Blog

CiviHR’s Workflows: Easy, Error free, Time saving!

Written by shailesh@civihr.org - 02 Nov 2018 Category: Feature release

Imagine how often HR Admins find themselves in this situation. You are busy the whole day in meetings, but you keep reminding yourself of one task to be done before you call it a day.

Imagine how often HR Admins find themselves in this situation. You are busy the whole day in meetings, but you keep reminding yourself of one task to be done before you call it a day. You need to make sure that the new employees joining tomorrow have everything set up for them - their email IDs are created, desks are assigned, managers are informed, and documents are verified, among other things. Sure, you have an onboarding checklist, but it takes some time to set things up for each joinee. And when they join in bulk, typically after recruitment drives, you find yourself spending too much time doing this task. There has to be a better way - something easy, error-free, and time-saving!

CiviHR’s Workflows are the answer you have been looking for. Workflows are essentially a group of steps that constitute a standard task. Workflows can be of much use in joining formalities, as seen above, as well as other common sets of tasks - exiting formalities, promotions and contract changes, re-joining after long leaves, you name it. Workflows have been an integral part of CiviHR. They require a one-time setup and can be repeatedly used to delegate and schedule tasks.

How Do Workflows Help Me?

There are a number of ways in which workflows are advantageous.

Workflows help you be on top of the tasks.

Once a workflow is assigned, its tasks and documents can be easily tracked from your dashboard. You no longer have to worry about gathering information from various sources to track each task separately.

Workflows are error-free.

Without workflow, even if you are following a well-made standardised checklist, some human errors are likely to pop up once in a while. Workflows prevent this unwanted scenario because they are automated and there is no way of missing any steps.

Setting up and using workflows are super-easy.

To set up a workflow, pull up a task or a document, mention its due date, make an assignee, and you are done. To use a workflow, assign the workflow to the appropriate staff, and all tasks, along with their details, due date, assignee etc, are lined up in one click.

Workflows come with the useful feature of default assignees.

Let’s take the care of the joining workflow again. For a new joinee, one of the joining workflow tasks is for the Line Manager to assign a desk before the new joinee shows up. If you have 10 new joinees from different teams to take care of, you don’t have to look up 10 different Line Managers and assign them tasks individually. The workflow can be configured such that desk assignment task gets default-assigned to each new joinee’s Line Manager. You don’t have to worry about who those managers are. Now that is a real time-saver!

In conclusion, workflows take away the complexity of managing, assigning, tracking regular tasks. It is a nifty tool that can make a huge difference to you, by saving time, taking off pressure, and ensuring no mistakes. It is worth trying and you can quickly sign up for CiviHR’s six-month free trial here!

8 Ways To Compensate Employees Beyond Paycheques

8 Ways To Compensate Employees Beyond Paycheques
Written by shailesh@civihr.org - 23 Oct 2018 Category: Non-profit Challenges

If you are running a non-profit, you may have often felt that you are not compensating your employees well enough.

If you are running a non-profit, you may have often felt that you are not compensating your employees well enough. Cash is never plentiful, and you are struggling to find ways to ensure your staff do not get negatively influenced because of this innate constraint. Do not worry! There are creative ways in which you can now reward, engage, and compensate your staff within a tight budget.

Here is a curated list of ideas that are bound to keep your staff happy and productive.

Company Culture

In an earlier post in the series, we discussed the importance of building an organisational culture and went over a few methods of doing so. Here are a few more tips that you can use to develop a culture that compensates for lack of high salaries.

Recognition

Develop a culture of recognising high-performance employees. Distribute handwritten Thank You notes, CEO Seals, or Employee of the Month awards. LinkedIn recommendations are another way to praise someone publicly. A small act of recognition goes a long way in terms of creating a culture of caring.

Memorabilia

Create your own artifacts - T-shirts printed with your non-profit’s mission, coffee mugs with your logo, stationery for your brand etc. Since these are utility items regularly consumed, there is little extra cost associated with personalising them for your brand. The value, however, is long-term as it tends to generate a sense of belonging among staff.

