So, you thought unions were a thing of the past—but then your employees started discussing unionizing. Perhaps they’ve even begun the process.
Before you panic, respond negatively, and harm employee relations, take a moment to breathe! Consider what it means that your employees want to form a union.
Workers generally don’t organize unions with the goal of going to war against their employer. They’re trying to communicate with you about what they want, the things that your company could do to improve the working conditions and lives for themselves and their team members. Instead of viewing it as a threat, consider how you can work with employees to lift them up along with your organization.
With the right proactive measure, you can mitigate the chances of employees feeling the need for a union. If they do take this road, responding calmly and communicatively can lead to a positive outcome—but handling union efforts poorly (e.g., punishment, termination, or preventing unionization) can have a severe impact on your employee turnover, operations, reputation, and more.
Read on to understand why there is a “right” and “wrong” way to deal with employee unions and tips for responding wisely.
The Status of Unions
Why is it that unions seem to be on the rise again? Consider the current job market, where employees now have leverage as the unemployment rate remains below 4%. This means workers feel there is less risk in unionizing and are more confident about their ability to find another job with better conditions and pay.
But what do the laws say? The National Labor Relations Board (NLRB) allows workers to form a union in one of two ways. Organizers can pursue an NLRB election if they get at least 30% of workers to sign cards or a petition saying they want a union; if the majority vote for a union, the NLRB will certify it. Or, the employer can voluntarily recognize a union based on proof (i.e., signed union-authorization cards) that a majority of employees want union representation.
Concerted activity is also protected, meaning employers can’t stop employees from discussing work conditions, how to improve them, and unionization. Follow the NLRB’s “TIPS” rule, outlining which actions are illegal:
Threats: Employers cannot threaten employees for supporting a union.
Interrogation: Employers cannot question employees about their union sympathies, activities, or those of their peers.
Promises: Employers cannot promise or provide benefits to employees to gain their support and deter them from supporting the union.
Surveillance: Employers cannot spy or pretend to spy on union activity.
However, managers and supervisors can communicate specific information during a unionization campaign under the “FOE” rules:
Facts: You may share publicly available facts from reputable sources like the NLRB and unionfacts.com.
Opinions: You may share why your company believes a union is unnecessary.
Examples: You may provide real stories of others to highlight why a union might not be the right choice.
Create an Employee-Centric Corporate Culture
Let’s face it: Your employees are your most important business asset. Not your facility, equipment, inventory, or cash flow. It’s your people—without them, your operations and productivity, even your customer experience, would suffer.
It goes without saying, then, that the first step in avoiding unionization is creating a workplace culture where employees don’t feel it’s necessary to form a union. So, how do you do this? Maintain employee satisfaction by:
Providing a system for employee feedback and ideas—and showing you listen to them!
With a positive company culture that puts your people first, employees will know that leadership cares about their well-being at work and beyond. In turn, they likely won’t feel a need to unionize.
Typically, union talks begin when teams believe management does not care about and value them. So remember, even when workers have concerns and conflict arises, listening can go a long way. People often just want to be heard!
Address Concerns Early
Sure, you can look for warning signs of employees wanting to form a union, but by this point, it’s likely too late.
Instead, you should have a pulse on your workplace culture and employee satisfaction long before problems are significant enough that people start talking about unionizing. Hence the importance of building a positive workplace culture and putting employees first from the beginning!
Once you start hearing rumblings of unionization talk, you first need to assess what issues could be driving them to unionize. Consider the common issues mentioned above. What changes can you make? If you can’t afford the pay and benefits workers are requesting, what else can you offer? Look at work-life balance perks like those flexible work schedules and leave policies.
Despite discussions about forming a union, it may not be what your employees truly want—often, they feel it’s the best option to garner attention and change. Again, showing them an effort to listen and create a fair work environment can often deter union efforts.
Shift Your Perspective
Historically, many companies believe that unions would not be good for either party and attempt to convince employees of this, too. From the last couple of years, we can look to the recent Starbucks, Amazon, and Target stories as glaring examples of what companies should NOT do.
Starbucks fired workers known to be involved in union organizations and closed stores with strong union activity. Amazon has been found in violation of labor laws by retaliating against employees for union activities and threatening employees. The company also required workers to attend a series of anti-union meetings in the weeks leading up to the Staten Island union elections. And leaked Target training documents showed that the company instructs store management to prevent workers from forming unions.
Employers walk a fine line regarding workers’ rights to unionize. At the least, they risk reputational damage; at worst, they risk violating labor laws.
Recognize that when employees form a union, it means they are dedicated to improving the company. Yes, they could simply quit and find work elsewhere—but they are invested in their coworkers and some part of the organization.
When you go the collaborative route in your relationship with a worker union, it can actually have positive effects, such as:
Fostering trust and more efficient problem-solving—without the power struggle that often comes along with union negotiations
A more equitable and sustainable workplace
Respond to Unionization Efforts
Take the time to find out what employees want and why they’re forming a union, then evaluate how you can address their concerns. Consult a labor law attorney before reacting to unionization efforts or making any rash decisions. Then, determine how you will respond—remember, it isn’t black and white or one extreme or the other.
Establish open communication channels between management and employees, and encourage continued dialogue. This is one way to immediately address concerns and issues and demonstrate that the company values employee feedback, helping to build trust and reduce the appeal of unionization.
Below are a couple of approaches employers could take.
Pursue an Active Partnership
Working together can strengthen employee relations and result in a positive outcome, preventing the situation from going sour. You could start by implementing:
Employee engagement programs focused on improving job satisfaction, work-life balance, and overall employee welfare
Labor management committees where management and employees collaborate on workplace issues
Both can help build trust and address concerns before things escalate to unionization.
Proactively working with employees could also mean voluntarily recognizing the union (i.e., recognizing the union without requiring a formal NLRB-run election). At this point, you should begin good-faith negotiations. This involves sincere efforts to reach an agreement on terms that both parties find acceptable.
Maintain a Neutral & Respectful Stance
If you choose not to voluntarily recognize a union, you can still respond legally and in a way that won’t further damage your relationship with workers. Avoid making negative comments about the union or its organizers, and refrain from any actions that could be perceived as attempting to influence employees’ decisions.
You might also establish key agreements with union organizers, such as:
A neutrality agreement stating you agree not to oppose unionization efforts actively. This can include not holding anti-union meetings, distributing anti-union materials, or taking actions that could be perceived as attempting to influence the outcome.
An agreement allowing union organizers reasonable access to non-working areas of the workplace for organizing purposes. This agreement should outline a reasonable time, place, and manner to ensure minimal disruption to business operations.
Remember, you have the right to communicate with employees, so you may share information about the potential consequences and benefits of unionization to help them make educated decisions.
After an NLRB Election
In the case an NLRB election takes place and employees vote in favor of unionization, accept the results and begin bargaining in good faith with the union. One essential piece to negotiate is a collective bargaining agreement (CBA), which outlines the terms and conditions of employment.
Additionally, ensure your company follows any NLRB orders related to the election process and subsequent bargaining by providing necessary information to the union and engaging in good-faith negotiations.
When it comes to communication with employees, keep it positive and respectful. Reassure them of the company’s commitment to maintaining a positive workplace despite the changes and encourage collaboration between membership and the union. Conduct orientations for employees and management to familiarize them with the rights and responsibilities established by the National Labor Relations Act (NLRA).
Maintain this open dialogue with the union to address concerns and ensure a collaborative relationship. This can help prevent misunderstandings and foster a positive working relationship. Explore opportunities for joint initiatives that benefit both the company and the unionized workforce. This could include joint committees to address workplace issues and improve communication.
Final Thoughts on Worker Unions
It’s essential for employers to strike a balance between addressing the root causes of employee dissatisfaction and respecting their rights to organize. Be cautious about engaging in activities that may be perceived as unfair labor practices, as these can lead to legal challenges.
By proactively addressing underlying issues, maintaining open communication, and respecting employees’ rights, you can create a positive workplace environment that mitigates the appeal of unionization. It’s crucial to approach the situation with empathy, transparency, and a commitment to addressing employees’ concerns.
Remember, each workplace is unique, and the appropriate response may vary based on the specific circumstances. Seeking legal advice and consulting with HR professionals can help tailor your approach to your organization’s needs and challenges. Contact BlueLion to learn how at info@bluelionllc.com or 603-818-4131 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.
By now, most employers and employees in the Bay State are familiar with the Massachusetts Paid Family and Medical Leave (PFML) program, which provides support for employees who need to take time off for family or medical reasons. However, new “top off” legislation went into effect on November 1, 2023, allowing employees receiving PFML benefits to supplement them with any available accrued paid leave.
Keep reading for our breakdown of the most common questions:
Click any of the above to jump to a certain section, or keep scrolling for the full breakdown!
What is Massachusetts Paid Family & Medical Leave?
MA PFML is a state-offered benefit for Massachusetts workers, run by the state’s Department of Family and Medical Leave (DFML). It provides up to 26 weeks of paid leave per benefit year for qualifying medical or family reasons. The PFML is funded through a state tax and is separate from both the FMLA and leave benefits your employer may offer.
Note: Employers that offer a DFML-approved private or self-insured plan with benefits equal to or greater than PFML are exempt from making PFML contributions.
Most Massachusetts workers are eligible for PFML, including W-2 employees, self-employed individuals, and 1099-MISC contractors, as long as they’ve met the minimum earnings requirement set annually by the Department of Unemployment Assistance (DUA).
W-2 Employees
This means full-time, part-time, or seasonal employees. Employees are eligible if their employer doesn’t have a DFML-approved private paid leave plan with benefits that are equal to or greater than PFML coverage.
Former W-2 employees can also qualify if they have been unemployed for 26 weeks or less at the start of their leave, regardless of the termination reason.
Out-of-state employees are also eligible if the employer reports their wages to the Department of Unemployment Assistance.
Self-employed Individuals
Self-employed individuals may opt into MA PFML coverage, which you can do through MassTaxConnect. Your enrollment starts on the date you opt in. You must then:
Stay enrolled for at least 3 years
File quarterly earnings reports during this time
Make the full quarterly contributions for both family and medical leave based on your earnings
To be eligible, a self-employed worker must:
Have met the DUA’s minimum earnings requirement during the last 4 completed calendar quarters
Earned at least 30x the benefit amount that you are eligible for
Contribute for at least 2 of your last 4 completed calendar quarters before claiming benefits
1099-MISC Contractors
1099-MISC contract workers who are self-employed and work for a business with a workforce made up of at least 50% 1099-MISC contractors are also eligible for PFML.
How does MA PFML work?
Get the low-down on how MA PFML is funded and administered.
Employer Cost & Responsibilities
Whether or not employers must contribute to the PFML fund depends on their total workforce size. If you had 25 or more covered employees last year, then you must make employer contributions for those covered workers. If you had fewer than 25 covered employees last year, then you don’t need to make an employer contribution this year. However, you will need to send the employee’s contributions on their behalf.
