Author Archives: Stephanie

8 Steps to Establish Workplace Communication Guidelines & Expectations

April 2, 2024

In the complex world of workplace dynamics, communication is a crucial factor, guiding collaboration, progress and productivity, and harmonious relationships. But crafting effective workplace communication guidelines isn’t just about finding the right words; it’s about understanding the pulse of your organization, the needs of your teams, and the pathways to clarity and connection.

Have you ever established communication expectations? Perhaps you have, but it’s been a while since you revisited them or shared them with your employees. Or maybe you haven’t yet, but your team is growing, and it’s time to streamline your processes.

Wherever you’re at, follow these seven steps to put these important guidelines in place.

1. Evaluate Your Workplace Communication Needs

Before you begin developing or updating workplace communication guidelines, assess your current communication practices, channels, and tools. Gather your leadership team and start by asking:

Are you managing an in-person, hybrid, multi-location, or remote workforce?
Where are there gaps? What are the pain points?
Who are the audiences/stakeholders?
How do you measure the effectiveness of your communication? Is it effective?
Do you have a crisis communication plan?

It’s also a good time to ask your employees for their feedback on existing workplace communication techniques. You could do this in a few ways, such as one-on-ones with managers, department meetings, or employee surveys.

Then, find the common themes (i.e., concerns, breakdowns, bottlenecks, etc.) and focus on strengthening those areas throughout the rest of this process.

2. Set Internal Communication Goals

Once you’ve assessed your business’s strengths and weaknesses regarding internal communications, it’s time to establish a broad strategy. This should account for everything from everyday information and announcements to significant political and societal issues, which have been on the rise in recent years. Include guidelines for leaders to spread key messages and recognize employees who go above and beyond.

Additionally, include steps for communicating essential updates with the internal team before broadcasting them elsewhere—letting employees hear major announcements via social media, online, or the news can be a major morale killer. Instead, make team members feel valued by communicating all news, good and bad, with them before the public. This portion should also include guidelines for what employees can or can’t do with the information and how it affects them and the overall business.

Ensuring your employees are aligned with your goals will not only maintain a transparent, respectful corporate culture but also create a consistent, clear customer experience. However, not aligning your team could lead to miscommunication, poor customer experience, and potential backlash.

3. Create Style & Tone Guidelines

If you have brand guidelines, they could be a great starting point for establishing workplace communication expectations—in fact, the two should work hand in hand. While we’re specifically addressing internal communication here, consider how you want to communicate with your external stakeholders (e.g., customers and partners). Your tone and style should be consistent from the inside out, which comes back to your employees.

Of course, the tone of internal workplace communication may vary depending on the purpose and context. As LinkedIn notes, your official documents and reports may call for a formal and professional style, while you allow a more casual, friendly tone for social media and newsletters.

4. Select Communication Methods & Channels

Include guidelines for both written and verbal workplace communication methods. Similar to tone and style, this depends on the purpose, goals, and audience of the message. Examples include:

Posting official announcements, policies, or procedures (format) to the company intranet (channel), where these crucial resources can live permanently for employees to easily access.
Compiling important data and detailed information in a report (format) and sending it via email (channel) with an outline, context, and action steps
Presenting (format) a new service or product via a virtual or in-person demo (channel) to educate your employees live and invite questions or feedback

Outline tips for when and how to use specific workplace communication tools and apps. Consider what format and channel will make it easiest to digest and remember the message at hand. For example, in one study, 48% of workers said video is the most engaging form of communication—are there ways you can incorporate video more?

You might also note when a meeting is necessary vs. when an update could simply be shared via your project management tool, chat, or email.

5. Make Communication Integrative & Inclusive

As you choose your organization’s primary communication tools and purposes for each, you should also determine when asynchronous vs. synchronous communication should be used.

Asynchronous communication refers to methods where participants don’t need to be present or engage in real-time interaction. Instead, messages or information are exchanged without the need for immediate response, thus allowing:

Employees to engage with messages or content when it’s convenient for them, regardless of the sender’s availability
Individuals to focus on other tasks before responding thanks to fewer interruptions during the workday
Easy collaboration across different time zones and geographical locations—making it ideal for remote and multi-location businesses
Well-documented communication for later reference (since asynchronous communication typically involves messages that are saved)

Team members can send non-urgent messages via asynchronous channels like your project management platform (e.g., Asana), messaging apps (e.g., Teams or Slack), or email.

When you have time-sensitive information, you might leverage synchronous (i.e., real-time) methods like Zoom meetings, phone calls, or messaging apps, which can be used for both types of communication.

Taking a multi-channel approach to workplace communication ensures employees are included in relevant discussions and decisions, thus making them feel included and valued. In turn, this will boost employee engagement. Proactive, inclusive communication is particularly important with the shift to hybrid and virtual teams over the last few years.

6. Set Employee Expectations

Next, it’s time to set employee workplace communication expectations. These should outline:

Frequency for checking each communication channel
Acceptable response times,
Updating their calendars and out-of-office (OOO) messages
How much notice employees should give for rescheduling meetings

Define these expectations clearly—if you say respond in a timely manner, outline what that means for each channel.

For example, social media scheduling tool, Buffer, notes that employees are expected to respond to Slack messages by the end of their workday, Threads within two days if you’re tagged or a week if not, and within two days for all other methods.

Your guidelines should also set standards for CLEAR communication and good writing practices (e.g., proper grammar, spelling, punctuation, formatting, etc.). Remind people to provide sufficient background information and context and monitor their tone. This is harder to convey in written workplace communication, so rereading and proofreading our content is vital.

However, the same goes for verbal communication—we can get carried away with emotions, so when things get stressful or heated, it’s easy to let that seep into our speech. We need to think carefully about our tone and words before speaking.

7. Consider Timing

We’re all inundated with messages and information daily. In fact, one study found that 80% of global workers experience information overload, while 76% felt that it contributes to increased workplace stress. This is why you’ll also want to provide guidelines on how and when employees should communicate.

Thoughtful, effective leadership also includes careful consideration about the timing and frequency of sending messages and sharing information. They set the standard for healthy workplace communication practices (e.g., setting boundaries and expectations about when messages should be sent and responses). Avoid creating a toxic workplace culture by calling, emailing, and texting employees at all hours—which puts pressure on employees to always be available.

Ensure your workplace communication policies define what it means to respect one another’s time, such as contacting coworkers outside regular working hours and giving people sufficient time to respond. For example, if certain colleagues like to email in the evening, they might include a line in their signature noting there is no pressure to respond immediately.

8. Share Workplace Communication Guidelines

Once you establish workplace communication guidelines and policies, it’s time to—you guessed it—communicate them with your team! A few places they should live include the employee handbook and company intranet.

Additionally, you can share communication expectations by:

Conducting workshops
Sending it regularly in internal newsletters
Incorporating it into the new hire orientation process

When you first share your workplace communication guidelines, you might accompany them with a video introduction (this works well when sharing via intranet or email). This video could outline the key elements, like style, tone, audience, and methods/formats, as discussed earlier.

Finally, don’t hesitate to ask for feedback. Your employees may have valuable insights and ideas to continue improving communication practices. After all, different roles and departments may have different needs, challenges, or perspectives.

Prioritize Workplace Communication, Strengthen Your Team

In the ever-evolving landscape of business, effective communication is more than a tool—it’s the cornerstone of collaboration, innovation, and organizational harmony. By embracing the principles outlined here, you’re not just setting guidelines; you’re fostering a culture where all employees know they’ll be heard, ideas flourish, and connections thrive.

So as you navigate the cadence of workplace communication, remember it largely comes down to how every message is shared, heard, and understood throughout your business!

