Avoiding HR Nightmares – a Career Exchange Emergency Kit

The outcomes from HR practices and implementations can be mountainous, and with frequent changes to work laws, the way we recruit and technology changes, the chance for shortcuts to fall through the cracks into peril are high.

Because of this, HR needs to be more careful than ever. Mistakes can potentially land you and your company in a sticky and very costly legal situation.

Even small companies can suffer greatly from being lax with their HR processes. 

Imagine the following scenario, you hire someone based on face value, and you later find out that they don’t have the capabilities to treat your customers correctly and land your company a malpractice suit. This  example is a situation that can drain your company’s finance and time resources, or worst, damage your company’s reputation. Simply put, this is a situation you want to avoid at all costs.

The following are some tips that can help you avoid getting trapped in a sticky HR situation.

Transparent work expectations, policies, and procedures

From the very first day, be very clear to your employees about their performance expectations, and all the company’s policies and procedures they are expected to follow. Transparency helps employees to understand their expectations better, and therefore maximizing their chance of achieving success. It also minimizes any discrepancies between the employers and employees, lessening the chance of experiencing any negative feelings for both parties. Additionally, a clear guideline of the company’s policies helps employees from committing any misconduct. Should a violation occur, transparent policies will also help you to justify your decision for a disciplinary action or termination. One way to ensure transparency in this area is to create clear policy templates.  You could provide policies to employees as part of their on-boarding to facilitate uniformity of communication across the board.  

Keep up-to-date with the current employment laws and workplace regulations

Employment laws and workplace regulations evolve over time. You need to make sure to stay up to date to ensure compliance. This is really important, because a violation of these laws and regulations can potentially result in dreadful legal consequences for your company. Online resources such as www.workplaceexpress.com.au provide this information to help employers keep up-to-date with current laws and regulations.

Document, document, and document!

Consistent and accurate documentation is extremely important in human resources, especially for work events that may pose legal issues in later down the track. Things that you unquestionably need to document include employees’ absenteeism and tardiness, deficient performance, misconduct and violations of company’s policies, disciplinary actions, employment termination, and any discussions with the offending employee surrounding any of these issues. On a brighter note, you can also document any recognition and positive contribution employees made, leading to provable movements in pay rises and promotions. These written records can serve as your legal justifications should someone question the decisions you made, and since HR have quite a high rate of movement; makes task hand down easier when you’re moving on to bigger things! They can also protect you from any lawsuit associated with workplace disputes, saving you from headaches! Having a filing system with a folder for each employee, up to date with all relevant documentation will help to make documentation easy and effective. There are also apps and programs that you can download to streamline your communications. They serve as a time saver and ensure accurate records.

Without good workers, businesses would fail. Therefore HR has a key role in the success of a company. By being transparent with what you want in a worker, keeping thorough and accurate documentation and ensuring that rules and regulations are adhered to, you can avoid HR nightmares. 

For help managing employee communications, Psych Press can be used to supplement your business' HR requirements. They provide an all in one tool that is useful for documenting and tracking communications with employees. For more information, contact our partner company Psych Press about what a tailored total HR solution can do for you. Email info@psychpress.com.au or call 03 9670 0590.

Mindfulness - reducing stress and improving communication in the workplace

As a society our overall wellbeing is decreasing. Findings by the Australian Psychology Society detailed that in 2013, the rate of stress, depression, and anxiety reported among people had risen compared to the previous two years of research. In particular, younger people are seen to be reporting the negative symptoms of depression and anxiety at a higher rate than their older peers. Furthermore, workplace wellbeing was also reported as lower compared with previous years.

With the rate of mental health issues rising, large companies such as Google and Apple have begun utilising Mindfulness in the workplace to ensure they give their employees the best possible chance to be resilient and self-sufficient in neutralising the daily stressors that they encounter.

What is Mindfulness?

Mindfulness is non-judgemental, open and curious awareness of oneself in the present moment; such as awareness of our thoughts, emotions, and reactions. Research shows that developing this level of introspection has positive effects for reducing stress levels, regulating emotions and emotional reactions, promoting enhanced decision making, and decreasing negative thought patterns which can interrupt positive functioning throughout the day.

