Keeping a pulse on the management, compliance and best practices associated with your most valuable assets – your human resources – is crucial when striving to become an exceptional workplace. Human resources (HR) encompass a broad range of topics, everything from recruiting through retirement that has to do with your employees. And, like most things in life, HR can be significantly impacted by technology, media and seemingly, ever-changing laws. As an organization immersed in the field of HR, we find the following five HR trends and best practices impacting the workforce today. In addition to providing you with background information and data, we’ve included insight into best practices in each of these areas.
Consider these HR trends and best practices to remain competitive and compliant in these areas.
Recruiting is the first interaction you have with and the first impression you have on your future employees. It is your chance to highlight your organization’s culture and stress the benefits of working for your organization, in addition to learning about the candidate. You also need to remain compliant throughout the process to avoid litigation or hefty fines. Creating a strong recruiting strategy will help you compete for the best talent while remaining compliant.
Create a recruiting process with proper documentation.
Ensure all of your internal HR staff and hiring managers are educated on those processes. Collect and keep appropriate documentation including the completed application, an interview evaluation form from each interviewer, and a clean copy of the candidate’s resume. Consistently utilizing these documents while evaluating candidates will guarantee you are asking each of the applicants the same questions and evaluating them all in the same way. While your interview evaluation forms may contain different questions depending on the position, the type of information obtained from each candidate will remain consistent.
Store documentation for at least two years.
Keep copies of the documentation listed above for a minimum of two years after you select and successfully onboard your new hire. Be mindful that some states may have more strict record keeping laws than two years or other recommendations. Keeping this documentation will prove helpful should you ever encounter litigation regarding discriminatory hiring practice claims. This may also prove helpful to succession planning when you speak with more than one qualified candidate. Grow your candidate database and keep in touch with those that may be a good fit for your organization down the road.
Eliminate salary history questions.
Individuals performing the same job functions should be compensated in the same manner. The gender wage gap, more specifically, has been a hot topic of discussion, but wage gaps can be found between any employees performing the same job functions. When you ask for salary history on a job application or in an interview, it can be tempting to offer a candidate less compensation if they have a history of lower compensation. This puts the individual in a holding pattern of lower compensation and contributes to the wage gap issues. Many states are now recognizing the part salary history is playing in the wage gap issue and are making the question illegal on applications.
It may still be pertinent to understand if a candidate’s salary requirements even fit the range for your position in order to avoid wasting anyone’s time. Instead of asking about salary history though, focus on questions that will help you determine the level of education or experience the candidate brings to the position. You may also ask candidates about their salary expectations. Eliminating salary history from your application, interview process, and background checks will assist with compliance and fair pay.
Harassment and Discrimination
There’s been an increase of high profile sexual harassment cases in the media over the past year. According to the Equal Employment Opportunity Commission (EEOC), 85% of women claim they have been sexually harassed at work. Victims began the #metoo movement in late 2017, a hashtag used on social media to demonstrate the widespread prevalence of sexual assault and harassment, especially in the workplace. The attention to this issue has forced business owners and lawmakers to ask themselves what businesses can do to prevent sexual harassment in the workplace.
Develop a zero tolerance policy.
The first step is to develop an anti-harassment and discrimination policy. Keep it with all of your other policies in your employee handbook. After an employee receives the handbook, remember to obtain a signed receipt acknowledging the employee received, read and understands the content within it.
Identify a reporting process.
Another best practice is to offer employees multiple people to whom employees can report any harassment or discrimination incidents. This will avoid any obstacles should a complaint be made about the reporting contact themselves. You may wish to consider appointing a male and a female reporting contact, as employees may feel more comfortable approaching one or the other depending on the nature of the incident.
Once you’ve established a policy and a process for reporting, conduct harassment training on a regular basis for all employees. Ninety-four percent of surveyed HR professionals told the Society of Human Resource Management (SHRM) that their organizations have anti-harassment policies. Yet, 22 percent of non-management employees did not know for sure that these policies even existed. It is not enough to simply have the policies. Education is key. While we recommend training sessions every two years, some state laws are more stringent. Know the laws that apply to your business and create a training program for compliance.
Many states and municipalities are adopting various employee leave laws. This will add another administrative burden for employers and may present a challenge for employers with employees in multiple locations with differing laws.
Understand local laws and determine how your business will comply.