Need tailored guidance as you develop employee communication guidelines and expectations? Our HR consultants love helping small business owners and leaders level up areas of their corporate culture like this! Contact BlueLion today at info@bluelionllc.com or 603-818-4131 to learn more.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

How to Foster a Healthy Workplace During an Election Year

March 26, 2024

In the 2022 Politics at Work Study by the Society for Human Resource Management (SHRM), 20% of HR professionals reported heightened political volatility at work compared to 2019. And with another election approaching, things aren’t likely to cool down.

That leaves many employers wondering how the election year will impact their workplace and how to handle it while keeping their teams safe, satisfied, and productive. Navigating politics at work is no easy feat, as related conversations are more prevalent than ever. At the very least, they can cause disruption and tension when not addressed. Worse, they can result in conflict and a toxic environment.

Leaders and HR departments must now take a more proactive, empathetic approach to politics. But what does that look like, exactly? Let’s dive in below.

Create a Psychologically Safe Environment

Developing a psychologically safe space with a focus on mental health should be a priority not only during an election year but 24/7. Start by getting a pulse on current employee sentiments about whether they feel safe in the workplace via anonymous surveys or other tools or by simply listening. This will help you understand your strengths and weaknesses regarding empathetic and respectful discussion, and then provide guidance and coaching where necessary.

Understand that an election year can be stressful for people. The SHRM study also found that “1 in 5 U.S. workers (20%) have experienced poor treatment in the workplace by coworkers or peers due to their political views.”

Foster a safe environment for employees to share political views without fear of ridicule or retaliation. Remind people that it’s okay to have conversations and disagree, and it’s possible to do so without becoming disrespectful or hostile.

Research by workforce resilience platform provider meQuilibrium (meQ) shows that in workplaces with strong psychological safety, “employees are 60%-90% less likely than others to report uncivil behavior on their teams.”

Bottom line: Investing the time, energy, and resources into creating a psychologically safe space is worth it and makes a difference!

Don’t Ban Political Discussions

During the 2020 election, Zippia’s survey of 2,000 workers reported that 47% admitted to talking politics at work, and 79% found themselves distracted by the election.

Prohibiting political discussions in the workplace may be tempting, but it’s often unrealistic—and can backfire. Instead, talk openly about your company values and remind people that everyone has different views and experiences.

There’s also the matter of protected speech and concerted activity. Employers can ban activities like campaigning and wearing political attire at work. However, National Relations Board general counsel Jennifer Abruzzo told SHRM that political conversations may be covered by the National Labor Relations Act.

Remind team members that while they have freedom of speech, they are responsible for their words and actions and how they affect their colleagues—and free speech does NOT cover inappropriate activity and language such as verbal abuse, bullying or harassment, disrespectful behavior, and threatening language and behavior. Create boundaries that allow for healthy conversation but prevent it from crossing the line.

Simply put, emphasize mutual respect!

When crises or significant social/political events occur, take the time to determine how your organization will respond. We get it—this can be tricky. How can you respectfully speak on sensitive matters with your team and the public while accounting for various experiences and backgrounds? This is where consulting with a diversity, equity, and inclusion (DEI) expert can guide the way on a case-by-case basis.

Train Managers & Leaders

Successfully navigating an election year at work starts at the top, so companies should provide training and workshops for management to enhance their skills around sensitive topics like politics, racism, social issues, and world events. Your leaders should:

Know how to facilitate open, respectful dialogue rather than shy away from it
Get comfortable with the uncomfortable
Remain neutral with an open ear without disregarding an employee’s opinions or experiences

Management should also focus on building rapport and trust with their employees—effective leaders will likely do this naturally. A 2023 survey by Development Dimensions International (DDI) found that less than a third of employees believe senior leaders at their workplace do “what’s right.” This drop shows the growing division and distrust, which is just another reason HR and leadership must focus on it now.

Communicate a zero-tolerance policy for hostile, harmful rhetoric and know how to address it. You might also host a company-wide meeting before, during, or right after Election Day to remind your team about healthy, safe dialogue—and to avoid discussions they can’t keep civil. During this meeting, leadership can reinforce the zero-tolerance policy on harassment and harmful behavior.

Review & Update Your Policies

Have you pulled out the employee handbook and revisited your political activity and civility policies recently? If not—or if you haven’t developed these policies yet—now is the time.

A political activity policy provides expectations and guidelines to prevent political discussions and activities from disrupting the work environment or damaging your company’s reputation. This document promotes an inclusive and respectful company culture by mitigating conflict between employees. A political policy typically:

Outlines prohibited behavior (e.g., campaigning, soliciting, wearing political attire)
Requires workers to ensure their political activities do not negatively impact the business
Defines unacceptable behavior, like harassment or discrimination based on political beliefs

While a civility policy is particularly relevant during an election year, it should also guide your team on respectful, professional behavior year-round. With political rifts growing, this policy is becoming more common in employee handbooks. This document outlines acceptable and unacceptable behavior, therefore helping your business:

Foster a positive and respectful work environment—which can boost morale and productivity
Prevent incidents of workplace harassment, discrimination, or violence, along with legal liabilities
Showing employees, customers, and partners that you’re committed to creating a safe and respectful environment

Note that clarity and specificity are critical when describing unacceptable behavior. Learn more about political activity and civility policies and what each should include.

A Realistic Outlook & United Workforce for Election Year

If you know BlueLion, you know we keep it real—and there’s no sugarcoating the challenges of this politically and socially tumultuous time. So, if you’re wondering how to deal with politics at work, the first answer is not to simply look the other way.

Employers and HR professionals can bring their employees together by facing it head-on and instilling a culture of compassion, respect, and inclusion. People might even learn and gain perspective from one another’s experiences!

Do you need help navigating politics in the workplace? Whether you need guidance on policy development or handling a specific situation, BlueLion has your back. Contact us today at 603-818-4131 or info@bluelionllc.com.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

Labor Union Agreements: How to Stay Compliant

March 12, 2024

So, your workforce is in the process of forming a labor union or has already unionized…now what? There is much to understand about collective bargaining agreements (CBAs) and labor law compliance regarding unions.

This is a delicate area where HR and leadership must make an effort to build positive relations with unionized employees, negotiate a contract, and adhere to it. Read on for five steps to adhere to the union contract, plus best practices for a continued successful relationship.

1. Establish & Understand the Collective Bargaining Agreement

If employees have recently unionized, leadership, HR, and your legal counsel should ideally draw up a CBA. This contract outlines requirements and protections for both parties, mitigating uncertainty. The CBA typically includes terms and conditions of employment, such as:

Wages
Hours and breaks
Benefits
Dispute resolution and disciplinary action procedures
Anti-discrimination laws

…and many more. The more detailed these terms and conditions are, the more likely you’ll be to avoid future conflict.

The union agreement should note how long it will be valid. Once the contract expires, both parties must meet to negotiate a new contract in good faith. Revisit the CBA regularly and ensure both sides follow all stated policies and procedures.

While the National Labor Relations Board (NLRB) mandates that the employer and union meet and neither can refuse to bargain collectively, parties do not HAVE to come to an agreement. Just remember that this can complicate and draw out the situation.

For example, if you declare an impasse and move forward with the last offer you presented to the union, the union can refute this and file an unfair labor practice for failure to bargain in good faith. At this point, the issue is brought to the NLRB, which will decide whether an impasse was reached.

2. Address Conflict Resolution & Disciplinary Action

A union agreement usually outlines terms and procedures for handling grievances or corrective actions. For example, it might include a shop steward representation provision granting employees the right to have a union representative present during investigatory or disciplinary meetings with management. The rep acts as a witness and advocate for the employee and helps protect their rights during the process.

CBAs often include guidelines for handling workplace conflicts and complaints, including a process, timelines for resolution at each step, and arbitration if the issue remains unresolved.

Union workers may bring grievances to management through your organization’s internal policies and procedures or approach their union for support. If an employee turns to the union, the union must then inform your business and represent the employee. Typically, conflicts can be resolved quickly and internally when addressed proactively. While the union could opt for legal action in extreme cases, this is not the norm.