 

Professional Development

As noted a few times in earlier posts, personal development is an expectation of staff who choose to work for non-profits and accept lower pay. To do justice to this expectation, regular professional development activities need to be arranged.

Training

Enroll your staff in skill-upgradation programmes - online or at local community colleges/training centers.  Some programmes can be hosted in-house as well e.g. fundraising staff can share what kind of communication is most likely to lead to donations; this information can be used by the website development team to draft similar messages on the website. You may also send your representatives to certain conferences and encourage them to share their learning with the wider staff.

Competitions

Another creative way to enhance everyone’s learning is to host competitions that encourage individuals to work in teams and make recommendations to solve a real-world challenge your organisation is currently facing. The methods are numerous - just find what works for you and get going!

 

Time Off

The flexibility that comes with time offs and traveling opportunities is what many people look forward to while working at non-profits. So be sure to exploit this avenue!

Vacation and Breaks

Working from home is an extremely attractive option for long commuters and working mothers. Regular practices such as Work from Home Fridays or Half Days Twice A Week are irresistible opportunities. You may also consider longer lunch-breaks/snack-breaks on certain days, or, on a longer timeframe, sabbaticals in genuine cases such medical rest or child care.

Travel

Travel as a reward for good work is an attractive offer. You may consider gifting a long-weekend family vacation, with Airbnb credits, to a nearby city or place of attraction. This exercise may cost you a bit, but the impression of a caring employer that it generates will yield results for years to come.

 

Team Building

To inspire stronger bonds among co-workers, it is essential that you foster a culture of team building. If you can combine such exercises in a creative, fun way, you can easily create valuable assets of synergy and team spirit across the organisation.

Happy Hours and Other Such Events

Gatherings such as team lunches, movies, and outings must be a regular practice at any workplace. More creative ways are on-site fitness classes or team game competitions. Remember, the more time your team members spend with one another outside of work, the stronger the camaraderie is!

Lunch with the Leader

An interesting way to both learn about the team and share more about yourself is to host Lunch with the Leader sessions once a month or so. In an informal, relaxed setting, it is easy for the team to unwind, share their concerns, learn about the organisation's challenges, and, simply, get inspired by the leaders. Non-profits are essentially a place for like-minded individuals who aim to make a positive difference. In such a setup, the more inspiration one gets, the more productive they are likely to be!

 

Next Steps

The list, as usual, is an indicative list. There are infinite other ways that can find their way into this list, but unless you start implementing something, nothing will work. So be genuinely interested in compensating your employees in ways other than salary, and you will be on your way to a cohesive, productive team!

- - - - - - - - -

This post is the next in the series of addressing specific challenges non-profits face and builds on top of earlier posts such as acquiring the right talent, employee retention strategies., and workplace culture.

- - - - - - - - -

CiviHR is a philanthropic project funded by a charitable foundation, on a mission to create a best-in-class people management solution for organisations that deliver social good. You may read more here or sign up here.

How to Establish Workplace Culture in Your Nonprofit

Teamwork is essential for workplace culture
Written by shailesh@civihr.org - 17 Oct 2018 Category: Non-profit Challenges

It is a well-known fact that all non-profits suffer from some inadequacy - from ubiquitous financial constraints to skewed work hours. However, such commonplace deficiencies can hardly be a cause of a non-profit’s eventual dysfunction.

It is a well-known fact that all non-profits suffer from some inadequacy - from ubiquitous financial constraints to skewed work hours. However, such commonplace deficiencies can hardly be a cause of a non-profit’s eventual dysfunction. That cause, as demonstrated in well-researched sources such as Jeffery Pfeffer’s Dying for a Paycheck, is often found to be workplace culture, an aspect of work that is observed every day, but never paid attention to. Establishing a sustainable, practical workplace culture is something that must be on the to-do list of non-profit leaders and managers, and this post aims to lay a strong foundation for your non-profit in that direction.