If you are responsible for MA PFML employer contributions, you can calculate them on MassTaxConnect. In 2024, employers must make a contribution of 0.88% of eligible wages (0.18% for family contribution + 0.70% for medical contribution), which can be split between covered individuals’ payroll or wage withholdings and an employer contribution. Specifically:
Up to 100% of the family leave contribution (0.18%) can be withheld from a covered employee’s wages
Up to 40% of the medical leave contribution (0.28%) can be withheld from a covered employee’s wages, while employers must contribute the remaining 60% (0.42%)
For exempt employers with 25 covered individuals or fewer, you must withhold and submit a contribution of 0.46% of eligible wages. However, you don’t need to pay an employer share.
Benefit Amount
Do you have employees asking you about how much they’ll receive from their MA PFML benefits?
The amount an individual is eligible to receive is calculated based on their individual average weekly wage (IAWW), the average weekly wage for MA workers, their benefit year, and the type of leave they’re taking. In 2024, this amount is capped at a maximum weekly benefit amount of $1,149.90.
If an individual:
Receives unemployment or worker’s compensation benefits
Uses leave that crosses benefit years
Works part-time or takes reduced/intermittent leave
It could impact their leave benefits.
The DFML reevaluates the average weekly wage in MA each October. The new maximum benefit amount begins on January 1 of the following year.
Benefit Year
The benefit year:
Is a rolling calendar of 52 weeks
Starts on the first week that an individual takes leave through any program
Is calculated on weeks beginning on Sundays
For example, if an employee starts their leave on a Wednesday, their benefit year starts the Sunday before starting your PFML, which is the beginning of that week.
The individual’s benefit year determines their benefit rate, which stays the same for the whole benefit year, even if they submit multiple applications or take different types of leave. This rate only changes when they start a new benefit year.
7-Day Waiting Period
There is a seven-day waiting period before an employee can receive the weekly benefit amount. This week is unpaid and counts against their total available leave for the benefit year. For example, if they’re approved for 10 weeks of PFML, they’ll receive 9 weeks of paid benefits.
If the employee is approved for intermittent leave, the waiting period will be seven consecutive days after their leave begins, whether they take leave on those days or not.
This waiting period applies for each instance of paid leave, with one exception: A new mother takes medical leave either during pregnancy or to recover from childbirth. They then choose to take family leave to bond with a child immediately after the medical leave. There will be a waiting period for their medical leave, but it will be waived for the family leave.
Employees can use accrued paid time off (PTO) during the waiting period, but employers cannot require staff to use PTO during this time. If they opt to use PTO, they will need to:
Use it over a continuous, uninterrupted block of time before or after their PFML benefits start or end date
Use it only once during their leave period
Come to an agreement with the employer on their PTO and schedule before their leave starts
Examples:
You’re approved for 10 weeks of PFML and use 1 week of PTO. You will receive your full salary during the waiting week and 9 weeks of paid benefits from the DFML.
If you choose to use 2 weeks of PTO at the beginning of your 10-week leave, you will receive your full salary during that time. You’ll then receive 8 weeks of PFML.
When can employees use it?
Employees can take advantage of MA PFML for:
Up to 20 weeks of paid medical leave to care for their own serious health condition
Up to 12 weeks of paid family leave to bond with a child during the first 12 months after birth, adoption, or foster care placement
Up to 12 weeks of paid family leave to manage affairs while a family member is on active duty
Up to 26 weeks of paid family leave to care for a family member who suffered an injury or illness while serving in the armed forces
Up to 12 weeks to care for a family member with a serious illness, injury, or pregnancy/childbirth
A serious health condition is a physical or mental condition that prevents the individual from doing their job for more than three consecutive full calendar days and requires one of the following:
Two or more treatments by a healthcare provider (in-person or telehealth visit) within 30 days of an inability to perform their duties
Overnight stay in a hospital, hospice, or medical facility
At least one treatment by a healthcare provider within 30 days of an inability to perform their duties, with plans for continued treatment, including prescriptions
Learn more about what types of health conditions are covered from the Mass.gov PFML benefits guide.
What does the application and review process involve?
Encourage employees to talk to management and HR to find out if they’re covered and provide notice of their need to take leave. Employees can apply for paid leave up to 60 days before when their leave would start but request that they give you at least 30 days’ notice, if possible.
Next, they must apply for PFML directly through the DFML, which determines their eligibility and administers PFML. Employees should prepare key information and documentation for their application, including:
Reason for leave
The date they notified you (the employer) that they need to take leave
The date they are planning to take leave or when it started
A copy of their ID (e.g., driver’s license or state ID) to send via online or mail
Bank account information
Phone number that can receive text messages
Information from a certified health care provider about the serious medical condition the employee or their family member is experiencing
Your employer identification number (EIN)
Information about their child’s birth, adoption, or foster care placement, if applicable
You receive an email notification from the DFML when an employee submits an application.
You will then confirm whether the employee has available PFML for the type of leave requested, how much PFML they have remaining in the benefit year, their work pattern or hours, and if any of the details provided indicate fraud.
You’ll have 10 business days to review the employee’s application and respond to the DFML with the requested information. If you fail to respond promptly, the DFML will proceed with the application using only the information the employee provided.
Employees who apply for MA PFML after November 1, 2023, can supplement or “top off” this benefit with their accrued vacation, sick, or other paid leave under their employer’s policy. Those who filed or started their leave prior to this date do not qualify to supplement their PFML pay.
Is there a limit?
Yes, an employee may top off their weekly PFML benefit with their accrued PTO up to their IAWW. For example, if an employee with an IAWW of $1,500 receives $1,100 per week in PFML, they can use up to $400 per week from their banked PTO.
Note that as the employer, you are responsible for managing PFML benefits and ensuring they do not exceed the employee’s IAWW. If an employee receives too much, you’ll need to work with them to manage those repayments. The DFML does not handle overpayments.
What is the Individual Average Weekly Wage?
The DFML determines an employee’s IAWW based on how much they’ve earned in the last four calendar quarters prior to the start of their benefit year. More specifically, the DFML looks at the two quarters when the employee earned the most (or the one quarter when they made the most if they only worked two quarters or less). Their IAWW is the average amount they earned per week in those two quarters.
You can calculate an employee’s weekly PFML benefit amount and IAWW if you have a registered Leave Administrator. You can’t access this information without registering—which you must do to remain compliant with PFML requirements and ensure employees receive the correct amount.
Does it matter what kind of leave is used to top off?
This depends on your company’s PTO policies. For example, an employee most likely could not use paid sick leave to supplement their family bonding leave benefits if your sick leave policy doesn’t allow this. This applies as long as your existing PTO policies don’t discriminate and inhibit an employee’s rights under the PFML program.
What if we provide unlimited PTO and/or holiday pay?
This is another instance where you’ll have to check your PTO policies. We know, it’s not a straight answer—but unfortunately, it’s not so black and white. Remember, employees can use any accrued paid leave provided under their policy.
When it comes to unlimited PTO, this could depend on how/if your organization tracks employees’ accruals.
What if you provide holiday pay, and an employee is out on leave when a holiday occurs? Again, refer to your policy to determine if they can use the holiday pay to top off their PFML benefits.
All of the above are subject to your PTO policies, provided they don’t discriminate against an employee for taking advantage of their rights under the PFML program.
How can employers manage the use of topping off with employees?
To successfully manage the process of topping off MA PFML with your employees, keep these tips in mind:
To calculate an employee’s top-off amount, use this simple formula: IAWW – PFML benefit amount = max they can receive using their PTO
You and the employee do not need to report how much they use for topping off. Keep them updated on what leave they can use and when, and remind them they don’t need to report this on their PFML application.
Let them know that topping off their PFML payments will NOT impact their weekly benefit amount.
Employers have the option to set a smallest increment of leave use policy. In other words, you may establish the smallest increments of leave an employee can take. The DFML’s will pay intermittent PFML benefits for as low as 15-minute increments.
Are you a Bay State employer with questions about MA PFML eligibility, how the benefit works, the application process, or the new topping off allowance? Contact BlueLion for guidance at info@bluelionllc.com or 603-818-4131. Our human resource experts will be happy to walk you and your team through the process to ensure you handle the benefit properly.
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.
This article was originally published in June 2021 and has been updated for comprehensiveness.
Employers are generally required to maintain various employee records to comply with legal regulations and ensure proper management. The specific data and retention periods can vary based on federal, state, and local laws, as well as industry-specific requirements.
We get it—another hefty responsibility for the small business owner to manage! What records do you need to retain? And for how long?
Federal laws and agencies like the Federal Labor Standards Act (FLSA), Equal Employment Opportunity Commission (EEOC), and Department of Labor (DOL) have established employee recordkeeping requirements. Plus, you might have state and local laws to adhere to.
Keep reading for a checklist of employment records you’ll need to keep, along with guidelines for how and when.
How long do employers have to keep employee records?
This depends on the type of records and any applicable federal, state, and local laws that apply. The Society of Human Resource Management (SHRM) notes that many employers keep it safe and straightforward by retaining employee records for seven years, which meets most regulations.
Employee Personnel Files
Most personnel files should be retained for at least one year after employment ends. This includes everything from personal details to hiring documentation. Under the FLSA, employers should keep personal and hiring records, such as:
Full name and Social Security number
Complete address
Birth date (if under age 19)
Demographic information
Job description
Job application and cover letter
Pre-employment evaluations
References
Background checks and drug test results
Offer letter
Employment, noncompete, nonsolicitation, and any other contracts
Start and end dates
When it comes to performance and disciplinary records, keep the following for at least two years after the employee leaves:
Performance reviews
Wages and changes
Trainings, classes, and certifications completed
Job titles, promotions, or transitions
Leaves of absence
Corrective actions or complaints
Exit interviews, layoff, or termination information
Form I-9, Employment Eligibility Verification
Form I-9 is one of the most important documents for every employee you hire in the United States, including citizens and noncitizens. You and the employee must complete your respective portions of the form by their first day of work.
You must retain all I-9s for three years after the employee’s hire date or one year after their termination, whichever is later. Be sure to file them securely and separately from other employee records. The new I-9 alternative procedure offers a remote method, making completing and retaining each form much more efficient.
Payroll Records
This is another crucial area of employee records, which can become overwhelming and confusing due to the numerous documents and regulations around payroll. Many requirements range from three to seven years—and employers often err on the side of caution by sticking to the higher end. If you’re not sure if you should keep certain documents, hold onto them and consult with an HR professional. Below are some guidelines.
First, the Department of Labor (DOL) requires businesses to retain any wage-related records for at least two years, including:
Employee schedules, whether fluctuating or fixed
Regular pay rate
Wage tables
Time cards and piecework tickets
Total daily or weekly straight-time earnings
Total wages paid each pay period
Overtime earnings
Additions to or deductions from wages
If you’re ever selected for a DOL audit, you’ll need to provide these employee records, which should be stored at the workplace or in a central records office.
Regarding the method and format you use for timekeeping, you may use a time clock, have a designated timekeeper track employees’ work hours, or have workers write their own times. The DOL allows any of these as long as the records are complete and accurate.
For workers on fixed schedules, you can simply document their daily and weekly hours, indicating that they followed the assigned schedule. If an employee works more or fewer hours than their set schedule, record those hours on an exception basis.