3. Manage Union Dues

Most unions require members to pay monthly fees to support activities and operations, which are often defined in the CBA. These union dues are typically handled through a payroll deduction and cover things like negotiating and enforcing contract terms, representing members in grievance procedures, and funding other union activities such as organizing campaigns and political advocacy.

The process usually includes:

Authorization: When an employee becomes a union member, they typically sign an authorization form consenting to have union dues deducted from their wages.
Payroll Deduction: The employer deducts the agreed-upon amount of union dues from the employee’s paycheck regularly, usually each pay period.
Remittance to Union: The employer then submits the fees to the union on behalf of the employees.

4. Commit to Compliance

While compliance is critical for any employer, it is particularly sensitive for those with unionized workforces. First, you should understand and adhere to labor laws, including:

Fair Labor Standards Act (FLSA): The FLSA dictates federal requirements for minimum wage, overtime, and child labor laws.
National Labor Relations Act (NLRA): Union employees’ rights to collective bargaining and concerted activity are protected by NLRA provisions.
Occupational Safety and Health Act (OSHA): OSHA includes regulations around creating a safe and healthy workplace to ensure employee well-being.

Additionally, you should implement policies and practices to protect your workers and ensure a culture of equity and inclusion, such as:

An anti-harassment and discrimination policy addressing vital areas like fair hiring and promotion practices, compensation, and corrective actions.
Following employee privacy laws—certain information, like age, marital status, religion, and sexual orientation, are off-limits.
Knowing when to classify workers as W-2 employees vs. independent contractors—misclassification can subject you to legal action and significant penalties.

Make sure you understand and adhere to federal labor laws AND your state’s regulations. Requirements vary when it comes to labor unions, minimum wage, salary history and background checks, anti-discrimination policies and training, and more. Your HR and legal teams should guide you on these topics so nothing is overlooked.

5. Foster Positive Union Relations

In addition to thoroughly defined and prompt conflict resolution processes, leadership and HR teams can maintain good relationships with union employees and representatives through open, honest communication. Consistent and transparent conversations strengthen trust and prevent minor concerns or misunderstandings from escalating.

CBAs and labor laws around unions can be complex and ever-changing. Train both managers and employees on their rights and duties and encourage them to view one another as team members rather than opponents. Doing so gives them the knowledge and skills to create a positive work environment and resolve issues peacefully.

Bonus Tips: 4 Labor Union Compliance Mistakes to Avoid

Swaying Employee Union Decisions

If employees come to HR or management asking about the union and whether they should join, your company should always respond neutrally. Simply let them know that they have the right to become union members and refer them to a union representative for more information.

Discarding Union-related Documentation

We’ve said it before about employee documentation, and the same goes for union-related documents—keep everything! That goes for complaints, disciplinary action, workplace investigations, and other issues regarding the union and its members. These files can protect your business if legal action arises down the road.

Failing to Adhere to the CBA

Your company’s safest bet is to stick to the union contract, which will prevent most issues. Even a minor violation could damage union relations and, worse, result in a lawsuit against your business. Potential shortcuts are simply not worth the risk!

Not Taking Unions Seriously

Many unions are well-organized and mean business, with dedicated attorneys, member benefits (e.g., health insurance and retirement plans), and strong relationships with the local government. Ignoring or dismissing the union’s concerns or demands could lead to:

Decreased morale, escalating tensions, and labor disputes, in turn, disrupting productivity and operations
Reputational damage because your company is viewed as anti-union and insensitive
Legal action by the union, which could file unfair labor practices charges with labor relations boards or take your company to court
Difficulty attracting and retaining skilled workers

Respecting the Labor Union Agreement

Once you establish a CBA with the union, protecting your company and employees is as simple as honoring that contract and following employment and labor laws. You’ll enjoy a much more fruitful, positive relationship with union workers when you maintain transparent communication and view one another as team members.

Of course, labor unions and relevant laws are complex, so having experienced legal counsel and HR professionals by your side will help you navigate the process and negotiations much more smoothly. If you’re still searching for that HR partner, contact BlueLion at 603-818-4131 or info@bluelionllc.com to learn how we can help today!

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

5 Steps for Choosing the Best Payroll Software for Your Business

March 5, 2024

The core purpose of a payroll system is to calculate payroll taxes and cut employee paychecks. It speeds up the process by mitigating time-consuming manual work, like wage deductions. Now, many platforms also offer robust capabilities, like filing payroll taxes and payments, year-end reporting, creating and sending W-2s and 1099s, mobile apps for employers, and self-service portals for employees.

Altogether, payroll software can play a significant role in saving time, reducing costly errors, and strengthening data security. But it’s still important to research various services and find the one that best suits your small business. Read on for key considerations and features to look for in your search.

5 Steps to Choosing a Payroll Software

1. Determine Your Business’s Payroll Needs

Start by defining your specific payroll requirements. This will help you understand what features your business needs and establish a budget. Consider your:

Business Size and Growth: Can the software accommodate your business today and in the future as it grows? Small to medium businesses can likely find sufficient and affordable options with simpler features to avoid paying for features they don’t need, while large companies may need a higher level of service.
Types of Workers and Pay Schedules: Do you have employees and independent contractors? Hourly, salaried, and tipped workers? How many of each? How often will your pay periods occur? These are crucial details to keep in mind while you research payroll systems.
Staff Locations: If your team is spread out among different states or countries, ensure your payroll provider can manage their payments.
Integrations: What other platforms does your business use? Your payroll software should integrate with your accounting software, time-tracking tools (many payroll systems now come with this feature), or HR management system.
Benefits: You’ll also want to ensure your payroll system can handle benefits like health insurance, retirement contributions, paid time off (PTO), and worker’s compensation.

2. Establish a Budget

Payroll software services vary widely in features, pricing, and pricing structures. Most charge a monthly base fee plus a charge per employee.

As you evaluate options, look at the total cost of the software, including any setup fees, subscription costs, and additional charges for extra features or support. Researching various companies and pricing will give you an idea of what to budget based on your company’s needs. Remember, you often get what you pay for with payroll platforms when it comes to features and customer service! Look for a provider with reasonable costs and high-quality service.

3. Evaluate & Compare Payroll Software

Once you’ve determined your needs and set a budget, you can check out different payroll service providers and start narrowing down your list. As you do, keep a list of the must-have features your payroll software should have based on Step 1. At the very least, ensure it offers:

Automation and direct deposit (pay attention to payment timing—is it next-day?)
Payroll taxes and filing of federal and state taxes
Integration with your essential business software
Attendance and time-tracking functions (a necessity for hourly employees)
24/7 customer service availability in your preferred method

Again, most platforms should also offer mobile apps for you and self-service tools for your employees. For even more insights, check out reviews of your top runners. What do users say about the customer support and responsiveness? How about implementation and ease of use? You might even ask fellow business owners about their experiences with certain payroll companies.

4. Assess Compliance & Security Measures

Another important factor that deserves its own call-out is compliance and security—not to be taken lightly when it comes to your company and your team! Verify that your selected payroll software complies with relevant tax and labor laws and reporting requirements in your region or industry.

These regulations are always changing, so you’ll want a provider that quickly adapts their software to these changes and keeps you compliant with wage and hour laws like overtime pay.

Your payroll service should also use robust data security measures to protect sensitive employee information and ensure confidentiality. To be extra safe, you can even search online to see if they’ve been subject to any data breaches and ask them what protections they have in place if one arises.

5. Leverage Those Free Demos/Trials & Make a Decision!

After evaluating all of your business needs and features and narrowing down your top two to three choices, it’s time to test them out. Most providers offer a free demo and/or trial, so take advantage of them! This way, you can get an up-close experience with the platform, confirm it does all you need it to do, and ensure it’s intuitive for you and your team.