At the onset, one needs to understand what a soft term such as “culture” actually means. Prima facie, it would indicate the values, behaviour, and habits of an organisation and its people. While it is a great starting point, this view of culture is only skin deep. As hypothesised in Laura Putnam’s Workplace Wellness that Works, culture takes place on various levels, with layers from bottom to top, as in a pyramid.

At the bottom-most layer, called the Functioning layer, you have workplace practices that relate to how people perform their tasks or functions. These are the most essential elements of setting a culture. How is any work planned, measured, tracked in your workplace? What kind of support system do your people have? Are basic necessities - clean surroundings, appropriate furniture, computers and internet, timely salaries - taken care of? Is there enough flexibility in the work schedule? While these sound elementary practices, not taking care of them may rapidly lead to dysfunction.

The next layer, the Feeling layer, relates to people feeling appreciated or respected. Do you have a system to acknowledge the success of your people, at all levels? Are there regular feedback/reviews given? How about feedback to the management? Are there any awards publicly given to high performers? How does the organisation deal with interpersonal issues or discontent towards the management? How would you rate yourself when it comes to caring for one another? Teamwork is essential for workplace culture and the more enriched your teamwork practices, the better groundwork you have for a robust organisational culture.

By this point, a healthy workplace culture is beginning to evolve! But what your organisation now needs is the “moments of joy”, or a Friendship layer. Simply put, these are the self-induced fun activities that your people engage in. Do they have lunch with one another? Do they hang out during non-office work hours or on weekends? At work, do they rely on one another when they are not formally required to? While these may be a wide range of disconnected activities, together they indicate a culture that is collegial and collaborative. However, forcing staff to do fun team-building exercises is a trap that can do more harm than good. So, encourage informal engagement, but do not intimidate!

Enrichment is the next step in the direction of a culture of well-being. Appropriately termed the Forward layer, the next layer deals with a pivotal issue: do your people have opportunities for growth, helping them in moving forward? A supportive onboarding program, regular feedback and discussions, a system for individual development plans, frequent opportunities for training and upskilling can go a long way. You can also take this a notch up by encouraging staff to share their new learning and volunteer for leadership tasks of their interest. Most people join non-profits with the acceptance of low pay and expectation of greater learning. You don’t want to fail on the second front!

And lastly, at the apex of the culture pyramid is the Fulfilment layer, akin to the Self-Actualisation block in Maslow's Hierarchy of Needs. Does your organisation have a mission? How well do your people relate to and resonate with the mission? Are your people passionate about their work, to the extent that they are willing to overlook the day-to-day challenges and constraints that bog them down? Do you have a practice of observing, acknowledging, and rewarding those who demonstrate uncommon commitment? Remember, those who are found to be worthy at Fulfilment layer, are your strongest people, potentially suitable for leadership positions down the line. In a way, this layer is essentially where the culture of an organisation is said to be mature.

While understanding these aspects of organisational culture is easy, developing the culture is not that straightforward. What complicates the matter is the fact that there is no right or wrong way, or even a starting or an ending point, of creating a culture. So do not overthink - grab an aspect of your organisation that needs fixing and set it right. Solve it in a manner that is sustainable in the long run, and you have a piece of your workplace culture. Weave such pieces together and a unique culture will emerge! Finally, do not hesitate in replicating cultural practices you find working in other organisations. “Great artists steal”, said Picasso and building workplace culture is definitely an art.

Until next time, happy culture-building!

- - - - - - - - -

This post is the next in the series of addressing specific challenges non-profits face and builds on top of earlier posts such as acquiring the right talent, non-profit recruitment roadmap, and employee retention strategies.

About CiviHR

CiviHR is a project to create affordable HR software for non-profit organisations. By developing open source technology the benefits can be shared with non-profits everywhere.

FIND OUT MORE

CiviHR is a project to create affordable HR software for non-profit organisations. By developing open source technology the benefits can be shared with non-profits everywhere. 

Latest Tweets

CiviHR (5 months ago)

No Salary, No Problem: How To Successfully #Attract And #Retain #Skilled #Volunteers via @forbes https://t.co/xqkDiSGEuN