Take a look at all of the laws regarding sick leave, family leave, military leave, bereavement leave, blood donor leave, domestic violence leave, emergency responder leave and school activities leave. If you employ staff in multiple locations, you need to decide if you will create one policy that adheres to the most stringent of laws or if you will have different policies for each location. Also, understand what information you need to track with these leave benefits.
Train all managers.
Managers need to know and understand employees’ rights. They also need to be trained on how to handle, track, document, manage and schedule each of the leave requests you provide.
Inform your employees of their rights.
Informing employees of their rights will ensure they are aware of the boundaries of any leave requests. Placing this information in an employee handbook where it is easily accessible allows employees to refer to it at any time. Letting employees know about their rights also shows you care about them as individuals and want them to be able to take advantage of their benefits as a need may arise. That you are not only concerned about your business, but also the employees that help you run that business.
Nearly 2 million American workers report having been the victims of workplace violence each year, according to the Occupational Health and Safety Administration (OSHA). Common forms of workplace violence, such as threats, verbal abuse, harassment or intimidation, many of which may go unreported, need to be addressed within your policy and training strategies.
Develop a clear zero-tolerance harassment and workplace violence policy.
State the policy clearly and specifically in your employee handbook. Remember that workplace violence can go beyond worksite employees to include patients, clients, visitors, or contractors. Your policy language should include anyone who may come in contact with your employees on the job.
Include what an employee should do if he or she is the victim or has observed an act of violence in the workplace, and what the consequences of such acts will be.
Enforce the policy regularly and consistently.
Inconsistencies lead to confusion among employees and leave employers vulnerable to lawsuits. Make sure that every manager is handling the situations in a consistent manner.
Offer regular anti-harassment and violence training sessions to your employees.
Reiterate what employees should do about known harassment and ensure management knows how to handle any incidents reported or observed. Include tips in your training sessions. For example, a manager or HR staff that needs to terminate an individual or delivers any message that may cause an employee to ‘lose it,’ should always physically position themselves in the room near an exit. It is easy to get trapped inside a room with a violent person when there are obstacles, including a person, between you and the exit.
Keep a pulse on relationships within the workplace.
When employees seem to be hostile or dangerously close to crossing policy lines, encourage eetings between them and their manager and an HR professional. Address the behavior and give the opportunity, tools, and resources to correct their behavior before it turns into an act of violence.
It is every employee’s right to a safe work environment. The best employers will proactively put programs in place to minimize or alleviate workplace violence for a more productive and positive workforce.
Have you ever suspected an employee was under the influence of drugs or alcohol? Did you turn your head, questioning your judgment? Or perhaps you were hesitant to handle the matter on your own?
According to the American Council for Drug Education, drug and alcohol abusers are 10 times more likely to miss work, 3.6 times more likely to be involved in on-the-job accidents, 5 times more likely to file a worker’s compensation claim, 33% less productive, and responsible for health care costs that are three times as high. These staggering statistics force organizations everywhere to consider the drug and alcohol policies in place and the use of reasonable suspicion drug testing.
Include a checklist of signs of drug and alcohol use in your policy.
Actions like unsteady walking, unusual speech patterns, erratic behavior, hyperactivity or drowsiness, and observations like dilated pupils or strong alcohol odor on the breath may be signs an employee is under the influence of drugs or alcohol. Including this in your policy will help your managers determine when they should conduct reasonable suspicion drug testing without discrimination.
Train your managers to identify these signs.
You’re starting to see a pattern here! Training management and key personnel is vital to remaining compliant in a wide range of areas. Drug and alcohol abuse in the workplace is no exception. Create a training program for all managers so they know your policies and how to handle incidents.
Institute reasonable suspicion drug testing.
Reasonable suspicion drug testing occurs when an employer has reason to believe that an employee is under the influence of drugs or alcohol while conducting work. Recognizing the signs of drug and alcohol abuse will make an uncomfortable situation smoother while protecting your employees’ health and safety, as well as your company’s bottom line.
While we find these five HR trends and best practices currently impacting the workforce right now, it is always important to keep a pulse on the industry to remain competitive and compliant. Resources and tools on the above topics and more can be found at TandemHR.com in the Resources section of the website or you may choose to stay informed on hot HR topics by entering your information at the bottom of the homepage. Tandem HR is an IRS-certified professional employer organization (PEO), assisting small and mid-sized organization with custom HR solutions to fit their culture and remain compliant.
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