Finally, it’s time to choose your payroll software. It may not hit every single bullet, but opt for one that aligns with your major must-haves and budget. And don’t be afraid to take them up on any implementation support to set your system up for success from Day 1.

7 Vital Payroll Software Features

To recap, below are several capabilities all payroll software services should include:

Payroll Processing: Your payroll software should offer—you guessed it—automated calculation of wages, taxes, and deductions based on employee hours worked and pay rates. The platform’s primary function is paying employees the correct amount on time via their selected payment method.
Direct Deposit: At this point, every payroll service should allow for the transfer of funds directly into employees’ bank accounts, eliminating the need for paper checks. While some still like receiving a paper check, the American Payroll Association’s 2022 “Getting Paid in America” survey found that 93% of respondents choose direct deposit.
Tax Compliance: Your payroll platform should also handle automated tax calculations, deductions, and filings to ensure compliance with federal, state, and local tax regulations. This includes managing W-2s and 1099s, as mentioned earlier.
Time Tracking: If you have hourly employees, it’s easiest to use payroll software that includes a time clock feature rather than finding a separate time-tracking tool. Connected time clock and payroll systems ease the approval and calculating process. If you need to use separate time and attendance software, ensure your payroll system is compatible.
Non-standard Pay: In addition to typical payroll processing and administration, you may have cases of workers’ compensation, wage changes and related adjustments, and bonuses. These calculations can add complication and time to your plate, whereas your payroll service should take care of them.
Reporting & Analytics: A quality payroll system will generate customizable reports and analytics, allowing you to track payroll expenses, employee costs, and other financial metrics.
Employee Recordkeeping: Finally, payroll software is one central, organized location for essential employee records, including personal information, employment history, and benefit details.

Conclusion

By carefully considering these factors and evaluating the key features offered by different payroll software solutions, you can choose the best option to streamline your small business’s payroll process and meet your specific needs. Say goodbye to that time you and your team spent stressing over tax compliance, wage calculations, and recordkeeping! Investing in a payroll service is a MUST when you have a team of any size.

Do you have questions about payroll software recommendations or need assistance establishing a process? Contact BlueLion’s HR pros at 603-818-4131 or info@bluelionllc.com today to learn how we can help!

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

Understanding the Health Insurance Responsibility Disclosure (HIRD) Form: A Guide for Massachusetts Employers

February 27, 2024

If you’re an employer in Massachusetts, you may have heard about the Health Insurance Responsibility Disclosure (HIRD) form. This form is essential for complying with state regulations, and understanding it can help you navigate your responsibilities effectively.

In this article, we’ll answer some frequently asked questions to help you grasp the basics of the HIRD form.

What is the HIRD form?

The Massachusetts Executive Office of Health and Human Services and the Department of Revenue (DOR) administer the HIRD form through the MassTaxConnect (MTC) web portal. It allows employers to report specific health insurance information about their employer-sponsored health insurance (ESI) and employees.

How will it be used?

MassHealth uses the information provided on the HIRD form to identify its members with access to qualifying ESI who may be eligible for subsidized health coverage through the MassHealth Premium Assistance Program.

This typically mitigates the need for you to fill out a separate Premium Assistance application for qualifying employees. However, MassHealth may request additional information from you to verify an individual’s eligibility.

Who has to complete the HIRD form?

All Massachusetts employers with six or more employees in any month during the preceding calendar year must complete the HIRD form. This also applies to:

In-state or out-of-state employers who had Massachusetts-based employees in the past 12 months
Employers who have six or more employees but do not offer health insurance

You must complete your HIRD filing annually. The form is available for electronic completion starting November 15 and must be completed by December 15 of the reporting year. Failure to file could lead to penalties, so don’t overlook this reporting requirement!

How do I file the HIRD form?

To complete your HIRD filing, visit the MTC web portal (the same used to file your state tax returns, submit forms, and make tax payments). Follow these simple steps:

Log into your MTC account.
Select the “Withholding tax” account, then click the “File health insurance responsibility disclosure” link.
Complete the form electronically—paper forms will not be accepted!

What information will I need to provide?

You’ll be asked for details like the total number of employees, whether health insurance coverage was offered, and the number of employees who accepted or declined coverage. You may also have to provide information about your health insurance offerings and contributions.

Work with your HR and/or benefits team to ensure you have the summary of benefits (which contains many of the essential details). You may also need information set by your company policies (e.g., minimum probationary period and hours worked per week to qualify for health insurance). Other information will be included in the agreement between your company and your insurance provider (e.g., Plan Year).

You won’t need to report information about flexible spending accounts (FSAs), health savings accounts (HSAs), or health retirement accounts (HRAs) on your HIRD filing.

What if I use a payroll company or PEO?

If you use a payroll company to file tax information on MTC, they can also file the HIRD form on MTC. Coordinate with your payroll provider to ensure accurate and timely filing.

If you use a professional employer organization (PEO), either you or the PEO may file the HIRD form on MTC. Again, coordinate with your PEO to ensure accurate and timely filing.

The bottom line is that it is the employer’s responsibility to ensure the HIRD form is filed on time, regardless of whether you enlist your payroll company or PEO to submit it!

Could I be penalized based on details reported in the HIRD form?

No, the HIRD form will not be used to impose new fines or penalties related to your ESI offerings (or lack thereof). But if you have questions or concerns about your benefit offerings, we’re happy to help!

Final Thoughts on the HIRD Form

Ensuring accuracy is crucial when completing the HIRD form to avoid potential penalties or compliance issues. Keep track of changes in state regulations regarding health insurance reporting to stay updated on your responsibilities—and find a reliable HR partner who will help you navigate the many employment filings!

The HIRD Form is an important requirement for Massachusetts employers to fulfill their obligations regarding health insurance reporting. By understanding what the form entails and how to complete it accurately and on time, you can ensure compliance with state regulations and contribute to effectively administering healthcare coverage programs.

If you have further questions or need assistance completing the HIRD form, contact BlueLion for guidance today at 603-818-4131 or info@bluelionllc.com! We’ll walk you through this and any other Massachusetts labor law requirements.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

Benefits of a Four-day Workweek + 6 Tips for Implementation

February 20, 2024

Henry Ford introduced the five-day, 40-hour workweek nearly 100 years ago when he discovered that working more only yielded a small amount of short-lived productivity. Although this was a big deal and a favorable step for workers’ rights at the time, we’ve come a long way in the past century—and workers want more.

While the four-day workweek has been tried and tested countless times over the years, it’s gained traction since the pandemic. COVID-19 has changed the work landscape and proven that flexible work schedules, well, work.

The four-day workweek refers to working 32 hours weekly for the same pay. With many employees searching for more dynamic workdays and hours, a compressed workweek can be a great way for companies to stand out and boost employee retention.

In recent years, a growing number of companies worldwide have tried and implemented four-day workweeks. Global research shows many benefits, such as higher productivity, employee engagement and morale, and reduced costs. However, instituting this major change takes time and work! Let’s explore some benefits along with a few factors and recommendations to consider below.

Benefits of a Four-day Workweek

Better Work-life Balance

A four-day workweek gives employees another day to spend on family and personal matters. This makes scheduling important appointments, handling housework, and caring for kids or other family members easier. For parents, this flexible work schedule provides more free time to spend with their kids.

Employees with a better work-life balance will feel more valued and satisfied, and the positive effects will ripple!

Improved Employee Acquisition & Retention

Attract new candidates with an appealing four-day workweek. Since this is still an up-and-coming concept, it will help your company stand out, especially for those looking for flexibility. Drawing more applicants can lead to more candidates to choose from

It’s also a great employee retention strategy, as current employees will be more likely to stay because they’ll be happier and healthier. This will foster employee loyalty and appreciation for the work-life balance it provides.

Increased Employee Wellness

Thanks to improved morale and work-life balance, employees will be happier, less stressed, and less likely to burn out or get overwhelmed. This promotes stronger physical and mental health, reducing absenteeism and improving productivity.