Tax Records
The IRS also requires employers to keep employee records related to federal and state taxes for at least four years, including:
Your EIN
Amounts and dates of all wages, annuities, pension payments, and tips
The fair market value of in-kind wages paid
Employee names, addresses, SSNs, and occupations
Dates of employment
Payment details for employees who were absent due to sickness or injury
Dates and amounts of fringe benefits and expense reimbursements
Documentation to substantiate any credits claimed
Employee Benefits
According to the Employee Retirement Income Security Act of 1974 (ERISA), employers must retain employee records of 401(k) plans for at least six years after filing Form 5500. These include but are not limited to fiduciary plan documents, participant disclosures, payroll records, selections, and beneficiary designation forms.
The EEOC also mandates that employers keep documentation of all employee benefits (e.g., pension and insurance plans) “and any written seniority or merit system for the full period the plan or system is in effect and for at least one year after its termination.” Records of benefit plans, enrollment forms, and plan descriptions should all be kept.
These requirements are part of anti-discrimination laws. If an EEOC charge is filed against your business, you must show these records and hold onto them until the charge or a related lawsuit is resolved. Retaining accurate, clear paperwork can protect your company in these situations.
Health & Safety Records
The Occupational Safety and Health Administration (OSHA) mandates retaining records of workplace injuries, illnesses, and exposure to hazardous substances for five years after termination. Additionally, HIPAA regulations require storing medical files separately from personnel files for confidentiality, while EEO laws protect sensitive personal information.
To be safe, keep documentation of:
Employee medical records related to their ability to perform their jobs safely (e.g., fitness-for-duty exams, medical evaluations for specific tasks, and records of workplace accommodations)
Leaves of absence and details
FMLA leave documentation (see next section)
If an employee is exposed to a toxic substance, employers must keep documents related to all medical exams and safety data for 30 years after the worker’s termination.
Family and Medical Leave Act Documentation
The FMLA also has employer recordkeeping requirements, stating that businesses must maintain specific documentation related to employees’ leave for family or medical leave for at least three years. These include:
Notices given to employees regarding their FMLA rights (e.g., general notice postings, individual eligibility notices, and rights and responsibilities notices)
Records of the designation of FMLA leave, including any forms or communications specifying the leave as FMLA
Medical certifications provided by employees to support their need for FMLA (which should detail the serious health condition of the employee or family member and the leave duration)
Records of any paid and unpaid leave taken under FMLA, how it was designated (i.e., FMLA or otherwise), and benefits maintained during leave
Employer policies and practices on benefits and compensation during paid and unpaid leave
Maintain the confidentiality of FMLA-related records by storing them separately and ensuring only authorized personnel can access this sensitive information.
Conclusion
Investing the time and energy into proper employee recordkeeping is worth it to protect your company and employees and mitigate risk! This is a major area that will help you remain compliant and streamline HR processes. Inaccurate or missing paperwork can lead to one or a chain reaction of costly events, including:
IRS or DOL audits
Labor law noncompliance
Disputes about compensation, hours worked, overtime, and more
Discrimination and harassment allegations
Privacy and data protection violations and breaches
And all of the above opens up your company to potentially significant penalties. For a small business, every dollar counts—and thousands of dollars in fines can take a severe hit on your bottom line!
Staying up on these many items and requirements takes time and effort. So, if you have questions about employee records and how long to keep them, contact BlueLion today for guidance 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.
You have a small growing business and want to provide employee benefits, but between the administrative undertaking and the cost, it’s an intimidating idea. So where do you start? How do you keep it manageable and affordable while doing your best for your team?
The Bureau of Labor Statistics reports that the average cost of benefits per employee in private companies is $12.19 per hour—nearly 30% of the cost of an employee. This adds up quickly, especially for small business owners for whom every dollar counts!
Taking on these expenses can be daunting, but consider the bigger picture: Offering a solid benefits package can strengthen your business and save money in the long run, thanks to increased loyalty, higher productivity, and reduced turnover. And you can always build on them as your business grows and you can afford to offer more.
Read on for tips on implementing employee benefits on a budget and which benefits and perks to focus on first.
Tips for Implementing Employee Benefits on a Budget
Before you decide exactly what employee benefits you can and should offer, do some research and planning both among your team and the competition. Having an understanding of what others in your industry are offering, the cost of specific benefits, and what your employees want will help you set up an efficient benefits package.
Follow these tips to get started:
Know what employee benefits are required. These depend on federal, state, and local laws. Required benefits might include unemployment insurance, workers’ compensation, and disability insurance.
Start by offering the basics. If you’re creating a benefits package for the first time, start with those that most employees are looking for: health insurance, retirement plan, and paid time off (PTO).
Offer what you can afford. Don’t try to implement too much at once—set goals and a budget, then stick to them. Remember, you can always expand your benefits down the road.
Give employees a timeline. If you currently offer no or limited benefits, create a plan so you can tell your team when new benefits will be available. This gives them an idea of what they can look forward to instead of leaving them wondering.
Look for affordable benefits and perks. In other words, start with those that have the least impact on your bottom line, such as PTO and flexible schedules (more on these below).
Survey employees to find out what benefits they would value most. Yep, ask them what they want—it’s as simple as that! This shows you care about their overall well-being and ensures you don’t waste money on benefits that won’t be used.
Staying transparent with your team and true to your budget will give you a solid foundation for your employee benefits.
6 Employee Benefits & Perks to Prioritize
So, what employee benefits should you offer first? Consider the essentials every employee wants, those that don’t cost more, and low-cost perks that will make a meaningful difference for your team members.
1. Health Insurance
On average, businesses spend $3.04 per hour per employee on insurance. You are not required to provide health insurance until you have 50 or more full-time employees (or full-time equivalents) under the Affordable Care Act. However, it’s what most people look for first—they at least want to ensure they have this essential need covered. After all, healthcare costs are rising, making insurance a main concern.
Keep things more affordable for your company by opting for a high-deductible health plan (HDHP)—employees will have to pay more in premiums, but you can offset this by providing a health spending account (HSA) option and making a contribution that fits your business’s budget.
Another option is joining a professional employer organization (PEO), which provides your employees with health insurance under a PEO-sponsored health plan and saves you the administrative costs of offering your own.
Or if you’re simply not in a position to provide insurance yet, consider giving employees a reimbursement to subsidize their marketplace plans. This allows you to budget an amount you can afford while still offering a benefit to your team.
2. Retirement Plan
Next on many employees’ lists? Cost-effective retirement planning. Give employees the option to save toward their retirement by making contributions with every paycheck with a 401(k) (or 403(b) if you’re a nonprofit).
You can make an employer match, in which you match up to a certain percentage of the employee’s contribution. If a match is not in your current budget, you can always start by offering the 401(k) without a match and opt to add one later.
Not to mention, adding employee benefits like a 401(k) offers tax benefits for your business. Ask your tax accountant what type of retirement account is the best fit for your business and employees.
3. Paid Leave & Flexible Schedules
Speaking of those benefits that don’t hit your bottom line, offering paid leave and flexible schedules is a cost-effective and competitive benefit since another priority for today’s talent is flexibility.
Employees now expect more than the minimal time off for national holidays, sick leave, and bereavement. They want an employer that respects their work-life balance, allowing them to care for their families, tend to other responsibilities, enjoy their favorite activities, and simply unplug when they need to. Many employers are staying ahead of the curve with unlimited PTO or a generous policy with a rollover option.
On top of paid leave, consider ways you can make your team members’ lives easier with flexible schedules. From letting employees set their own hours to the up-and-coming four-day workweek, there are plenty of ways to get creative and provide employees with the other most valuable commodity: time!
4. Remote Work
On that note, why not consider giving employees the option to work remotely? The last few years have changed the working landscape, proving that telecommuting is not just possible but comes with many benefits. And because of that, a growing portion of the workforce prefers to work from home.
In fact, 65% of workers want to work remotely all the time, while 32% would like a hybrid schedule. Plus, 71% note that working from home provides work-life balance. It’s becoming a non-negotiable employee benefit—and employers who haven’t embraced it yet could fall behind.
Of course, implementing remote or hybrid work depends on your business, and it may be more conducive for some roles than others. Remote work also comes with its own challenges, so it’s essential to create a policy and think outside the box regarding employee productivity and connection.
Overall, however, virtual work shows that you trust your team and gives them even more flexibility. And in the case of a company that goes fully remote, it can significantly reduce overhead!
5. Home Office Stipend
If you do have a virtual team, you can also provide a home office stipend. Your business will probably equip employees with equipment like computers, software, and phones (if applicable), directly. But what else could they use to be more productive and comfortable while working from home?
Perhaps workers could use office furniture that promotes their health, like an ergonomic chair or standing desk. Whatever their preferences, you can give them a home office stipend to support their wellness while allowing them to get what they want and need.
If you’re a small business on a budget, you can set the same amount for each employee. Be sure to clearly communicate this to new hires and in your benefits paperwork.
Impactful Fringe Benefits
Finally, when you’re looking for ways to help employees in a way that will support both their finances and overall well-being, fringe benefits can be affordable yet impactful. You can determine what perks your team members would most appreciate and how much you can afford to budget. Plus, there are many unique benefits you can offer!
Fringe benefits can include various wellness, financial, family, and everyday needs, such as:
Gym memberships
Daycare
Healthy lunches
Pet insurance (many health insurance providers now offer this)
Even if your business is not ready to cover these costs 100%, you can provide stipends or partial subsidies for these needs. Or, partner with local businesses to pass on discounts and deals to your employees.
You could also consider implementing lifestyle spending accounts, which cover many of the above expenses not typically covered by healthcare. LSAs provide significant flexibility for both employers and employees, allowing you to contribute what you can afford to each employee’s account and employees to choose how they spend those funds. Learn more about LSAs and how to set them up.
Implement a Cost-effective & Competitive Benefits Package
Creating a standout benefits package on a budget can be challenging—and no, you may not be able to compete with big companies. However, you can stand out by offering the flexibility and element of personal care that many large corporations can’t.
Your employees are your most valuable asset, which means they’re your most important investment! Investing in essential benefits is no longer an option for employers who want to stand out and acquire the market’s top talent. More than 50% would leave their current jobs for new opportunities with better benefits.
But keep in mind you can implement employee benefits one at a time. Get a clear view of your budget, what options are available to you, and the costs. Then, come up with a plan for when and how you’ll build your benefits package.
Do you need guidance launching new employee benefits and perks? Our HR consultants will be happy to help you help your humans! Contact us today at 603-818-4131 or info@bluelionllc.com 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.
We’ve all been there—sitting through another session, thinking, This meeting could have been an email. After all, the saying has become a frequent joke about workplace culture, used on countless memes and novelty items. And while we may roll our eyes and laugh about it later, the truth is unproductive meetings cost companies significantly.
One study found that unnecessary meetings waste $25,000 per employee annually. For a business with 100 employees, that’s $2.5 million per year. Ouch!
