustrating aspects of having to manage/lead people – turnover. Turnover can you feel like your business or department is a revolving door for people to come and go. Not to mention the cost to the business. Did you know it can cost you approximately 3x a person’s salary to replace them? That includes your time for interviewing and training as well as the cost to place an ad and possibly for a recruiter.Not to mention the perception from your clients/customers for always dealing with someone new. Turnover is not to be taken lightly.

When was the last time you thought about why that may be happening?

Our initial reaction when someone leaves is to quickly fill the position with the next person as the work needs to get done.  If this is happening to you, take a step back and look at why.  One of the easiest ways to determine this is to ask people why they are leaving.  The catch is that may not always be honest in their answer, either because they don’t like confrontation or they don’t want to hurt your feeling or be perceived as negative.

Here are three common reasons why people leave…are any of these happening to you?

The explanation of the job doesn’t equal the reality of the job.  Let’s face it, when we are in hiring mode we want to paint a beautiful picture of the position to entice a candidate. This is gauranteed to backfire. You would be surprised at what people can handle if they know about it upfront.  My preferred way is to give people the good, bad and the ugly of the job.  The ugly should be things that may happen although rarely. They will appreciate your candor and won’t feel like they have been “lied to”. When the job doesn’t match what they have told, they loose trust in you and the company – then they leave (after all, what else have you not told them?)

Warm Bodies.  This is the case of hiring someone, anyone to fill a position. A warm body to sit in a chair and attempt to the work.  There are many reasons this doesn’t work and frankly, it can damage the other people working with you. They would prefer to have the extra work because no one is in the position than doing the extra work because the person in the position is incapable.

Leadership.  This is the hardest reason for people to accept as it’s about them.  The other two you can be fixed once you understand what is happening. Leadership sits squarely on your shoulders and as such can be harder to turn around. At it’s simplest core, leadership is about how you interact with the people who work with and for you. If you are abrasive, a micro-manager, or controlling it will be difficult for people to keep working with you. People want a sense of purpose, direction and autonomy. If they don’t find it with you, they will find it elsewhere.

Do you have high turnover and unsure how to correct? Let’s talk.

How have you solved your high turnover issues?

Three Must Knows about Incentive Plans

incentive, compensation

You want to reward employees for doing a good job and for going above and beyond. You want to incentivize the behavior you want repeated. This is great. A couple things you need to be aware of in order to make it work the way you want it.

First.  Money does not motivate everyone. Those who are motivated by money will be drawn to this and will want to gain the maximum from it.  If a person is not motivated by money, you may or may not see a change in their behavior. This means you will have to find another way to  motivate the behavior desired.

Second. Be clear on what the desired result is BEFORE putting the plan together. I know this may sound obvious and it’s about asking the right questions.  For example, I had a client who wanted to give the business development person a bonus for signing a new dealer to sell their products. I asked – you want to reward the contract or the additional business the dealer brings in? Their plan was rewarding the contract and the result they were seeing is lots of new dealers with no additional business.  They were getting the wrong result.

Third. Find the loopholes.  If there is a short cut to getting the extra money, you will have a few people who will figure it out and it can cost you. For example, a call center operation that rewarded their customer service people for handling customer complaints/issues quickly. What ended up happening is the customer service person would answer a call, give some sort of solution which wan’t necessarily what the customer was looking for and hang-up. Quick call = bonus.  This actually caused customers to be more frustrated as they would have to call back again. The fix, reward “no call backs”.

Lastly, if you want to know if you have the right components in your plan – show it to a couple of couple of employees and ask what they think they have to do to get the bonus.  You will find out quickly if you are getting the result you want and if there are any loopholes.

What incentive plans have been successful or unsuccessful for you?

 

3 Tips for a Better Hire

3 tips for better hiresHow many times have you gone through the process of interviewing and hiring someone only to find out the person you hired is not the person you interviewed. My guess – more times than you care to remember. How frustrating it is to interview a person, hire them and start training them only to realize basic tasks are not being done, they are not following directions, or they seem to have a mind of their own (and not in the good way).

Here are three tips to improve your success with new hires.

Interviewing Skills.  Review the questions you are asking and your listening.  We have a tendency to ask hypothetical questions “what would you do if….” These questions invite the candidate to give you the best answer not necessarily what they would do. Better to ask “what did you do when….” Focus on past experiences. The second part of this is listening to their answer. I know, I know, right now you are saying to your screen – “of course I’m listening to the answer”. I’m sure you do. My experience has shown me, people stop listening after they hear the answer they are looking for even though the candidate may still be talking. In your mind you have moved onto the next question. Listen to everything a person is telling you, the more they are talking the more they are revealing about themselves.

References.  How often are you checking references? Many don’t because they only get dates of employment and position held. It’s true most companies won’t tell you more about a person. You can and should ask about the position responsibilities to compare what they told you versus what the company states. Most people are honest about this, you are trying to make sure you don’t find the few who exaggerate.  If there is something in particular you want to know about, ask. For example – in this position was Fred responsible for ensuring customers received their orders on time? You are not asking about how well they did the job and they will more likely give you an answer.

Assessment.  These are pre-employment test you can give a candidate to determine their work style preferences. This is not a personality test and not all work related assessment can be used as a factor in determining employment. You need to be careful here. Some are good after a person starts working to help understand how to work in a team with them. An example of this would be DiSC or Meyers Briggs. There are a couple assessment that can be used to determine employability and match to a position. My personal favorite is the Achiever which gives a profile on various dimensions.

Begin using all three of these to ensure the person you are about to hire is a good fit for your company and organization.

Need assistance or more information on any or all of these factors, please reach out to me at info@focushr.biz.

 

Marketing A Job

job ad, marketing

There is one aspect of recruiting I never understood – putting a job description as an ad for a job.