The four-day workweek is seeing results worldwide. For example, the U.K. ran a trial with 61 companies and 2,900 workers from June to December 2022. By the end of the pilot, 39% of employees reported less stress, and 71% noted lower burnout levels. Additionally, participants reported less anxiety, fatigue, and sleep issues and improved mental and physical health.

Higher Productivity

Speaking of productivity, a shortened workweek doesn’t necessarily mean less will get done. In fact, it can help boost employee productivity because people know they need to meet deadlines and expectations in four days instead of five. As a result, they will have to prioritize well, eliminate distractions, and use time-saving techniques to complete their work on time.

Knowing they have a shorter workweek can also increase employee engagement and motivation. Long hours can cause burnout, frustration, stress, and lack of focus. But shorter working hours give employees more time away from work so they can come in feeling fresh every week.

Reduced Costs

You’ll save on facility and operations costs as your team will be in the office one less day a week, reducing water and electricity usage. Improved employee well-being can also help lower insurance costs. Plus, lower turnover means lower hiring costs.

A four-day workweek also lowers costs for employees, who will save on their vehicle and transportation costs, work clothes, and childcare. Childcare costs have risen so much in certain areas that it’s taking a toll on parents’ jobs, according to one 2023 report. The study found that 13% of families with children five and younger have faced job changes due to childcare costs and issues. These changes “include quitting a job, not taking a job or greatly changing a job in the previous year.”

This makes sense, knowing the average family spends anywhere from 8% to 19.3% of their income on care. Many are finding it’s simply not a wise financial decision, with one parent deciding to stay home or reduce their work hours.

Bottom line: Easing financial stress by freeing up more of their time can boost employee satisfaction and productivity.

6 Tips for Implementing a Four-day Workweek

If you’re considering a transition to the four-day workweek, there are several steps and considerations you’ll want to take into account. Below are a few recommendations to get you started.

1. Align Goals & Objectives

Before you dive into a 32-hour workweek, your leadership team should evaluate and define company and departmental goals to ensure everyone is aligned and headed in the same direction. There are several frameworks you can use to set goals and evaluate success, such as:

Management by Objectives (MBO): Employees and managers collaboratively set goals that align with the organization’s overall objectives. Progress is regularly reviewed, and rewards or incentives may be tied to goal achievement.
Objectives and Key Results (OKRs): This framework aligns individual and team goals with company objectives. Objectives are the overarching goals, while key results are specific, measurable outcomes that indicate progress toward those objectives.
Key Performance Indicators (KPIs): KPIs are specific metrics used to measure progress toward strategic objectives. They are often tailored to a company or department’s specific goals and needs (e.g., revenue growth, customer satisfaction scores, and employee retention rates).

2. Take a New Approach to Meetings

4 Day Week Global says that most companies that shift to a four-day workweek make three significant changes, the first being to “radically shorten and reform meetings.” Fewer hours in the week means less time to waste in meetings that could’ve been an email (or a quick chat or phone call), so evaluate when you can use alternative forms of communication.

When meetings are necessary, it’s vital to keep them concise and on track by:

Using an agenda and sticking to it (you could even designate a set amount of time to specific topics)
Giving attendees time to prepare
Setting expectations of what will be discussed (and possibly what will NOT)
Allowing participants a certain amount of time to speak—and not letting long-winded types derail the meeting

3. Leverage Technology

Another recommendation from 4 Day Week Global notes is to “use technology more thoughtfully and mindfully.” Consider where your organization could benefit from automation. What tools could remove menial tasks from people’s plates so they have more time to focus on their core functions? What will support them and help them do their jobs faster?

As mentioned above, alternative communication methods and file-sharing tools are also essential. For example, you may need a project management app like Asana for quick sharing, review, feedback, and approvals. Chat apps like Slack can also be highly efficient. Most companies need a Google Business Suite or Microsoft 365 to integrate document creation, file sharing, presentations, meetings, and more.

4. Structure the Workday

With a compressed workweek comes the need for more disciplined days—just remember that your employees are human! According to 4 Day Week Global, businesses that successfully transition “redesign the workday to build in distinct periods for focused work, meetings, and social time.”

Balancing all three is crucial to ensure people have enough time for deep focus, uninterrupted work, and collaboration. Designating social time ensures it won’t feel too rigid and allows colleagues to continue building positive relationships.

5. Ensure Focused & Maximized Roles

Are your employees spending much of their day on administrative and repetitive tasks like data entry? These often suck up their time, so they have less to spend on their specialties—which should be the priority. There’s also a good chance the menial work is becoming a grind and hurting morale.

Instead, automate, outsource, or eliminate administrative duties to free up qualified team members’ time. This allows them to do what they do best (and enjoy most), benefiting your company!

6. Start with a Trial

Last but perhaps most importantly, start with a four-day workweek trial! There will be much to learn, many kinks to work out, and at least a few mistakes along the road. Starting with a pilot program is critical to identifying potential hiccups and setting clear employee expectations.

Start with a trial period of at least three months. Before launching the trial, be sure to:

Document the parameters and expectations and communicate them with employees—ensure they understand this is a temporary test run
Train managers and staff on any shifting/changing responsibilities
Provide productivity coaching

Thorough preparation before the pilot will streamline the experience and improve the chances of success. The trial itself will help you determine if a shortened workweek will suit your business and where you may need to make additional adjustments.

Give the Four-day Workweek a Shot

There’s no sugarcoating it: Instituting a four-day workweek is no simple task! But doing so can offer you and your team many benefits, from happier, healthier employees to increased productivity to setting your company apart from the competition. With patience, careful planning, and transparent communication, your organization could be the next to offer this up-and-coming flexible schedule.

Do you need tailored guidance in developing a plan for a four-day workweek? Contact BlueLion’s HR consultants at 603-818-4131 or info@bluelionllc.com to learn how we can help you with this and other areas of your workplace culture today!

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

7 Tips for Conducting Positively Memorable Virtual Interviews

February 13, 2024

Thanks to a *certain* pandemic, virtual interviews are now a regular part of the hiring process for many businesses. You may have decided to remain remote, go hybrid, or simply build a remote team from the start. Maybe you’ve even conducted numerous remote interviews and hired talent around the country or the world.

But when was the last time you revisited your virtual interviewing process? What kind of experience are you creating for candidates? Are you maximizing that valuable, limited time? Remember, you’re selling your company to interviewees as much as they are selling their skills and experience to you!

Remote interviewing isn’t going anywhere. And since it’s a candidate’s job market, sprucing up your practices to make the best impression and ensure you’re hiring the best fit is vital! Follow these tips to strengthen your virtual interviews.

1. Prepare for the Interview

Ensure you have a tidy, quiet space to conduct the virtual interview where you won’t be disturbed. Show the candidate that you take the occasion seriously by dressing professionally (or according to your business’s style/dress code).

If you’re one of the countless organizations that have been managing a remote workforce for a few years now, you know better than ever how technical difficulties can occur without warning! Test your technology and ensure you have their phone number as a backup form of communication in case something goes awry, like an internet outage or glitch in your platform.

Do you plan to include several interviewers, such as those from other departments, additional leadership, or potential peers? Prepare them for the interview by:

Telling them what skills and qualities to look for
Sharing potential questions to ask
Explaining how the interview process will work—will this be a group interview or individual meetings?

We recommend avoiding scheduling interviews one right after the other. Give yourself time to reflect and take notes on the last candidate so you retain more about them and your initial thoughts and reactions. Plus, you need a break to conduct optimal interviews.

2. Prepare the Candidate

Set your remote interview candidates up for success by giving them enough notice and time to prepare. This includes sharing all the essential details, such as:

Where and how it will be conducted
Meeting link and instructions
Names and roles of all interviewers (add a link to their LinkedIn profiles or another site with their bios)
If they need to prepare something prior
Any other helpful interview tips

Also, give them a heads-up on the length of the interview. Will it be one hour long or a series of shorter one-on-one meetings? For longer interviews, allow the candidate to take a break every hour or between each meeting.