When assessing the cost of excessive meetings, it’s important to consider both the tangibles, including:
Salary and benefits
Productivity loss due to interruptions and context switching
Less time spent on core, profit-driving tasks
Multi-tasking during meetings (70% admit to it)
Time spent scheduling and rescheduling meetings
It doesn’t help that professionals are stuck in nearly 70% more meetings since the start of the pandemic. Considering how much time and energy is often wasted on useless meetings, it’s time to make a change! Read on for nine times your meeting could have been an email (or another form of communication), more efficient alternatives, plus bonus tips for running effective meetings.
9 Times This Meeting Could Have Been an Email
Ok, maybe not an email specifically since there are many other forms of communication (more on this a bit later). But you catch our drift! Keep in mind that the way you conduct meetings and treat your employees’ time plays a role in your corporate culture. Managing communication and hosting productive, inclusive meetings is critical to preventing frustration, boredom, and burnout.
1. You have a quick question, announcement, or update
Quick questions or project updates are often directed at a specific person or group. Having a meeting can lead to too many people attending, throwing it off track and wasting time. Instead, send an email, update team members in your project management tool, or give them a call—as long as you can keep it brief!
If you have an announcement, consider its nature. Does it warrant a meeting? Will it spur many questions and take up a lot of time? Is it a positive, light update, or something sensitive in nature, like a reduction in force? Often, announcements can be made via email or the company intranet if they don’t require specific action. If you have an important announcement that calls for a meeting, build in time for questions afterward.
2. You have an information request
Don’t schedule a meeting simply to ask for information. Doing so when the other party hasn’t had time to obtain the information and prepare will turn into another meeting that could’ve been an email.
Start by sending a request outlining your needs, whether via email, chat, or your project management platform. Thanks to the written trail, this results in clearer communication and avoids additional meetings later to follow up. Then, give your staff member or coworker time to conduct the research or perform the task, share their findings with you, and schedule a meeting once there is enough information to make it productive.
3. You want feedback
Sure, sharing visual projects like a sales presentation, video, or white paper with your team is essential for collaboration and feedback. However, asking employees to jump on a meeting right after sending it to them can make for an ineffective (and uncomfortable) meeting.
Before requesting feedback, give your team members time to review the project at hand so things can sink in. This ensures they have the opportunity to come up with their own input and aren’t solely influenced by one another’s opinions on a live call when everyone is put on the spot.
4. It doesn’t apply to the whole team
You know those “all hands” meetings that really don’t apply to…well…all hands? Nix them! Think hard about those group meetings. How many attendees actually contribute? How many NEED to be there to hear the information and make progress? Instead of inviting every employee, follow these tips:
Schedule the meeting with only the essential players
Invite only the most appropriate person from each department
Summarize and send the meeting notes or recording to others as needed
This allows you to keep other team members in the loop without taking them away from their core functions.
5. The team members who need to be there can’t attend
If the most important employees can’t attend the meeting, it likely won’t be very productive. You’ll end up needing more follow-up and work, which means more wasted time.
When this happens, send a message to relevant coworkers with any important updates, ideas, or other notes. Then, reschedule for a time that works for the key contributors. If you’re not already, use a platform like Google or Microsoft 365 to see everyone’s availability and streamline scheduling.
6. You keep having the same meeting…with no progress
Nothing makes for an unproductive meeting like talking in circles. Continuing to discuss the same matters or problems without coming to a resolution or making any progress creates an unproductive cycle.
Consider what you need to do differently to make progress or implement changes. If there are no updates, don’t have another meeting simply to rehash the same conversation. Send quick updates via email or your project management tool, so people can check in but spend more time on their specialties.
7. Your team is stacked with meetings
If you’re a manager and you notice that your direct reports seem to be in constant meetings, you may have a bigger problem. Excessive meetings cause employees to lose significant time to focus on deep work. Not to mention, if they’re hopping from back-to-back meetings, they could get burnt out, meaning shorter attention spans and being prone to daydreaming. They may even miss parts of meetings as they strive to attend them all.
Consider how you can reduce your team’s meeting load. Check their schedules and assess which meetings could be mitigated with an email.
8. The meeting would be last-minute
As the meeting host, it’s on you to create a clear meeting agenda and ensure that everyone has the information and resources necessary to perform their duties. If you don’t have time to plan and establish meeting goals, hold off and take the time to do so.
Hurrying to organize a meeting means you and your colleagues won’t have time to prepare. Instead, make a plan and share the agenda ahead of time to ensure everyone can research, brainstorm, and complete any other tasks beforehand that will help it be more effective.
9. You haven’t set a clear agenda or goals
On that note, every meeting should have an agenda and objectives! Without a plan, it’s way too easy for a meeting to get derailed with tangents and side conversations, rendering the meeting a waste of time.
Even more creative purposes, like brainstorming sessions, should stick to an agenda. It can be helpful to:
Dedicate a certain portion of the meeting to work on certain pieces
Designate a moderator to watch time and keep it moving
Establish objectives for each part/meeting
When it comes to creation and development, it’s best to schedule these types of meetings only when necessary to avoid wasting time.
SHOULD This Meeting Be an Email—or Something Else?
Now that we’ve considered the factors above, you likely have a better idea of if this meeting could’ve been an email! Of course, there are more methods than email, especially with the rise of hybrid and remote work. Consider the following forms of communication based on the nature of the information, update, or announcement you’re making.
Email
Let’s look at actual instances where this meeting should’ve been an email. Keep in mind email is great when you need to share something with a group, whether one department or the entire company. Use email to:
Ask brief questions, share simple updates, or make announcements
Provide instructions or guidelines, like a project brief
Request feedback on a project, document, process, or other item in development
Email is great for communication that doesn’t render urgent action or discussion, as well as sharing information that employees may need more time to process and act on. Plus, it leaves a written trail rather than leaving it up to everyone’s memories or interpretation via meeting notes.
Chat
At this point, if your team isn’t using a chat app like Slack, Microsoft Teams, or Google Chat, it’s time to jump on it! Chat is a must-have for quick and easy communication and fostering collaboration. Chat is best for:
Questions that would’ve been a quick office chat or call
Sharing to-dos or information requests
Brainstorming and ideation
Quick problem-solving
Project updates and check-ins
Gathering feedback without putting team members on the spot
Fun “water cooler” talk—BlueLion even has a channel for socializing!
A chat platform empowers your team with another fast mode of communication. They can also indicate whether they’re actively online, away, or busy in a meeting so coworkers have an idea of when to expect a response.
Project Management Platform
Project management tools like Asana, Notion, or Monday are another powerful way to encourage organized collaboration. They allow you to create teams, projects, tasks, deadlines, and more so everyone can easily stay on top of their responsibilities. This software is ideal for:
Requesting and providing feedback on a task
Tracking progress and sharing updates
Asking questions
Sharing and organizing many files
While updates from project management apps can be sent to your email, they don’t necessarily have to clog up your inbox, as everything is saved in the project.
Videos
Do you have something visual to share that would be more clearly communicated via video? You can save yourself and your colleagues time by recording a video with an app like Loom. Video recordings are perfect for:
Providing visual instructions or ideas
Sharing or receiving feedback
Presenting a draft or project with your thought process behind it
Sometimes, written or verbal communication alone doesn’t do the trick. Video is a happy medium between those methods and unnecessary meetings since it is easy and efficient to record, people can save and watch it infinitely, and it allows them time for processing and thoughtful responses.
Bonus Tips for Hosting More Productive Meetings
In addition to the meeting productivity tips mentioned above, such as setting an agenda and inviting only the key contributors, follow these tips to ensure you run an engaging, effective meeting.
Share significant information and ideas ahead of time. This way, people have time to consider, respond, and ask questions. You can then address these during the meeting and won’t be catching anyone off-guard.
Recognize employee skills. Involve them in the meeting in ways that leverage their strengths, whether by presenting or recording notes. This is also a great way to identify those who demonstrate promising leadership skills.
Take notes and record virtual meetings. Assign a secretary to take minutes on topics discussed, decisions made, concerns voiced, and next steps. Most importantly, they should be clear! Recording virtual meetings can also help avoid misunderstandings. Then, share notes and the recording with all attendees and other applicable team members.
Wrap up with action items. After the meeting, list the action items and ensure they are clearly assigned. Establish deadlines and a follow-up schedule to keep the project moving forward.
Manage those who tend to monopolize meetings. Every company has a long-winded team member or two. To keep the meeting on track and ensure everyone has a chance to participate, interject as necessary, and redirect topics and questions to others.
Engage quiet participants. On the other hand, you may notice some attendees stay quiet. If you sense this is because they’re shy or hesitant to voice their ideas and opinions, open the floor to them and let them know you’re genuinely interested in their thoughts.
Invite discussion, debate, and suggestions. Brainstorming and ideating are crucial to business growth and coming up with creative solutions! Just be sure to mediate and guide the conversation.
Involve junior employees first. This will make them more comfortable sharing their contributions before they are influenced by upper management and feel they shouldn’t share their thoughts.
Ask Yourself if This Meeting Could Have Been an Email
If so, it’s time to think differently about the way you conduct meetings. One survey found that 83% of employees spend up to a third of their workweek in meetings. Imagine how you could boost their productivity on their core competencies by freeing up some of that time!
So, how will you avoid another meeting that could have been an email and host more productive meetings? Let us know in the comments!
Need help improving your company’s culture and processes? Contact BlueLion at 603-818-4131 or info@bluelionllc.com 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.
Do employees still care about their benefits? Yes, perhaps more than ever—it’s not just about compensation! While they’re not willing to accept the bare minimum, Forbes Advisor found that one in 10 workers say they would take a pay cut as a tradeoff for better benefits. As employers strive to remain competitive, offering unique employee benefits and perks is no longer an option.
And if employees don’t get decent benefit packages? They’ll simply look elsewhere, as statistics show 49% will leave their jobs in the next 12 months over a lack of benefits. As for employee turnover, it can cost anywhere from 30% to 400% of the employee’s annual salary to replace them!
Yet, 78% say they would likely stick around if they like the benefits. Clearly, a solid benefits package is essential for both attracting and retaining top talent. Forbes reported that the top five benefits employees look for are:
Health insurance
Life insurance
Retirement plans
Mandatory paid time-off
Mental health support
So, start getting creative with perks that will help employees save money and find more time and joy in their lives. At BlueLion, we are passionate connectors and love partnering with businesses near and far that can provide fresh offerings to our clients and their employees. That’s why we host an annual webinar sharing the latest unusual benefits for employees! Watch it below, or read on for the complete list and resources.
1. Professional Headshots
Have you ever considered professional headshots as a perk? Many don’t, and that’s what makes them a unique employee benefit! As our go-to brand photographer, Trayce Gregoire, explains, headshots and team photos can go a long way in boosting morale.
Plus, having modern, lifestyle, approachable headshots aligned with your brand allows your team to put their best foot forward! You and your employees can use the photos on your:
Company website
LinkedIn
Signatures
Other marketing channels and materials
This creates a much more cohesive, professional brand than selfies or candids taken randomly. Using BlueLion as an example, Trayce explained how our headshots and team photos stand out and make us memorable and recognizable. After all, people want to see who they’ll be working with and put a face to the name to personalize it. When everyone’s photos look uniform and show your pride, your team can feel good about them, too.