Mindfulness in the Workplace

There are great Mindfulness at Work websites that will give you tips on how you can practice Mindfulness while going about your daily work-related routine. Some of these tips are listed below:

• When you walk to the car or the train station, walk a little slower. Feel the footpath on the soles of your feet. If you notice any tension in your body, try to relax it.
• When walking try to breath in and out with every third step you take.
• When you sit at your desk, take a few controlled breaths in and out before you start your computer.
• Eat your lunch a little slower, take the time to chew your food and taste all the different flavours you can.
• When you are going to communicate something, take the time to think about what you are saying and how you will say it.
• Before you put your key in the front door upon returning home, stop and take a few breaths before proceeding.

No matter what industry you are in or what stage of your working life you are at, increasing your wellbeing is beneficial to you and those around you. Through the techniques of mindfulness, the added development of increased emotional stability and positive thought patterns will only improve morale and the company environment.

Mindfulness - reducing stress and improving communication in the workplace

As a society our overall wellbeing is decreasing. Findings by the Australian Psychology Society
detailed that in 2013, the rate of stress, depression, and anxiety reported among people had risen compared to the previous two years of research. In particular, younger people are seen to be reporting the negative symptoms of depression and anxiety at a higher rate than their older peers. Furthermore, workplace wellbeing was also reported as lower compared with previous years.

With the rate of mental health issues rising, large companies have begun utilising Mindfulness in the workplace to ensure they give their employees the best possible chance to be resilient and self-sufficient in neutralising the daily stressors that they encounter.

What is Mindfulness?

Mindfulness is non-judgemental, open and curious awareness of oneself in the present moment; such as awareness of our thoughts, emotions, and reactions. Research shows that developing this level of introspection has positive effects for reducing stress levels, regulating emotions and emotional reactions, promoting enhanced decision making, and decreasing negative thought patterns which can interrupt positive functioning throughout the day.

Mindfulness in the Workplace

Seeing the positive effects mindfulness training can provide, it is no wonder that large companies such as Apple and Google (among many others) are arming their employees with the skills mindfulness can provide. Increasing effectiveness at work, the ability to handle conflict better through emotional regulation, and decreased workplace tension are just some of the benefits that implementing mindfulness practices offer. A prime example of mindfulness implementation within the workplace is Google; who run seven-week long classes for employees to focus on developing mindfulness skills useful for dealing with the stressful corporate world. Although smaller companies won’t have the resources for a seven week long course, introducing simple mindfulness techniques to employees can still have resounding results in helping reduce stress and improve the wellbeing of employees.

In any industry, increasing the wellbeing of employees is always of benefit to a company. Through the techniques of mindfulness, the added development of increased emotional stability and positive thought patterns will only improve morale and the company environment.

Simple Strategies to Prevent Workplace Anxiety

Workplace anxiety is more common than you might think. The ‘2014 Stress and Wellbeing in Australia Survey’ conducted by the Australian Psychological Society found ‘issues in the workplace’ was one of the top five sources of stress among Australians aged between 26-45 years, with a massive 44% of Australians identifying work as a key cause of stress. Work related sources of stress can include things like; starting a new job, lack of autonomy, heavy workloads, poor resources and limited support. Constant anxiety, worry, apprehension, fear, and feelings of impending doom can arise from stress and be long-lasting, even when the original stressor is gone.

With the fast-paced environments and pressures of meeting client demands, deadlines, and keeping on top of your game, it’s easy to develop work related anxieties. Struggling with anxiety at work can be debilitating; even the simplest tasks can become difficult to complete. Stress is often unavoidable in the working world, but it is helpful to identify key sources of stress, and have some strategies at hand to prevent it developing into a more serious problem.

Here are six simple ways to prevent stress and anxiety in the workplace.

1. Slow down. Close your eyes and focus on slow, deep breathing for several minutes until you feel yourself physically relax. This will make it easier to focus and gather your thoughts for the task at hand.
2.  Break it up. Sometimes when faced with a difficult situation, rather than tackling it head on, break it down into smaller tasks. That way, you can set goals for getting each part done. Reward yourself by taking a break in between set tasks; go for a quick walk to clear your head. 
3. Exercise. We’ve all heard that exercise plays an important role in keeping mentally healthy, and it’s true. Find and join a gym close by and go before, after or even during work. If you think you can’t handle those spin classes, make an effort to walk to and from work. Not only does being physically active improve mental health, just being outside with some natural greenery has been shown to have positive impacts to emotions and self-esteem. Every bit counts!
4.  Enjoy your social life.  Don’t forget you have a life outside of work. Catch up with friends and family to keep yourself socially active. Organise things for after work, so you have something to look forward to and keep you going throughout the day. 
5. Face your anxiety. That feeling of frustration, anger or nervousness might seem normal at first, but when it lasts a little longer than it should, it can be a good idea to talk it out to yourself, write your worries down, and actually stop and think about what is worrying you and accept the stress or anxiety might be more serious than you thought. Self-understanding is important to finding a resolution. If you think it’s weird talking it out to yourself…
6. Talk to someone else. Find a co-worker, friend, family member or a mental health professional that you are comfortable talking with. Sometimes just saying what you’re going through out loud can bring an immense amount of relief.

