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How to Handle Employee Mistakes

Written by Charlotte - 09 Aug 2018 Category: HR software

Picture the scene: one of your employees has just missed another important project deadline, causing you to go over budget and jeopardising future work. What do you do?

Picture the scene: one of your employees has just missed another important project deadline, causing you to go over budget and jeopardising future work. What do you do?

While it may be tempting to take an angry approach and reprimand erring employees, you’re likely to make things worse, says Don Rheem, a leadership expert and author. According to Rheem, adopting a fear-based approach to management when employees only perform their duties under threat of punishment is counterproductive, because humans are unable to work to their optimum level when the brain is preoccupied with fear and uncertainty. This distraction means that the more you punish employees, the more mistakes are likely to happen.

But with blown budgets, missed deadlines and angry clients, how do you hold employees accountable without resorting to fear-based tactics?

Making Employees Accountable

Accountability at work is essential. It goes beyond having someone to blame; it’s about delivering on commitment, taking responsibility for an outcome and using initiative with strategic follow-through. It’s at the heart of employee engagement, and conducive to creative problem solving and working to deadlines.

Building Accountability in The Workplace

We’ve summarised the key steps managers can take to help foster accountability within a positive work environment:

 

  1. Show Appreciation: Rheem recommends identifying something positive about the employee and their previous work before discussing their recent mistake. Often, employees feel that their manager only engages with them to pick up on something negative, so try and show your appreciation for their good work or attitude before addressing what went wrong.

  2. Set Clear Expectations: When speaking to the employee, make sure you are both clear on the outcomes you expect from their work. Tell them how you will measure success and suggest some of the strategies you expect them to use along the way. Tell them what support you can offer and agree to check-in with them on a weekly basis to discuss progress. At the end of the conversation, ask them to summarise what you’ve just discussed to check that you’re both on the same page.

  3. Be open and reframe the mistake: You want to let the employee know that their work has caused a problem but in such a way that avoids making them feel demoralised, inadequate, or blamed. Ask thoughtful questions to find out what went wrong and what they think they can learn from the mistake.

 

Mistakes are part of the human experience, so it’s inevitable that employees will make occasional errors at work. Using the steps outlined above, managers can hold employees accountable when things go wrong without having to resort to punitive action. Doing so will help boost working relationships and generate a more positive office environment.

 

Getting Started with Self Service Technology

Written by Charlotte - 11 Apr 2018 Category: HR software

Self-service portals, once the preserve of large organisations with big budgets, are now available to smaller businesses and non-profits thanks to the development of cloud software and open source solutions like CiviHR.

Self-service portals, once the preserve of large organisations with big budgets, are now available to smaller businesses and non-profits thanks to the development of cloud software and open source solutions like CiviHR.

What are the benefits?

The most obvious advantage to using a self-service portal is that it allows employees to manage their information from day one. This approach reduces the HR admin load and ensures employee details are kept up to date. It also allows employees to quickly request leave and fulfil HR obligations such as uploading documents to the system.

And why is technology so important?

The CIPD views workforce technology as driving new forms of employment relationship and fundamentally changing the way organisations operate. But as with all organisational change, implementing new technology requires an agile approach. And a self-service portal is only beneficial if employees log in and use it.

Implementing a self service portal

To get the most from your new system, here are three tips for encouraging employees to adopt the self-service portal:

1. Manage change properly

Communicate, communicate, communicate. Employee involvement is key in change management, so get them on board. Ask your staff their opinion on the system and how they would want to see it used. Allocate enough time for each team to practice using the system so that they are familiar with how it works before they have to use it for real.

2. Make it easy

Store all the information regarding the system and its usage policy is in one accessible place. It might be useful to create some fun exercises to encourage engagement with the system, like running a competition: the first three people to submit a leave request using the portal receive a prize! It also helps if you choose an accessible system that can be used on multiple devices so staff can log in from their mobile at home.

3. Provide proper training and support

Employees need to feel confident using the system and know that they can ask for help if needed. It’s a good idea to nominate one member of staff as the system administrator, so they can be on hand to answer any questions and boost employee engagement with the system.

Get Started Today

It’s time for organisations  to take advantage of technology that empowers both employees and HR departments.  With CiviHR’s self-service technology,  your employees have instant, online access to their key HR details. They can apply for leave, record sickness, read policy documents, look up colleague’s contact details in the directory, and view any tasks assigned to them, such as requirements to bring in a copy of their passport or attend an appraisal.

If you want to see the CiviHR self-service portal in action, why not test it out on our demo site? Select the civihr_staff login name to see how the portal would appear to employees and the options available for managing your HR data.

Onboarding Employees Successfully

Written by Charlotte - 12 Feb 2018 Category: HR software

Onboarding (also known as induction) is the process through which new employees are introduced to a role quickly and smoothly and given time to acclimatise to their working environment.

Onboarding (also known as induction) is the process through which new employees are introduced to a role quickly and smoothly and given time to acclimatise to their working environment. Onboarding covers the entire joining process from the individual’s first contact with the organisation after accepting an offer through to their first few weeks of employment. Its purpose is not only to make new employees feel welcome but to also ensure that they understand company policy and the key components of their new job.

The onboarding process is usually divided into different streams which incorporate things like specific training events and tasks like uploading documents, completing various forms and meeting other colleagues within the organisation.

Why does onboarding matter?

Research shows that the trajectory of a new hire’s success is set as early as the first two weeks. Such a short window for getting it right means taking time to make sure the first day goes well is paramount to the success of a new hire and to reducing attrition. Providing new employees with a comprehensive induction will therefore benefit every organisation, no matter the size or industry. Doing so helps establish a firm foundation for new staff so that they feel confident and able to perform at their best from the get-go. Greeting new starters with a robust onboarding process is also the perfect opportunity to showcase your organisation in the best light and create a great first impression which aids in staff retention.

What should Onboarding include?

The length and nature of the induction process depends on the type of role, the background of the new employee, and the size and nature of the organisation. It’s essential that you tailor the process so that it is in alignment with your organisation’s needs and values - a standardised induction is unlikely to include all the details that you’ll need to cover in the first few weeks.

During onboarding, both the big things and the little things matter. So while it’s important that a new starter has a formal induction organised for the first day, it’s also important that they are greeted warmly by staff and properly introduced to those around them.

When designing the induction process, you might want to consider the following recommendations for best practice:

  • Make the first day special

  • Design and implement formal orientation programs

  • Be consistent when implementing onboarding

  • Monitor progress over time

  • Communicate!

  • Utilise technology to facilitate the process

  • Be clear in terms of the who, what, when, and where

Whatever you choose to include, make sure the process incorporates plenty of communication, check-ins, feedback opportunities and performance measurement. That way, you’ll be able to keep track of the new starter’s progress and pick up any challenges immediately before they have the chance to escalate.

Using technology to facilitate onboarding

A proper onboarding programme involves juggling various tasks, documents and meetings, tracking the new starter’s progress and making sure someone is available to answer any questions that arise. Managing these processes is incredibly challenging and admin heavy unless you use an HR system to do the hard work for you. CiviHR has several workflows through which you can manage and organise processes such as onboarding.

With CiviHR, you can allocate tasks before the new joiner’s start date, like getting a workstation set up and IT logins sorted. Set tasks against a timeline, and receive a confirmation when each one is complete. Upload and store documents like passport copies within different tasks, and assign them to the relevant staff member, like the new starter’s manager, to action. You can even upload HR policy or training documents for the new joiner to read on their dashboard, so everything is stored in one place. It’s quick and straightforward to use, and creates  a complete audit trail after each completed action, so you can easily stay on track.

 

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.

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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. 

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