Employers can use professional headshots as a recruiting tool. By offering this to employees, you’ll give them something to use for future career moves. Plus, you’ll make it convenient for them to have photos they can feel good about and enhance their confidence!
Additionally, brand photography can support your diversity, equity, and inclusion (DEI) initiatives. When engaging with your audience and prospective employees, clients, and partners from your website to social media channels, these images show the faces behind your business and tell your story.
Another often overlooked benefit of professional headshots applies to many blue-collar businesses, such as plumbing, HVAC, landscaping, and others in the trades who come to customers’ homes. Many businesses now send customers photos of the technician or pro beforehand, so they know who to look for, providing them with peace of mind that they’re working with a reputable company.
To learn more about Trayce, visit traycegregoire.com and reach out to her about headshots and team photos!
2. Additional Time Off
Many employers have been asking us what else they can offer for leave. It’s a crucial question—employees are looking for more flexibility to accommodate their well-being and lifestyles and are no longer willing to sacrifice quality of life for work. They want to know their employers value their overall wellness and time.
Birthday Paid Leave: You didn’t work the day you were born, so why should you now?!
Parental Leave: Many employers are offering a more inclusive parental leave policy for all types of parents and family situations versus the traditional maternity/paternity leave.
Adoption Leave: A growing number of organizations offer this for parents who have adopted children.
Required Leave: Mandatory isn’t always bad! In fact, 31% of employees prioritize required PTO. In this situation, employees select a certain number of weeks at the beginning of the year to take leave and fully disconnect. You determine the length, which may vary by level.
Floating Holidays: These allow employees to celebrate other religious holidays outside of the standard federal and Christian holidays
Long Weekends and Fridays off
Mental Health Days: We all have days when we wake up and don’t feel up to going in. The mental health day gives employees an option to take the day off without having to lie about a sick day or schedule PTO in advance.
Pet Bereavement: Pets are family too, so give employees some time to mourn the loss of their companions.
Pregnancy Loss: Parents may need more time off on top of the standard bereavement in the case of pregnancy loss. This extra time shows your compassion and sensitivity.
Besides compensation, paid leave is one of the first employee benefits new hires typically negotiate. Show team members you value them from the start with flexible, inclusive paid leave policies.
3. Aflac
We are BIG fans of Aflac here at BlueLion, so we were excited to have agent Will Mumper join us! This supplemental insurance is one of those affordable and unique employee benefits that offers many types of plans and protections.
Aflac can work with your business whether you have no existing benefits or you offer robust benefits with deductibles and copayments. Simply put, it puts money back in your employees’ pockets with significant events like a cancer diagnosis, physical trauma, loss of income, and medical treatments. Best of all, Aflac offers:
No additional costs to your business—it’s just a simple payroll deduction for employees!
Easy setup and benefits administration
Personal ongoing customer support from your rep, Will
Guaranteed issue policies, meaning even someone with a history of health problems can find coverage
Rate lock, meaning your rate stays the same as when you enroll
Aflac simply pays out the benefit to the employee and they use it as needed, giving them breathing instead of more worry about how they’ll afford things and support their family. As Will explained, it mitigates financial concerns. Because let’s face it, unless the employer covers a huge portion of the medical costs, most employees have a large burden when it comes to using medical benefits.
And since everyone is at a different point in their lives, Aflac offers their policies a la carte and they’re totally customizable. Will sits down with each individual or family to discuss their needs and point them in the right direction. Contact Will at 978-376-6039 or email him today to learn more.
4. Reproductive Health Benefits
Many employers are becoming even more competitive regarding reproductive health benefits in the wake of reproductive health care law changes in the Supreme Court. In addition to paid parental and adoption leave, these can include:
Surrogacy benefits
Family planning assistance
High-risk pregnancy care
Pregnancy, post-partum, lactation, and menopause support
Travel benefits
Please note: Employers providing legal reproductive care benefits will need to assess the implications of these offerings as reproductive health care laws continue to evolve.
Additional unique benefits for parents (especially those overwhelmed new parents) might include credits for food delivery (e.g., Uber Eats, GrubHub), laundry, and house cleaning services.
5. Reassess Your Health Insurance
According to Forbes, 67% of employees note health insurance as the most important benefit. For the younger generations, it’s non-negotiable—85% of millennials believe healthcare is “absolutely essential” and “very important.”
So, when was the last time you evaluated your company’s health insurance? Take steps to keep it competitive by reviewing your policy annually. Ensure your broker isn’t simply dialing it in. Consider what else you can provide, such as:
Supplemental plans: Health Savings Accounts (HSAs), Flexible Spending Accounts (FSAs), Health Reimbursement Accounts (HRAs), and Dependent Care Accounts (DCAs) are low-cost for employers, while employees get to save pre-tax dollars.
Health analytics: You can share data with employees so they understand what areas of their health they could improve—this benefits them and your insurance costs!
Telehealth: Last year, 93% of organizations said they offer telemedicine or telehealth to workers. It’s a given since Covid!
Consider what other unique employee benefits you can offer, like gym memberships or hosting wellness and fitness classes. Toni shared an example of a former employer that gave employees points toward reimbursements if they could provide receipts showing the fruits and veggies they purchased.
Health insurance costs vary widely, but the average annual premiums for employer-sponsored coverage in 2022 were $7,911 for individuals and $22,463 for families. What are you doing to offset those costs and educate employees about their options?
6. Peak Recovery & Health Center
Colin Cook established Peak Recovery & Health Center in Manchester, NH, to offer a range of health and wellness services, something your employees are focused on! As you already know, healthier employees are more productive and miss less work.
Peak Recovery specializes in cutting-edge recovery solutions, focused on:
Mood and mental health
Pain management
Stress reduction and relaxation
Injury rehabilitation
Athletic/sports performance enhancement
To address these issues, Peak Recovery provides a range of services, including:
Cryotherapy: Uses extreme cold temperatures that alleviate pain and reduce inflammation (shoulder or back issues, for example), release endorphins, and help you feel better overall.
Photobiomodulation: Helps with cellular function and rejuvenates deteriorating or underperforming cells. Great for winter and seasonal issues.
NanoVi: Reduces oxidative stress and removes free radicals from the body (works well with photobiomodulation).
Float Therapy: Sensory deprivation tank in which you float for up to an hour with the lights off and music on if you’d like. Good way for the body to absorb magnesium to shut off our minds.
Compression Therapy: Increases circulation and reduces muscle soreness.
Infrared Sauna: Lower temperatures make it more comfortable and infrared penetrates the body for more benefits.
Massage Therapy
Celluma: Helps with acne and skin conditions
Peak Recovery offers custom memberships and packages, which they can customize with any of their recovery services based on your employees and the business. You can offer ongoing services for employees to use regularly and promote proactive health.
The center also offers Wellness Days, through which they will organize wellness experiences for your team focused on group self-care and team bonding. There are both half and full-day options, complete with snacks and refreshments. Learn more at peakrecoveryandhealthcenter.com!
7. Preventative Well-Being
You’ve probably noticed a theme here regarding health and wellness benefits. Today, this means focusing on proactive well-being by addressing and preventing stress, burnout, and mental health issues.
People are already stressed, which affects businesses. Of course, employees expect employers to do something about it. A majority (91%) of Gen Z and 78% of millennials believe every company should implement a mental health policy for employees
So, what can you provide and how? We advise:
Expanding employee assistance programs (EAPs) to provide these resources and services. You can only support your employees so far, so give them professional resources to help ease that burden and cost.
Providing online resources, education, and articles for employees
Offering training for managers on recognizing behavioral issues and warning signs (e.g., an employee who is always late, missing a lot of work, etc.)
Steering those employees toward the appropriate services and resources
Conducting anti-stigma campaigns. Many are still not comfortable getting mental health support, so educate them about programs like peer groups and support groups for families like the National Alliance on Mental Illness (NAMI), Alcoholics Anonymous, and Narcotics Anonymous.
Offering workplace flexibility to help offset the need to go to group meetings, therapy, doctor appointments, etc.
8. Renovate Fitness
Continuing on the topic of unique employee benefits around fitness, we have Renovate Fitness in Londonderry, NH, owned by Liz Erlandson. Renovate offers results-based training, which employers can incorporate into their perks in many different ways.
This welcoming and inclusive gym takes a whole health approach by focusing on both nutrition and fitness. There are no cookie-cutter programs here—they customize each program based on the individual! You can offer this at no additional cost to your company, or you can subsidize the cost of their membership. Renovate also offers discounts for your employees.
While other gyms offer weight loss, not many incorporate injury healing and prevention into their programs, which is what Renovate has become known for. You don’t just go and work out. Instead, their trainers develop a plan, pick goals for you, and work with you on problem areas or send you to someone who can. They even have tools like the Fit 3D body scanner to keep track of everything to help clients hit goals.
Renovate offers a range of memberships, including:
1:1 personal training: Good for those with injuries and health conditions (e.g., strokes, MS)
Groups: Pre-planned workouts and diets
Semi-private: Meal plans and nutrition coaching
Pain-free & Fit: 12-month health and wellness program, monthly or in-person Zoom call, videos, and PDFs
Plus, they offer a variety of morning and evening classes and weekends to cater to everyone’s schedule! Learn more at renovatefit.com or contact Liz today.
9. Remote Work Perks
We can’t gloss over the specific employee perks for remote teams! Think of ways you can support them, make their workspace more efficient and comfortable, encourage virtual team bonding, and simply brighten up their days. These might include:
Home office stipend
Learning and development stipend
Childcare reimbursement
Mental health workshops
Standing desks
Virtual hangouts
Plant subscriptions
Workout class subscriptions
Internet reimbursement
Access to coworking spaces
Virtual book club
BlueLion has had a lot of success building our virtual team, and we’re happy to share more of what has worked for us in establishing a positive culture!
10. Fully Promoted of Southern New Hampshire
Another one of our trusted partners is Sal Calautti of Fully Promoted of Southern New Hampshire, who we trust with all of our branded merch needs!
BlueLion can say from first-hand experience that employees love high-quality branded swag. We do hoodie Mondays, inviting the whole team to wear their hoodies and ease into the week both comfortable and put-together. Our hoodies were embroidered by Fully Promoted, and we’re always happy with their embroidery.
Of course, when it comes to company swag, every employee has a different style and preferences. Consider giving employees a stipend so they can pick what they want with your logo on it! You might also put together a new hire package with a shirt or sweatshirt and a few office supplies so they can start showing company pride right away.
At the end of the day, these small gestures show employees you’re invested in them and you care. So if your Southern NH business needs next-level branded products, check out Fully Promoted or call Sal at 603-647-9994 today!
11. Financial Benefits
Thanks to inflation, Americans are spending an average of $709 more a month on everyday goods and services than they did two years ago! What unique employee benefits can you offer to help your team members plan and save? Consider providing:
Retirement plans
Covered meetings with financial planners
College planning meetings for children and parents—did you know you can establish a 529 plan not just for college but for trade schools?!