Tell me, when was the last time you read a job descriptions and said “Yes! That’s the job for me” – answer honestly – probably never.  Job Descriptions aren’t meant for marketing – it is a compilation of the main responsibilities for a position which allows for a mutual understanding of a position. It has it’s place and value.

Here’s the thing – when you are recruiting people to come work for you, you want them to be excited about the company, position, the possibilities and experience. You also want them to read the ad and determine they will be a great fit for the position and they possess the right experience, background and attitude.

How do we do this? Marketing.

Let me give you another perspective – when your favorite beverage advertises and tries to get you to drink more, is it done with a list of ingredients? Do they describe their production process? No – they entice you with feelings of joy. You can do something similar with your job ads.

Let me share with you the same formula I only share with my clients.

3 questions.  Start your ad with three questions that your ideal candidate would answer with a “yes”. Hint: The questions should also be related to three main traits you are looking for.

Let them know the title. “We are looking for a:  (position)”

Tell them about the company.  Show your companies culture and personality, explain who you are and what you do.  For inspiration, review your company’s marketing material and how you explain yourself to  your clients. Hint: Write as “we” to draw them in and feel inclusive.

Tell them about the position. Explain the big picture and what they will be doing on a daily basis. Make it interesting. Hint: Write as “you” so they can picture themselves in the position.

How to apply. At this point, you ideal person will be reading will and want to know the next steps. Invite them to apply and send in their resume.  Hint:  “Ready to get started? Send your resume to …..”

This formula is effective and has resulted in my clients getting higher quality candidates and better fits for their organization.

Rather have me do it for you? Give me a call 773.531.8199 or write andrea@focushr.biz.

 

 

Your Payroll System is more than Payroll

payroll, time keeping

When most people think of their payroll system, they view it as a means to an end – pay their employees.  However if you learn about the technology you have, it can help you in many more ways, especially in creating efficiency.

Not all systems are created equal or with the same features, here are a few you should be interested in.

Employee Portal. This is an area of the system where employees can log in directly to view their information. It is also where they can view and download company documents. Imagine no longer having pay stubs to give employees, if they want the details they can log in and see what they were paid and when. If they want a paper copy, they can print it themselves.  They will also be able to change their address and tax withholdings. Imagine not tracking those papers anymore. They will also be able to review the employee handbook, download vacation requests or any other forms they need. This will reduce the amount of paperwork you need to track. Did you just smile really big?

Time and Attendance. This is one of my favorites and can be for you as well – if you are tired of calculating hours, breaks, etc. to determine a persons pay.  An electronic system allows employees to “clock-in” through the computer or a time clock connected to the computer. It will also track vacation taken, vacation requested and sick time. Essentially (yes there are a few steps in between) at the end of the pay period the data is transferred over to payroll with a click of the button. Having tabulated too many time cards in my career, I consider this a must have.

Performance Reviews. Yes, I know if you have been reading my writings know that I don’t care for Performance Reviews. I still don’t.  This is a title used in payroll systems and it can be used to track “career discussions”, “check-ins”, or any other kind of discussion with employees.  For more on these types of discussions, read this.  If you ask your employees regular questions every month or quarter or once a year – they can be added to the system and system will remind the employee and the supervisor it needs to be completed.  If you prefer to have discussions before inputting into the computer, this works to – the manager will need to enter the notes and the employee can approve. Again, less papers to track.

The use of technology to simplify and take over some tasks is very helpful. This alone can make you more productive and focus on what you really need to get done.

Need help in setting these up? Want to explore other ways to better use your payroll system? Please get in touch, we will be happy to discuss it with you.

 

Don’t Skip the Phone Interview

phone interview, recruitingRecruiting is a process we must all go through when we are growing. It’s inevitable, our businesses will reach a point were we need more people to handle the work load. Most of us have a system we follow to find new people – let people we know we are hiring, place an ad, interview and hire the best person.

You are on the right track as this is essentially how recruiting works. I would like to add an extra step that many people skip either because they don’t feel it’s necessary or it’s a waste of time – the phone interview. Our tendency is to jump straight into the in-person interview based on the resume.

Has this happened to you? Five minutes into the interview you realize the person is not a fit and then wonder what are you going to talk to them about for the next 30 minutes.  After all it would be rude to end the interview after five minutes when they made the effort to dress up and drive to your place of business. You have to remember the resume speaks to skills and work history. You typically find people are not a match for your company based on personality or attitude.

This is where phone interviews can be a great help. You can schedule a 15 minute interview to determine if they meet the basic requirements of the position and if they will fit in with you and your team. I know many of you have probably been warned about interviewing based on personality – you have told me. The rule of thumb to follow is this – only ask questions pertaining to the work environment, getting along with co-workers and clients pertains to work so go ahead and ask.

I recommend only asking about five questions during the phone interview. Also to get the most of the call, ask the questions before you tell them about the position and the company.

The questions you ask will be more about the essentials a person must have, these are the items you consider non-negotiable. For example:  How would you rate your Excel skills? Why? or Tell me about the most difficult customer you have to work with?

I recommend and use the following format for phone interviews:

Greeting.  As with the in-person interview, you want the person to be comfortable and themselves. Take a few minutes to do this.

Ask Questions. The 4 or 5 questions you create beforehand so you are asking everyone the same questions.

Information. Lastly, tell them about the position and the company

Next steps.  Let them know when you will get back to them about next steps in the interview process

The 15 minutes you spend on the phone to screen candidates will save you 30 minutes or more per person who is not a good fit for the position or your company. Now during the in-person interview you can learn more about their background and how the person will fit in.

Please – Don’t skip the phone interview. It will save you time and will show you how necessary it is.

Do you do phone interviews? Why or why not? Let us know in the comments below.