Stress is a normal reaction when something at work is a little more demanding or challenging. However, it’s good to learn to recognise the signs when it’s getting a bit too much for you. Many organisations have an Employee Assistance Program available to help employees enhance their health and wellbeing, and some even accommodate leave of absence from work so you can have a day away to mentally recharge. If you’re finding anxiety is getting the better of you, take a minute to discuss your options with your manager or supervisor, or contact a medical professional for extra support.

Why a candidate’s attitude should affect your hiring choices

We've all experienced bad customer service from time to time, whether it was in a clothing store, at your local supermarket, or calling up your utilities retailer to inquire about a bill. A common feeling following bad service is often complete dissatisfaction. This can lead to an effort to avoid the provider in the future, make a complaint and most commonly; share your negative experience with others. This same idea can be applied to the inner workings of all workplace relationships; if attitudes don’t match, your output will suffer. To make sure you proof your hires from possible PR nightmares and losses let alone poor staff relationships, it is important to get accustomed to considering the attitudes when making hiring decisions.

How can different attitudes affect your business?

The attitude of an employee can have both detrimental and advantageous effects on a business as a whole, so before you delve into the hiring pool it is important to consider a few things first. Maintain a positive workplace, whether you’re working as an employee, running your own business, or managing a business for another.

A positive working environment will influence: 

• Satisfaction of employees and clients
• Faster work rates and productivity
• Higher work quality
• Greater employee retention

Those who have a negative attitude towards their work, brand, colleagues or simply display an attitude that does not match the personality required to get the job done in your particular industry are disconnected from the business; they will produce a much lower quality of work and are less likely to remain within the business. High employee turnover is very costly to a business and in this case it is quite preventable.

How can an attitude within the office effect business reputation?

Whilst not all employees will have direct contact with your clients, they will more than likely have an influence over the level of care and satisfaction your clients are going to experience. It is important that an employee shows engagement and concern for the well-being of the business’s clients. A poor attitude is likely to lead to a manifestation of disengagement and disinterest toward the client which will likely have them searching elsewhere for a better and more satisfying service.

What to look out for

So, you know what you want and it’s time for planning the hiring process, what should you be looking out for that influences attitude?

In organisational psychology, attitudes are defined as an individual’s beliefs, feelings and their unique behavioural tendencies towards events, objects, groups or activities. Attitudes are generally made up of feelings an individual experiences, behaviour that is elicited in response to a particular stimuli and the the thought process or knowledge that surrounds a particular stimulus. Most traditional hiring techniques still rely on an interview in an attempt to grasp attitude, however benefits can be found in using assessment first to reduce a large candidate pool then utilising the interview in a general sense way to confirm the findings. This two-pronged approach removes the bias where applicants ‘put on a good face’ in an interview setting. 

When in the interview, find out how much the candidate knows about your business and ask if they’re aware of your business values. Having actively researched this shows they care about the business values they could potentially be representing, be sure to find out why they applied to check if their values have aligned with yours. Then present the candidate with a range of scenarios for them to consider and discuss what they would do. An individual who presents as solution-minded as opposed to problem focused is a much more desirable candidate for your business. Finally, watch their body language, do they appear interested in what you are saying? Are they interested in finding out more by asking you questions?

So, when you are next faced with the hiring process, consider what needs to be discovered in an applicant’s attitude and how it can be reliably measured before jumping to conclusions. This way you save unnecessary stress and ‘bad hire’ factors later on. Happy hiring!

Looking for a hiring assessment partner? 

Since 1994, Psych Press’ psychologists have been enhancing employers’ efforts to hire right the first time and bridge their workplace needs to a reliable means of measurement. Taking assessments and candidate management online, even with virtual interviews to save incredible amounts of time has been their next achievement, where all the benefits have been passed onto recruiters and hiring managers. To learn more about Psych Press’ ideals and processes visit their psychometric screening webpage or call 03 9670 0590 or email at info@psychpress.com.au for a confidential discussion.