Consider the length of the interview and avoid going too long to ensure it’s not a draining experience. Video calls require more conscious attention than in-person to catch those nonverbal cues (more on this below), which can be tiring.

3. Choose Your Questions Carefully

When planning your virtual interview questions, consider not only the candidate’s experience and qualifications but also their soft skills and emotional intelligence (EQ). Use intentional questions and a rating system to track the interviewee’s performance throughout the interview. This will ensure fairness and equity in your remote hiring process.

As for EQ-related questions, focus on how the candidate:

Engages with and relates to others
Handles and adapts to change
Navigates conflict and challenges
Reads and responds to the reactions and feelings of others
Motivates and inspires coworkers/direct reports

Don’t forget the follow-up questions! They nudge candidates to dig a bit deeper into specific scenarios and topics. Common follow-up questions include “How did you adapt to [scenario]?” and “Can you walk me through your decision-making process when faced with [scenario]?”

4. Create a Comfortable Environment

Make the candidate feel welcome and ease some of their nerves by introducing yourself, your role, and what you’ll cover. You can also make remote candidates comfortable by:

Mitigating distractions by turning off notifications and other devices
Staying focused and giving them your undivided attention
Telling them if you’ll be taking notes or using an AI assistant to take notes during the interview
Accounting for lags and audio glitches by waiting a few seconds after their responses to avoid speaking over each other

Remember to maintain a friendly, calm disposition and smile at the right moments. Basically, treat remote interviews the same way you would in-person interviews!

5. Keep it Conversational

The virtual interview should be a two-way conversation, not simply an hour of you asking them questions and talking to them. Give the candidate a chance to ask questions, or if they don’t, share pertinent information that people commonly ask about the role and your company.

You can also encourage natural, comfortable conversation by asking them about their story and what drives them. Tell them about the company’s culture, mission, and values—since they can’t see or experience the environment firsthand, painting a picture for them is critical!

Share stories of how your virtual team lives this out so the candidate can fully understand and envision him or herself there. For example, tell them about your initiatives around promoting work-life balance for remote employees. Guage their response and reaction to determine if they’re a good fit.

6. Tune Into Nonverbal Cues & Reactions

Acclaimed behavioral psychologist Dr. Albert Mehrabian established the 7-38-55 rule through his research. This states that only 7% of our communication is verbal, while our body language makes up 55%, and our tone of voice makes up 38%. Hence, the importance of nonverbal communication!

Throughout the remote interview, pay attention to the interviewee’s nonverbal cues. Again, this takes extra effort via video, so watch and listen closely to their body language, facial expressions, eye contact, and tone of voice. All of these give context and meaning to the individual’s words.

Then, there are the remote work disruptions. From the kids crying to an unexpected delivery to mischievous pets, many of us are used to work-from-home distractions at this point. So, how does the candidate react to and handle the disruption? Do they get discombobulated or remain cool as a cucumber and calmly take care of the situation?

Of course, allow for some flexibility—things pop up, and we should generally be forgiving. It’s all in how the candidate handles it, which indicates how they would behave in front of a client or coworker.

And if no interruptions occur, ask them how they respond to unexpected events with questions like:

How do you handle unexpected interruptions or distractions while working remotely? Can you provide an example of a situation where you successfully managed such a disruption?
Can you share a time when you encountered technical difficulties or connectivity issues while working remotely? How did you troubleshoot the problem and minimize its impact on your work?

7. End on a Memorable Note

As you wrap up the virtual interview, it’s your chance to knock your sales pitch out of the park. This is a good time to share anecdotes about what you love about the company. Tell them what excites you to show up to work every day!

Ask them if they have any more questions, and remind them you’re available to answer any later. This is also the time to revisit any thoughts, questions, or comments from earlier in the conversation. Add a nice final touch by asking the candidate if there is anything else they’d like to share.

End by thanking them for their time and letting them know the next steps and when to expect a decision. Follow up with every candidate, and don’t ghost them!

Is it time to refresh your virtual interview approach? Or do you need help managing your hiring process? Contact BlueLion today at 603-818-4131 or info@bluelionllc.com to learn how we can help you build a stellar remote team!

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

360-degree Feedback: What is It + How Can It Benefit Your Team?

February 6, 2024

Effective appraisals are an essential part of employee development. They provide employees with positive feedback and constructive criticism that can help define their path with your company and motivate them. That’s why gathering comprehensive feedback is crucial—and 360-degree feedback is one of the most robust solutions.

Although employers have many performance review methods and techniques to choose from, 360 reviews offer highly well-rounded insights by gathering feedback from various managers, colleagues, and even customers. Discover how it works and how 360-degree feedback can enhance your overall employee development, engagement, and retention.

What is 360-degree Feedback?

A 360-degree review, also known as a multi-rater feedback or multi-source assessment, is a comprehensive performance evaluation process that involves gathering feedback from various sources with insights into an employee’s performance. These sources typically include supervisors, peers, direct reports (if applicable), and sometimes even external stakeholders such as clients or customers.

The term “360-degree” reflects the idea that feedback is collected from all around an individual, providing a more comprehensive view of their performance. It typically focuses on an employee’s soft skills and overall contributions to the company, allowing them to understand their strengths and weaknesses and how to improve.

360-degree Feedback Benefits

More Robust Insights

360-degree feedback gives employees well-rounded insights on their performance and skills from diverse perspectives—which often means more substantial and accurate feedback than if they were only evaluated by their direct manager (not all bosses excel at giving specific, constructive feedback, so a 360 review allows them to get better insights from other individuals).

Additionally, it provides valuable information and guidance if the employee wants to advance, take on more responsibilities, or move to a new position.

Hiring & Developmental Needs

360 reviews also reveal developmental needs for both the individual and the organization. They highlight areas where the employee needs to improve and specific ways leadership can support them with coaching and other resources. This enables you and the employee to set goals and a plan to achieve them.

Since the feedback comes from multiple people, it makes the case that the employee actually needs to work on it. It also shows what they must work on relative to specific stakeholders, whether managers, coworkers, or direct reports.

For example, as their manager, you may not see everything the employee’s peers do. Perhaps you only see their high level of work, but their peers find the employee difficult to work with. The individual might need to improve their interpersonal skills to become a better communicator, listener, and team player.

As for the organization, 360-degree feedback identifies:

Where you might need more support
What areas employees need more training
Which policies/processes need to be updated
Opportunities for improved onboarding and cross-training
Issues like low employee morale and engagement so you can find a solution

Building Better Managers

Did we mention that you should use 360 reviews on leadership and staff alike? They can be an excellent tool for fostering better managers! These assessments give employees an anonymous channel to share feedback, making them more likely to submit honest insights.

Good leaders will pay attention to their effect on their team, where they might need work, and adjust accordingly. 360-degree feedback also gives managers a bigger-picture view of how their employees are performing from the perspective of other departments and stakeholders so they can manage and develop them more effectively.

How to Manage 360 Performance Reviews

Gathering 360-degree feedback requires more time and energy, but it’s worth it, thanks to the specific, diverse, and actionable insights you’ll receive! However, you’ll want to create a well-defined process to prevent possible drawbacks of this performance appraisal method.

For example, if not done correctly, 360 reviews can leave employees with:

Vague, confusing, or even contradictory feedback
Insufficient number of participants—meaning weak feedback
Lack of an action plan or goals

The above can result in ineffective assessments, which demotivate and frustrate employees. To avoid these issues, follow these tips as you implement 360-degree feedback in your performance appraisal process.

Establish a Structure

Your 360 review survey should include a range of questions measuring an employee’s competencies in key areas like leadership abilities, interpersonal skills, communication, and problem-solving/critical thinking. Inform employees how they will be evaluated ahead of time so they understand how they’re being assessed. Then, use a rating scale (e.g., poor to excellent or unsatisfactory to outstanding).