Will preparation to ensure they’re prepared and won’t be saddling loved ones with debt
Power of attorney
Credit building or rebuilding coaching
Financial debt management
Student loan repayment
Budget planning and assistance
Legal subscription
Identity theft protection
Research has found that 39% of employees say their personal and professional lives are negatively affected by money concerns. Plus, employees who experience severe financial stress levels lose between 29 and 39 workdays yearly to handle concerns. Offering financial benefits can help your employees and save your company money and resources lost to low productivity and absenteeism.
12. Spark Offices
There are numerous advantages to working remotely—but it can also be distracting and isolating. Not to mention, we all need to get out of the house and engage with other humans once in a while! That’s where a coworking space like Spark Offices comes in.
With one location in Manchester and a new one opening in Dover, this collaborative workspace gets employees out of their home offices and away from distractions (think that pile of laundry you still haven’t gotten to or being interrupted by the kids, your spouse, or pets). You can decide how often you’d like employees to come in, whether it’s a couple of times a week or a few times a month.
Spark offers perks to make workers as comfortable and efficient as possible, including:
Premium local coffee
Secure WiFi
Convenient restaurants and snacks
Stand and sit workstations
Presentation technology
Accessible parking
As owner Chris Duhaime explained, there are also intangible benefits, such as:
No distractions: People can work in the main space, conference room, or a private office.
Comradery and friendships: Employees can enjoy in-person social interaction.
Educational and networking opportunities: Spark hosts events and brings in speakers to encourage learning and connection.
While Spark Offices is open between 8 a.m. and 5 p.m., you can work out of the main space anytime as long as you coordinate with them so they can open it for you. Visit sparkoffices.com to learn more and schedule a tour today!
13. Ways to Enjoy Time
We’ve discussed the importance of flexible paid leave options, but how will employees enjoy that free time? Are there areas you can help them when it comes to funding entertainment, relaxation, and travel? Here’s a slightly scary fact: 74% of Americans have gone into debt to pay for a vacation, with the debt averaging about $1,108!
Think of unique employee perks you can offer that help your team enjoy their time, such as offering:
Tickets to local attractions (museums, events, sports, movies, etc.)
Vacation stipend
Music streaming subscription
Look into local attractions you can partner with to provide those tickets and potentially get discounts!
14. Compt Lifestyle Spending Account
We love a good lifestyle spending account as a unique employee benefit here at BlueLion, so we were excited to have Chelsea Barron of Compt tell us about this unique reimbursement model platform.
The first cool thing to note: You can take everything you’ve seen here and offer it to your employees through a stipend!
Unlike vendor marketplaces which are pre-funded and limited (often not catering to employees’ lifestyles), and card models, which are also pre-funded, restrictive, and often forgotten about, Compt is not pre-funded or tied to vendors. You set up stipends for employees based on goals or behaviors you want to drive.
The platform offers 25 categories, and you select those that best suit your employees. For example, you can offer a wellness stipend, and employees can use it at Peak and subsidize their premiums at Aflac. Or they could subsidize headshots via a professional development stipend.
Compt provides an easy way to accommodate your entire workforce in different life stages, wanting different things. They simply upload their receipts and are reimbursed through payroll. Implementation is easy implementation, and you get a customer success manager to guide the way.
65% of employees stated that they are more likely to stay at their company because of the benefits offered through Compt, which include:
All-in-one platform for stipends, rewards and recognition, and expense management
100% IRS compliant and automated, so your finance team doesn’t have to go through and upload receipts
An average of 90% employee engagement, the highest of any LSA platform
Have you considered those everyday apps and services that you could offer as unique employee benefits? What do they do to relax? What do you hear them complain about that you could provide to help save them time and money? Some ideas include:
Mindfulness app subscriptions
Audible/Kindle subscription
Career coaching
Car wash/detailing
Dry cleaning
Laundry drop off
Uber Eats or grocery delivery costs or stipends
Since 76% of employees want benefits and perks that enhance their well-being and quality of life, they would likely appreciate having some of these things taken off their plate!
16. Bar Harbor Bank & Trust
Last but certainly not least, there’s banking—yep, and we understand if you haven’t thought about offering this as a benefit to employees! But you certainly can by building a relationship with a local bank. Our go-to is Tina Brown at Bar Harbor Bank & Trust.
First, Bar Harbor offers $100 to employees who open a checking account which is free, and also comes with a free savings account and free mobile banking and bill pay. Their easy interface encourages employees to enroll in direct deposit, which simplifies the process for both the employer and the employee.
Additionally, Bar Harbor offers:
Money markets and Certificate of Deposit (CD) accounts with competitive rates
Savings and Savings Transfer Club Account, allowing you to save for planned expenses and earn interest
Free HSAs for employees with a high-deductible health plan (HDHP) that Tina sets up for you
Finally, Bar Harbor provides educational seminars for your employees on managing money appropriately and getting themselves to the next level, such as:
How to create a budget
How to build credit
First-time homebuyers seminars
How to save for retirement
These seminars can even be customized for each individual for their needs in a private or group setting. We love Bar Harbor for their judgment-free and rewarding banking. Call Tina at 603-464-9242 or email her today to learn more!
Stay Competitive with Unique Employee Benefits
WOAH, that was a LOT of cool employee benefits and perks to take in! So don’t stress about implementing all of them or doing too much at once. Consider how you can make gradual changes to build the culture and attract the top talent you want.
As you do, ensure people can customize their choices based on their needs and lifestyle—remember, one size does NOT fit all anymore! Don’t forget to research additional resources for the listed benefits in your local area, which also supports your local business and community.
If you need help, BlueLion knows many amazing professionals and resources we are happy to recommend!
We don’t get affiliate income from these vendors—we share them because we use their services and genuinely believe in what they do and know that their services or products are solid and their customer service is excellent. And we like to work with people who will serve our clients to the best of their abilities.
Need help starting in the right direction and determining what’s best for your team? Contact BlueLion 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.
When it comes to 2024 HR trends, the emphasis on workplace culture is stronger than ever. In fact, McLean & Company’s HR Trends Report 2024 lists recruiting and providing a great employee experience as the top two priorities for organizations—the same as last year.
However, the way employers approach these areas continues to evolve out of necessity. So, what does this mean for employers as we enter the New Year? Where should you reassess, update, and implement change?
There is significant opportunity and room for improvement in leadership skills development—only 25% of respondents said their HR team is highly effective at building talent.
Employers that fail to design a positive employee experience see 36% more voluntary turnover.
Essentially, it’s time for business leaders to focus on building a people-first environment through their HR policies and procedures. Check out the seven crucial areas to prioritize below—and if you notice a running theme of DEI, flexibility, and talent development, you’re right on the mark!
1. Identify New Opportunities for DEI
While diversity, equity, and inclusion (DEI) efforts have risen to the forefront of HR trends in recent years, many companies are still missing the mark. Some only act when it’s too late, while others make attempts at initiatives and campaigns that simply don’t appear genuine.
Look at the fiasco with Bud Light’s Pride campaign from this past summer. The company received backlash from both sides: First, their conservative audience for the initial campaign; then, the LGBTQ+ community for their on-the-fence response and backpedaling. Yikes
If you’re going to take a stand, truly take a stand. Live out the values and principles you tout. Your equitable practices could include:
Equal education opportunities
Reskilling and upskilling
Equal pay
Using data and technology for blind recruiting
Promoting mental health and offering resources
Yet, only a third of organizations have a formal DEI strategy, according to the HR Trends Report 2024. But this should be more than an HR trend—both because it’s the right thing to do and because it can have such a positive impact on your business! The data found that companies with a DEI strategy are 1.4x more likely to report high overall organizational performance.
To embrace DEI, you’ll also want to develop an authentic voice on those issues you choose to focus on. Collaborate with your marketing team to make this a part of your brand and convey it consistently, both internally and externally. Conduct regular DEI training, with specific sessions and workshops for leadership and your entire team.
How and where are you finding new team members? This is a powerful area to implement your new DEI initiatives!
Tap into the “hidden workforce,” which the Academy to Innovate HR (AIHR) notes includes retirees who want to work, caregivers, neurodiverse individuals, people with long-term health issues, ex-inmates, and people without degrees. This population represents 14-17% of U.S. workers!
Recruiting talent from the forgotten workforce is both:
A smart business decision at a time when 77% of employers report hiring challenges
The right thing to do, as it fosters inclusion and removes barriers for these groups
For example, becoming a recovery-friendly workplace can offer a unique opportunity to grow your team and add fresh perspectives. The National Safety Council found that for each employee in recovery, a company saves more than $8,500 on average. Not to mention, your organization will experience improved employee retention, productivity, engagement, and job satisfaction, among other benefits.
Another solution to combat the current hiring challenges is to shift your focus from new talent acquisition to promoting from within your organization. Millennials—the largest portion of the working population—want jobs that offer opportunities for growth and advancement. So focus on learning and development (more on this below) and mapping out their career paths.
Additionally, refocus on skills during recruiting and development rather than college degrees or length of experience. This opens you up to a bigger, more diverse talent pool when hiring and promoting.
3. Assess Employee Compensation & Benefits
We’d be remiss when talking about HR practices and procedures if we glossed over the obvious: compensation and benefits!
Employees want to be paid well and promptly—and they’re not settling for less anymore. According to Gallup’s State of the Global Workplace: 2023 Report, 28% of respondents said they want to receive better pay and benefits. And it’s not all about wages. People also want benefits that help them financially, such as travel stipends.
Reconsider your reward system, too. Focus on retention by giving employees new learning and advancement opportunities coordinated with bonuses and raises based on performance.
Another area top talent is focused on is overall well-being. That means offering unique employee perks that allow them to focus on their physical, mental, and emotional health. People want jobs that fit into their lives, and they’re no longer willing to sacrifice time doing the things they love for work. That’s where flexible work policies and wellness offerings like lifestyle spending accounts and gym memberships come into play.
4. Update Your Employee Handbook & Policies
Another area you should review yearly is your employee handbook and policies. Of course, you’ll want to ensure your policies are compliant and review them with your legal team. But you should also approach it from a cultural perspective by looking for areas where your business can be more flexible and inclusive, keeping up with the HR trends and what employees want.
For example, parental leave, PTO, flexible schedules, and pay transparency policies could all offer opportunities for a stronger focus on employee well-being and inclusion.
Could you offer floating holidays? They allow employees of different beliefs and religions to observe various holidays.
Are you sharing salary info on all job postings? Have you stopped asking for candidates’ salary history? If you’re embracing pay transparency, these are just a couple of steps to take.
Do you still have separate maternity and paternity leave? Consider consolidating them into one parental leave policy with equal time off for all parents. Work to break the stigmas around men’s and women’s parenting roles, like paternity leave being frowned upon. In fact, recent research found that longer paternity leave actually changes a dad’s brain and strengthens his fathering and caregiving instincts!
As mentioned earlier, McLean & Company’s report discussed the risk of focusing too heavily on task and functional skills over core and leadership skills (e.g., navigating change, working collaboratively, and leading others). Now more than ever, it’s important to build your talent in a way that makes them and your company more resilient against the unexpected.