Involve the Right Participants

The point of a 360 performance review is to gather diverse feedback about the individual’s soft skills—which means you’ll need input from various people. While the number can vary significantly based on your company’s size, structure, and specific goals for the review process, it usually ranges from five to fifteen participants. Typically, these include:

Coworkers
Direct supervisor
Direct reports (for leadership positions)
Customers or clients the employee works with directly
Colleagues in other departments as relevant

Surveying a wide variety of raters will prevent skewed feedback. Ask too many work buddies, and the reviews will likely be too perfect; ask coworkers with whom the employee is not on the best of terms, and the feedback could be too harsh or unfair. Consider your selections carefully.

Remember to send the survey to the employee, too! They should perform a self-evaluation before the evaluation meeting with their manager.

Create an Anonymous Review Process

As mentioned earlier, one of the benefits of 360-degree feedback is that it allows for truly anonymous submissions. Whether rating peers or managers, most employees are nervous to share critical insights about the people they work with. Keeping the process anonymous may make reviewers more comfortable sharing their candid feedback. Note that going about this delicately is important to prevent distrust and whispers.

Train Your Teams

As you implement a 360 performance review process, consider training leadership and staff on providing constructive, helpful reviews. Educate them about and share examples of beneficial, specific feedback versus vague, confusing feedback. Remind everyone that these reviews aim to improve teamwork, productivity, and efficiency—and be clear about what you need from them to work toward the overall goals.

Schedule an Evaluation Meeting

After all raters have submitted their assessments of the employee, schedule a meeting to review the feedback with them. Give the individual enough time to prepare and complete their self-evaluation.

During the meeting, be sure to:

Give them kudos for their strengths
Address their areas for improvement with specific recommendations
Set an action plan of goals and milestones so they understand how to improve

Follow Up

One of the biggest mistakes employers make after conducting performance appraisals is failing to follow up. Managers can avoid this and show employees they want them to succeed by scheduling check-in meetings to monitor their progress, offer support (e.g., coaching/mentoring or learning and development opportunities), and determine the next steps in the employee’s growth. These meetings should be part of your everyday performance management!

Enhance Your Performance Reviews with 360-degree Feedback

Now that you understand 360-degree reviews, you also understand how they can promote growth and a higher level of performance among your team. Not to mention, when done well, they can foster a culture of openness and rapport among team members!

You’ve probably also realized how much work this process entails to ensure effective feedback. It requires careful planning and communication to ensure participants understand the purpose of the evaluation and feel comfortable providing honest and constructive comments. Establishing clear guidelines for confidentiality and using the feedback gathered to support the employee’s growth and development are essential.

If 360-degree feedback sounds like a great fit for your organization, but you need guidance developing a solid process, contact BlueLion today at 603-818-4131 or info@bluelionllc.com. From selecting the ideal group of participants to creating comprehensive assessment questions to follow-up plans, our HR consultants will assist you every step of the way.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

Bad Managers vs. Good Leaders: Fostering Effective Leadership

January 30, 2024

Just because someone has exceptional technical skills and you’ve promoted them to a leadership position doesn’t make them a good leader.

A 2023 Gallup survey found that only 21% of employees trust their organization’s leadership, indicating a decline in employee engagement and morale. After all, building a positive workplace culture is tough when employees don’t trust in or feel inspired by their managers. This is also a significant contributor to high turnover. In another study, 57% of participants reported leaving a job due to their leaders, while 32% said they’ve thought about quitting due to bad managers.

Managers are often promoted based on technical skills without developing crucial leadership qualities, which can hurt their direct team and the entire workplace. So, what is the difference between a bad manager and a good leader? And how can you transform the first into the second?

Keep reading to learn how to spot signs of ineffective or even toxic leadership practices, the qualities of influential leaders, and techniques for improving leadership skills.

Characteristics of Bad Managers vs. Strong Leaders

What are the common characteristics of bad leaders? What do effective leaders do differently? Let’s break it down.

Distant vs. Approachable

Toxic leaders often remain too distant from their team members. They might have a stand-offish attitude, delegate most of their responsibilities to their employees, and be less than supportive. This can create an intimidating atmosphere where employees aren’t comfortable going to their boss with ideas, questions, or concerns.

Good leaders do the opposite by keeping an open-door policy and welcoming feedback and requests for support when employees need it. They naturally encourage and inspire their team to create and innovate by remaining present and communicating consistently.

Uncaring vs. Attentive

One of the most important characteristics of a great leader is being a good listener, which is where many bad managers fail. They don’t bother:

Checking in with employees
Building that personal connection
Providing support or encouragement during big projects or periods of transition or change

Even worse, they lack active listening skills and often talk over or interrupt team members.

On the other hand, experienced leaders know when to stop and listen and when to ask employees how they are doing or for feedback. They are adept at taking a professional yet compassionate approach to their people’s concerns or stressors. In doing so, they foster ongoing dialogue and build trust and rapport.

Demanding vs. Motivating

There’s a fine line between effectively motivating your team and being overly demanding—and you can guess which category toxic leaders fall into. They tend to push employees hard, giving them extreme workloads and focusing only on results and deadlines. As such, these demanding managers often ignore their employees’ mental health.

Good bosses have an eye for when their teams need support, a break, or another solution. They know how to keep their direct reports engaged and motivated without setting unrealistic expectations or putting excessive pressure on employees. Effective managers focus on positive reinforcement and encouragement rather than intimidation and threats.

Critical vs. Appreciative

On the note of motivating employees, bad managers often do the reverse by focusing only on the negative and highlighting where team members have made mistakes or need to improve. These managers:

May even call team members out in front of others, humiliating and belittling them
Never give positive feedback or spotlight a job well done
Make employees feel unappreciated and demotivated, thus creating low morale

Strong leaders take another approach, prioritizing positive feedback for employees and showcasing their wins. When they have to deliver criticism, they ensure it’s constructive so employees can learn and grow. They understand how to balance the positive with the negative. They also regularly show employees their appreciation, from a simple “good job” to discussing their future career path with the company.

Withholding vs. Transparent

Poor leaders are often secretive or withholding, preferring to keep their teams siloed and only sharing information on a need-to-know basis. This lack of communication and openness creates mistrust, contributes to the feeling of being undervalued and underappreciated, and can make employees concerned about their job security. Plus, being told to do things without question or “because that’s how we’ve always done it” is demotivating because team members won’t know why or what they’re working toward.

Tying back to that open-door policy, effective managers value transparency with their teams. They understand that this fosters trust and instills a sense of purpose and confidence in employees. Communicative leaders have a knack for showing their employees the “why” by explaining how their roles support the organization’s mission, vision, and values—and how they contribute to the major goals.

Reactive vs. Proactive

A bad manager is not necessarily disrespectful or unappreciative. Sometimes, they are simply ineffective because they are too passive. This could mean they are uncomfortable with confrontation and having difficult conversations. Or it could be that they are not firm or decisive enough, so they’re struggling to garner respect and productivity from their team.

An essential leadership skill is understanding when to be compassionate and give employees leeway and when to provide more direction and structure. A savvy boss is not afraid to address inappropriate behavior or make a decision their team must follow. They know how to deliver this information respectfully while maintaining respect for themselves.

5 Ways to Address Ineffective or Toxic Managers

Now, let’s look at how to deal with bad managers and turn them into great leaders—and how to know when to make tough but necessary decisions.

Address the Bad Boss

Start by having a private meeting with the problem manager, always approaching the conversation calmly and rationally without being emotional. Tell them what you’ve learned and your concerns about their leadership abilities.

Next, give them a chance to share their thoughts, then clearly define what changes you expect from their performance and behavior. Let them know if you’re putting them on a performance improvement plan or requiring them to participate in leadership coaching. Explain that they will have resources and support and that you want to see them succeed.