An important part of building a culture focused on learning and development is to both lead by example and provide employees with the time and space to—you guessed it—learn and develop! Take a good hard look at your corporate culture. Do you create these opportunities for employees? Or is there room for improvement?
6. Evaluate Your Performance Management Process
If you’re still using the old-school annual review system, it’s time to shift to everyday performance management! This involves ongoing check-ins and consistent feedback. Effective ongoing performance management relies heavily on clear, realistic, and flexible goals.
To truly support employees’ success, you’ll need more than the once-yearly performance appraisal. Blending weekly feedback with more frequent reviews (think monthly or quarterly) will boost employee engagement and make them more likely to achieve their goals. This holistic approach allows you to develop employees, help them pave their career path, and promote from within.
Also, consider what evaluation methods you’re using (e.g., self-evaluation or 360-degree feedback). It might be time to change techniques or combine multiple systems, depending on your company and the roles. Learn more in our comprehensive guide for employee performance reviews.
7. Strengthen Employer-Employee Relations
The pandemic has changed when, where, and how we work—as well as employees’ expectations. This can create upheaval and challenges, so as businesses continue adjusting, it’s important to look at how you can overcome them. How can you create processes and policies that benefit both your company and team?
Considering the current economy and recent stories of big layoffs, employees are still wary. Plus, they’ve become accustomed to working remotely and don’t want to return to the office.
Gallup found that engagement has 3.8x as much influence on employee stress as work location. It all ties back to their relationship with their team and manager!
When you focus on the areas we’re discussing here, you’ll enjoy positive, stronger relationships with your employees. Rather than forcing employees to come back to the office or work set hours, offer flexibility where possible. Implement ongoing performance management to keep employees feeling engaged, motivated, and secure in their positions. Most of all, be transparent and realistic when it comes to performance expectations and company changes.
Do you need guidance on refreshing your practices and policies while embracing the latest HR trends? Contact BlueLion today at 603-818-4131 or info@bluelionllc.com to learn how we can help. We know from both our own people-first culture and helping dozens of clients build their own!
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.
Many businesses prepare to celebrate and spread cheer among their teams with the holiday season approaching. But before you plan to celebrate holidays at work with an Easter egg hunt or Christmas party, take a beat to consider your workforce!
Yes, holiday festivities can bring joy. However, these celebrations should be inclusive, respect the diversity of your team, and embrace everyone’s unique backgrounds and beliefs.
So, how can you do that? Read on for our eight steps for practicing sensitivity and inclusivity when celebrating holidays in the workplace!
1. Create an Inclusive Environment
As you prepare your business for the holidays, start by acknowledging that not everyone celebrates the same holidays or in the same way. Embrace diversity by highlighting various cultural celebrations and encouraging employees to share their traditions. In other words, show employees that it’s not just ok, but welcome for them to practice their beliefs and be themselves!
By showing employees that you value their opinions, experiences, cultures, and beliefs, you’ll also create a positive workplace culture focused on mental health, support, and inclusion. This is all essential to building a safe space!
2. Survey Your Employees
Collect feedback from your staff before and after celebrating holidays at work! One way to do this is to ask each employee their preferences during new hire onboarding. While you can’t make this survey required, you can gather more data to continue improving holiday festivities at the office and ensure you are as sensitive as possible.
You can also send annual surveys throughout the year to learn more about your team members and how to respect their needs and preferences. Consider including questions like:
What holidays would you like to see celebrated at work?
Which cultural celebrations do you honor?
Is there anything else you’d like to share about the holidays?
Giving employees an avenue for open communication demonstrates an effort to understand their perspectives and improve future events.
3. Provide Flexible Work Schedules
Keep in mind that some employees might celebrate holidays your company doesn’t observe while not celebrating the more traditional holidays like Easter. One of the most straightforward solutions to accommodate diverse holiday schedules is offering flexible work schedules, which you can achieve with unlimited paid time off (PTO) or floating holidays. This allows employees to observe their cultural festivities when and how they like, without stress.
4. Practice Mindful Event Planning
As you plan office holiday parties or events, consider alternatives to mainstream holiday themes. This applies to the décor, food, greetings, and activities—how can you make them more inclusive? Consider:
Using neutral decorations (a winter wonderland is always a nice culturally neutral theme!)
Incorporating diverse symbols from various cultures (use data from your survey!)
Create a menu that caters to different dietary needs and preferences
Encourage inclusive language in greetings and decorations (e.g., “Happy Holidays” or “Season’s Greetings”)
Eliminating alcohol from parties or gift exchanges to prevent people from feeling uncomfortable or excluded
Rather than hosting the standard Christmas party, consider an inclusive event like a New Year’s extravaganza. Or, hold quarterly potluck parties that honor holidays from the last three months. Invite team members to bring decorations or food from their religious, cultural, or family traditions. This is a powerful way for colleagues to strengthen their relationships and learn more about one another’s cultures and backgrounds!
5. Share an Inclusive Holiday Calendar
A shared holiday calendar is an easy tool you can implement to guide inclusive holiday event planning in the workplace. Feature global holidays like Diwali, Hanukkah, and Kwanzaa and share it via Microsoft or Google (pssst…both platforms make it pretty easy, as they incorporate most holidays already!). Encourage employees to add holidays they celebrate, or check out an interfaith calendar for a comprehensive list you can add.
Your holiday calendar will enlighten team members, who will learn more about various holidays and cultures. They will also get to know their coworkers better and strengthen relationships!
6. Respect Boundaries & Preferences
Be mindful of employees who might refrain from certain holiday-related activities for personal reasons, such as religious beliefs or addiction recovery. Some may fast to observe certain holidays, meaning they probably won’t want to attend a party with lots of food. Others may choose not to participate in gift exchanges due to their beliefs or financial situation. And some people don’t celebrate birthdays for various personal, cultural, or faith-based reasons.
Respect your employees’ choices and avoid pressuring them to participate. Take it a step further by letting them know that holiday celebrations at work are optional, and they should not feel obligated to attend or fear judgment if they don’t. Doing so will create a warm, welcoming environment of belonging.
7. Support Mental Health & Emotional Well-being
Remember that the holiday season can also be challenging for individuals dealing with various personal circumstances, such as addiction recovery, coping with loss, struggling financially, or managing mental health issues. Create a supportive atmosphere by offering resources and initiatives aimed at promoting mental wellness, such as:
Offering Confidential Support Services: Share confidential counseling services or support groups or refer employees to your employee assistance program (EAP). Stress the importance of seeking help and remind them that they are supported.
Providing Flexible Work Arrangements: As noted earlier, flexible PTO policies or arrangements such as remote work can help employees facing emotional or mental health challenges manage their workload more effectively.
Encouraging Self-Care: Offer resources on stress management, mindfulness, and healthy coping strategies. Encourage employees to take breaks, practice relaxation techniques, or engage in activities that promote their well-being. You can bring in professionals to host wellness activities or provide these as unique employee perks!
Fostering a Supportive Community: Remind team members to check on each other, show kindness, and support colleagues struggling during the holidays.
Using Sensitive Communication: When you send holiday event invitations and announcements, consider those who might find particular gatherings challenging. As noted above, offer alternative ways for individuals to participate or opt out without feeling isolated or pressured.
8. Hold Ongoing Educational Initiatives
Hosting educational sessions or workshops on cultural awareness and sensitivity should be part of your overall diversity, equity, and inclusion (DEI) strategy. Some of these topics should focus on holidays, promoting understanding and appreciation for diverse traditions within the workplace.
A few ways you can do this include:
Inviting regular guest speakers to conduct trainings and discussions on various DEI topics
Fostering a safe space where team members are comfortable having challenging conversations and learning from one another
Participating in external activities and events, such as local Pride events or a cultural food festival—attending these together will only enhance camaraderie!
When you focus on DEI year-round, implementing inclusive holiday celebrations at work will come more naturally.
Balancing Festivities with Sensitivity
Celebrating holidays in the workplace fosters unity, respect, and inclusivity. By embracing diversity and being mindful of everyone’s preferences and beliefs, you create a welcoming and supportive environment where every team member feels valued and included.
Are you seeking ways to build a more inclusive workplace and celebrate the holidays with respect for all your employees? Reach out to BlueLion today at 603-818-4131 or info@bluelionllc.com 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.
For businesses with multiple locations that span different jurisdictions and states, maintaining compliance across the board is crucial and complicated. And for employers with remote employees based in various states, it’s become even more complex!
The bigger your company and the more locations it includes, the more challenging labor law compliance becomes. That’s why multi-state employers must beware of key areas such as:
Payroll and taxes
Benefits
Security and data privacy
Health and safety
Wage and hour laws
Discrimination laws
We get it, it’s a lot of time, energy, and money—but overlooking these laws and regulations could lead to violations and significant penalties. So, how can you stay compliant everywhere while providing flexibility to your teams? Below, we explore laws and issues you should prioritize as a business with multiple locations.
Federal vs. State Labor Laws: What Do I Follow?
Whether you have a multi-location organization, a remote team of employees spread across states, or a combination of both, you must navigate the complex regulatory landscape of both federal and state laws. That means adhering to laws where your employees are working in addition to those where your company is headquartered!
Family and Medical Leave Act (FMLA): Provides qualified employees of covered employers to take unpaid, job-protected leave for certain family and medical reasons with continuation of group health insurance coverage
Affordable Care Act (ACA): A series of health care reforms and mandates aiming to increase the quality and affordability of health insurance while reducing the number of uninsured individuals
However, many state laws supplement or differ from federal regulations. If your state or jurisdiction has set a higher standard, you must follow it in addition to federal laws.
7 Can’t-Miss Multi-Location Compliance Areas
So, let’s look more closely at these specific compliance areas that businesses with multiple locations should pay attention to.
1. Wage & Payroll Requirements
Multi-state employers have to stay updated on wage and tax laws. While the federal minimum wage remains at $7.25 an hour, many states have enacted higher minimum wages. That means you must adhere to the minimum wage laws of each state where you have employees and pay the highest applicable minimum wage. Beware of any other specific wage and hour laws in each location, such as overtime pay and meals and breaks.
Varying state tax regulations also impact payroll deductions, especially since the ACA went into effect. The health care reform law mandates that employees of multi-location companies all be counted on one payroll. Follow these tips to ensure payroll compliance:
Use a robust payroll system. This is vital for any business with multiple locations, as these platforms can adapt to diverse state requirements.
Determine which states you have a nexus (i.e., where you’re required to follow tax laws of a particular jurisdiction) and must withhold income tax.
Find out if each relevant state has a reciprocity agreement, meaning employees only have to pay income taxes in their state of residence rather than the state where they work.
Identify each employee’s working state (i.e., where they conduct work for your company) and residence state.
2. Benefits Administration
Next, check for state-specific employee benefits regulations. Multi-location employers must comply with different state requirements regarding:
For example, a growing number of states are implementing their own paid family and medical leave (PFML) laws, requiring employers to provide paid leave to eligible employees for family and medical reasons. These programs trump FMLA.
This is why a centralized HR management system is a must! It will help ensure compliant, streamlined benefits administration and more thanks to employee classification functions. Plus, these platforms come with features like time clocks, schedulers, and recordkeeping, so you can also track things like overtime and breaks.
Pro tip: Put one location in charge of ACA adherence to prevent confusion and ensure health insurance and hours are tracked accurately. This way, you’ll avoid either a lack of coverage or duplicate coverage.
3. Safety, Security & Data Privacy
Businesses with multiple locations also need to follow state-specific workplace safety regulations, conduct regular audits to ensure a consistent standard of safety across all sites, and implement a unified health and safety training program for employees. Use measures like background checks (where legal) to ensure the safety of your team.
This also goes for cybersecurity regulations, which vary from state to state. Multi-state employers should:
Implement standardized security protocols and employee training across all locations
Understand how to navigate state-specific data breach notification requirements
Create a privacy and security policy
Use a virtual private network (VPN) for secure web browsing, encryption, and two-factor authentication on all devices for remote workers
4. Labor Law Posters
It’s a simple but essential task—we’re talking about displaying your labor law posters! Having up-to-date labor law posters at each location ensures compliance with state-specific poster requirements. Be sure to:
Check the DOL’s Poster Advisor to find out which notices apply to your company
Create a system and schedule for regularly checking and updating posters across all sites
Post them in a conspicuous area, like the break room or lobby
BlueLion is now offering clients a convenient labor law poster service! We can send physical posters by state or provide an e-poster service for virtual employees and teams. Yep, remote businesses must post labor law notices, too! Ask us how you can get your posters easily today.
5. Employee Handbooks & Policies
Another critical tool for businesses with multiple locations is the employee handbook. It should be comprehensive and reflect the nuances of the employment laws in every state where the company operates and/or has employees.
While your handbook should include much more than compliance policies, you can set a solid foundation by including essential policies on federal laws that define the employer’s and the employee’s legal responsibilities. Then, include additional policies for each relevant jurisdiction.
Conduct periodic reviews and updates to all company policies to ensure they align with changes in state regulations (your HR consultant can and should help with this!). Communicate policy changes with employees at all locations by sending the revised handbook. We recommend a handbook review at least once a year.
6. Remote Work Compliance
If you’ve been managing a remote team with employees spread across various states, you already know how tricky it can be. But if you’re new to it, you’ll need to brush up on each state’s remote work laws and regulations. Telecommuting employees are usually protected by the laws of the jurisdiction where they’re located (e.g., benefits, worker’s compensation, unemployment, paid leave, minimum wage).
Develop a thorough remote work policy addressing these state-specific laws (as noted above), as well as equipment, remote work safety, hours and productivity standards, and communication.
7. Additional Labor Laws to Follow
Although the above areas are vital to maintaining compliance for multi-state employers, there are many other labor laws and regulations on both the state and federal levels. Some cities and counties even have their own laws! So pay attention to state regulations regarding:
Consult with your HR and legal teams to create a complete checklist and confirm nothing slips through the cracks.
Ensuring Compliance for Businesses with Multiple Locations
Yikes, that was a long list—and we only scratched the surface! Now that you understand the depth of compliance challenges multi-state businesses face, you also understand the importance of implementing proactive measures, continuous education, and technology solutions. As your team expands, you’ll need these tools to maintain compliance, efficiency, and a satisfied team.
Of course, it’s a lot of work for a business leader to handle on their own, so you should always turn to your HR professionals and attorneys. They will conduct due diligence and minimize legal risks and potentially hefty penalties. If you enter a new location, seek legal counsel who understands the state and local regulations!
Do you need guidance on multi-location compliance and labor law poster services to protect your organization? Reach out to BlueLion today at info@bluelionllc.com or 603-818-4131 to learn how our HR consultants 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.
Have you noticed a spike in tension, disengagement, productivity issues, or even conflicts in the workplace? These could be signs of a deeper cultural problem—but how do you improve corporate culture? It sounds like a MASSIVE undertaking!
True, when you begin to consider the effort and resources involved in strengthening your team, it can be intimidating. But building a positive culture is not just worth it; it’s vital to your organization’s success! In fact, statistics show that:
46% of job seekers prioritize company culture
Millennials—that’s 35% of the workforce!—value a people and culture fit over everything else
Having highly engaged employees can lead to a 202% increase in performance
You might have already guessed this, but it truly starts at the top. No, there is no blanket solution; yes, it calls for more than the occasional pizza party (although team get-togethers are important!). Follow these steps to strengthen your team and company culture.
1. Assess Your Corporate Culture Today
Where does your team’s culture and morale stand at this moment? Pay attention to your employees and reflect on their attitudes, productivity, and engagement recently. Are they upbeat and excited to get to work? Do they understand the company’s goals and how they contribute to them? Or do they appear frustrated, confused, or apathetic?
Consider using brief surveys or meeting one-on-one with some of your tenured employees to get their perspectives on the company culture.
Once you’ve gathered these insights, look at the bigger picture to determine if the current state of your organization will help achieve its big goals. If not, identify specific areas to focus on improving company culture.
2. Revisit Your Mission, Vision & Values
As you evaluate the big picture of your company culture, contemplate your mission, vision, and value statements. Are they still aligned and guiding your team and company? How are you using them, communicating them, and showing them to your team?
Every team member, from executives to staff level, should feel aligned with these statements and understand how their role ties into them. Do your company’s policies, actions, and decisions reflect the mission and values daily? Do your leaders embrace these statements?
Next, assess the statements themselves. They should be:
Clear, concise, and actionable
Free of vague language that could be misinterpreted
Meaningful and specific
Avoid long-winded statements or having too many values, which could be forgotten and water down your overall message.
Now that you’ve revisited your company’s mission and value statements, consider where your business puts these into action and where there are gaps. Then, adjust accordingly. There is nothing worse than empty brand statements!
For example, if you say you value teamwork and transparency, how are you LIVING and showing that? Does leadership communicate news early? Ask for employees’ input? Encourage collaboration through projects? Or is there an air of competition and siloed work?
Remember, your mission and values should drive the rest of your team’s behavior and all business decisions.
3. Get Leadership On Board
Again, improving corporate culture MUST start at the top! Are your executives and managers on the same page? Do they feel connected to and embrace the mission and values every day? How do they set the example for their teams?
If the answer is no or uncertain on any of the above, your leaders may need clarification on the specific actions and steps they can take to demonstrate the company values and desired culture. It might be time for workshops and training to remind management of their impact and what they can do to help improve company culture.
4. Foster Connection & Teambuilding
Whether your team is remote, in-person, or hybrid, all employees need to connect on some personal level. Leaders can do this by:
Hosting team meals, coffee chats, or happy hours
Planning fun activities like games and escape rooms during work hours (these can be in person or virtual!)
Making a Slack or Teams channel just for connection and fun
Creating shared spaces where team members can have chance encounters (e.g., a welcoming breakroom)
Building these relationships helps gain mutual respect and understanding. Your team members may even find they have more in common than they think! Ultimately, their communication will improve, and they’ll work better together.
5. Prioritize Transparency
One report found that highly engaged employees are more than twice as likely to report working for a transparent organization than actively disengaged employees.
Your people want to know that you TRUST them! Make transparency easy by investing in technology and communication tools like an internal chat (e.g., Slack or Teams) and a project management platform (e.g., Asana or Monday). These allow employees to connect and check in on assignments easily.
Of course, transparency also applies to when and how you share information—both the good and the bad. Share the wins of individuals, teams, and the entire company regularly. These help boost morale and motivation!
When you have difficult news to deliver, show your employees respect by being as open as possible as early as possible. Let them know you plan to work through it as a team and ask for their ideas and input when appropriate. While you don’t need to share every detail with every employee, taking an open, collaborative approach can yield powerful results from the brains and backgrounds of your talented team.
6. Give Employees Autonomy & Flexibility
Another way to show employees you trust them as you work to improve corporate culture is by giving them the freedom to manage their duties and projects, which you can do by:
Avoiding micromanagement, encouraging work-life balance, and empowering employees to make decisions will build their confidence and help them grow. In turn, they’ll be more productive and engaged.
7. Show Employee Recognition
Did you know 69% of employees say they would work harder if they got more recognition? Yet only a third of them receive it weekly. And companies are hurting themselves, as workers who don’t feel appreciated are twice as likely to quit in the next year.
That’s a lot of missed opportunities and wasted money and effort—over something so simple!
Often, employees simply want to know their hard work is appreciated. Remember to tell them when they’ve done an excellent job and give them public shoutouts to encourage others to do the same.
Create an employee recognition program that spotlights performers who epitomize the company values and culture you’re aiming for. You could do this through an anonymous nomination system, company communication platforms like Slack, or a specific employee recognition platform.
Recognition plays a prominent role in employee productivity and retention, saving your business significantly.
8. Revamp Your Review Process
Speaking of recognition, it’s time to shake things up if you’re still conducting old-school yearly performance reviews! Today’s talent wants frequent constructive feedback, with 92% wanting it more than once a year.
While formal reviews are still important, ensure managers hold them more often. Also, incorporate regular feedback throughout the year, such as brief weekly or biweekly meetings. Find everything you need to know in our comprehensive guide to employee performance appraisals.
Don’t forget to ask employees for THEIR feedback, too! This includes reviews of their managers (we all have room to learn and grow!) and input on new initiatives, processes, or tools. Showing employees you value their opinions is crucial to improving corporate culture.
9. Focus on Workplace Mental Health
An alarming 19% of American workers rate their mental health as fair or poor, reporting about four times more unplanned absences due to poor mental health. Not to mention, mental health issues often go hand-in-hand with substance misuse.
Worse yet, 43% of workers worry about negative consequences if they were to report a mental health condition to their employer. And only 35% report a company culture where breaks are encouraged.
Basically, there is a LOT of room for improvement!
Prioritizing employee mental health and overall wellness is critical. Leaders must create a supportive work culture by:
Setting reasonable goals and expectations
Providing flexibility when employees are struggling
Asking team members how they’re doing regularly—without focusing strictly on work!
Encouraging healthy practices and self-care
Offering mental health care coverage
Emphasis on mental health is central to improving corporate culture for many organizations today. Managers should set an example by demonstrating their own boundaries and work-life balance while respecting those of their employees. Consider training leaders to recognize the signs of mental distress and substance misuse.
Turning Company Culture Around One Step at a Time
While most of these steps are simple, they require effort and thoughtfulness. So, take your time to determine your current corporate culture and where you should focus first. Don’t rush it! Refine one area’s process and system, then move on to the next.
Most importantly, get buy-in from your HR and leadership teams from the start! This will go a long way in:
Ensuring the efficiency and impact of all cultural efforts
So involve them in evaluating your mission and values, ask for their feedback and ideas on developing new policies and programs, and invest in leadership training.
Do you need an outside perspective to guide you as you strengthen your organization’s culture? As a team built on connection and authenticity, BlueLion would be happy to help! Contact our HR professionals at 603-818-4131 or info@bluelionllc.com 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.
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