Bring in a Leadership Coach

Not everyone is a natural leader, but that doesn’t mean they can’t develop the skills! Investing in a leadership coach will bring in an expert with an outside perspective who can help managers of all departments and levels strengthen their management methods and communication skills.

A high-quality leadership coach will encourage self-evaluation, guiding the manager to assess their qualities and behavior from a new point of view. This reflection will make them take responsibility for their actions and understand where and how to adjust. For many managers, this entails improving their emotional intelligence (EQ).

While the manager is undergoing leadership coaching, you should monitor their progress to determine if they can make the necessary shifts in their approach and behavior.

Invest in Conflict Training

It could also be beneficial to hire a conflict expert for specialized training. As mentioned earlier, ineffective leaders are often uncomfortable with conflict training. Or they may become too emotional or invested in the incident themselves. These workshops can teach them how to resolve workplace conflict while mitigating toxic leadership techniques properly.

Make Organizational Changes

You may find leadership is simply not in the cards for this individual. They might work better alone or get along with others on a peer level. Maybe they’re excellent at what they do and essential to your business.

In this case, consider moving the employee to a new role where they don’t have people to manage. They can continue doing what they do best, while you don’t have to worry about them harming the workplace culture and employee productivity.

To prevent drama and confusion, remember to devise a plan and communicate the change and what it means to everyone affected.

Know When to Terminate a Toxic Manager

Sometimes, you can do everything possible to attempt to work things out with a lousy boss, to no avail. They might be unable or unwilling to change their attitude and behavior, in which case they will only continue spreading a toxic work environment.

You must know when to make the hard call and fire a toxic manager. Remember, your HR team can guide the employee termination process and be present for the meeting.

Prioritize Leadership Development

Whether you have a weak manager on your hands or your leaders are doing well, there is always room for growth and improvement. And this is simply not an area to neglect! However, you’ll want to address bad bosses as soon as possible—letting leadership issues linger will only create more problems.

Understanding when to provide training, coaching, and support, when to make role changes, and when to let the individual go is vital to maintaining a healthy, productive workplace. It may not be easy, but when you make these positive changes, you’ll likely see positive results immediately.

Do you need guidance or leadership coaching resources? Contact BlueLion today at info@bluelionllc.com or 603-818-4131 to learn how our HR specialists can help!

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

Navigating Workplace Gossip: Strategies for Employers & Managers

January 23, 2024

Gossip in the workplace is like a wildfire—it can start from a tiny spark and quickly spread, leaving behind a trail of damage to employee relations and company culture. Whether it’s a casual comment at the water cooler or a rumor whispered in the hallway, workplace gossip can have significant repercussions if left unchecked.

Consider this scenario: A seemingly harmless comment about a colleague’s work ethic evolves into a full-blown rumor questioning their competence. Before long, productivity suffers as trust deteriorates among team members, leading to strained relationships and a toxic work environment.

Gossip isn’t just a nuisance—it’s a productivity killer. Its ripple effects include reduced employee morale and job satisfaction, ultimately affecting organizational performance.

Let’s explore the intricacies of workplace gossip, its impact, and, most importantly, how employers and managers can effectively address and prevent it.

Preventing Workplace Gossip & Conflicts

Follow these tips to mitigate office gossip from the start.

Set the example

Managers should start by setting a mature, respectful example by not participating in gossip in the first place. They must set the tone—which can be hard for newly promoted managers, who should no longer participate in the water cooler rumors. But remember, it starts at the top!

Train managers on preventing and addressing gossip

Regular training sessions and workshops on preventing and handling workplace gossip are also essential. These workshops should equip managers with the skills to spot early signs of negative talk, intervene effectively, and facilitate conflict resolution. The goal is to prevent or stop gossipers as early as possible.

Stop gossipers before they divulge

Employees should feel empowered to shut down the conversation politely but firmly when a colleague approaches another with workplace gossip. They could even forewarn the gossiper that they will act on the information by addressing the issue with the original source. This proactive approach sends a clear message that gossip has no place in the workplace culture.

How to Deal with Gossip in the Workplace

Of course, you employ humans, and sometimes, workplace gossip is unavoidable. So, how should leaders and managers address negative chatter when it arises?

Speak with the primary gossipers

When workplace gossip occurs, managers should first meet with the main perpetrator(s) to stop it from escalating. These should be one-on-one meetings in an enclosed office or conference room; if more than one person is involved, meet with them individually. This allows you to understand the root cause and provide support or resolution where necessary.

Rather than calling out individuals publicly, keep the conversation confidential and constructive by going directly to the source of the gossip for the full story. Listening and keeping an open mind is important, as is maintaining a critical eye—without making accusations, as this could spur defensive responses.

Start by addressing the content of the gossip rather than the act of gossiping itself. This means addressing the gossipers’ concerns or complaints.

This puts you in a better position to hold the perpetrators accountable for the gossiping behavior. Begin by focusing on the facts. If you find they have been spreading harmful gossip, highlight the potential harm of their actions and inform employees about the repercussions of what will happen if they don’t stop gossiping. Corrective action could include a written warning, demotion, or suspension.

Document the issue and relevant conversations

Record the workplace gossip incident and all related conversations with those involved. This ensures you have proof of the issue, how it was resolved, and any warnings or disciplinary action you’ve taken with the gossipers.

Hold a team meeting

After speaking with the key gossipers, gather the relevant team(s) to discuss the situation and the issue of workplace gossip. Remind employees to avoid gossip, work out issues directly with coworkers if possible, and bring any concerns to management. Addressing the issue transparently encourages open communication and reinforces the expectation of professionalism in the workplace.

Something you can encourage is “positive gossip,” such as sharing team or individual wins. For example, spreading the word about an employee going the extra mile for a client or a department providing a unique solution or idea that positively impacts the company. Sharing positive stories can be rewarding and boost morale and productivity.

Should Companies Have a Workplace Gossip Policy?

You might think a workplace gossip policy is necessary, but past cases prove otherwise. In December 2013, National Labor Relations Board (NLRB) Administrative Law Judge Donna Dawson found Laurus Technical Institute’s no-gossip policy “overly broad,” stating that it violated the National Labor Relations Act.

The school’s policy prohibited discussing an individual personally or professionally when they or their manager weren’t present. It also prevented “making negative or disparaging comments or criticisms about anyone; creating, and sharing or repeating, a rumor about another person; and discussing work issues or terms and conditions of employment with other employees.”

Establishing a strict policy on workplace gossip could be ineffective and even risky. Often, these are too broad to be enforceable or are too restrictive and violate protected concerted activity (e.g., voicing concerns about working conditions, discussing wages, or complaining about supervisors).

Instead, take an educational approach with both leadership and staff. Train managers to identify the line between harmless chatter and genuinely concerning issues of harassment, health, or safety. Incorporating these discussions into an overarching effort to mitigate bullying or unprofessional conduct fosters a culture of accountability and mutual respect.

However, one policy you can and should include in your employee handbook is an email and electronic communication policy encompassing chat tools (like Slack or Microsoft Teams). Many employees make the mistake of viewing these channels as regular conversations, spreading detrimental rumors, opinions, and other negative messages.

The policy should inform employees of the dangers of using email and chat apps for gossip because these messages can accidentally be sent to unintended recipients. A solid email and electronic communication policy should outline these issues, explain employees’ privacy expectations concerning these methods, and ensure all employees read and understand the policy.

Bottom Line on Handling Gossip in the Workplace

While you may not be able to completely do away with workplace gossip, you can certainly take proactive steps to mitigate its impact. By setting the right tone, addressing issues promptly, and encouraging open communication, your organization can foster a culture of trust and respect. This prevents incidents from blowing up into larger conflicts and boosts morale and productivity.

Contact BlueLion to learn how they can help strengthen your workplace environment at info@bluelionllc.com or 603-818-4131.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.