Keeping Today’s Employees Engaged at Work

Given the ever-changing employment landscape and the demands from employees to enjoy work-life balance. Employees want to feel connected to work, yet want to have their personal time and space away from work as well. How can you strike a good balance between both? There is no one best way but good to work out something that works best for the company culture and environment.

Value the Opinions and Feedback

It is natural that employees want their voices heard by the management or the bosses. Some opinions or ideas given may be a little overboard or unrealistic in the present moment but never shove off any employee’s feedback right away. Always give them the perception that you will consider it, but never expect the turnaround of the opinions or ideas to be taken in immediately or even execute them!

Option to Flexible Work Arrangements (FWA)

FWA is one of the ways to allow employees to feel that they have the autonomy to decide and plan their schedule well. This can help them in fulfilling their personal commitments, for example, bringing kids to school early in the morning, and cutting through or if possible, avoid the traffic jams to get to work. They will be glad to commit the hours required but at a different time from others than to rush their mornings away. Other ways are also to offer options to work from home, hot-desking.

Don’t create tension unknowingly

Allow employees to be themselves at work and encouraged them to behave like their usual self. Some employers or bosses have a certain level of expectations that employees must behave in a certain manner which makes them feel uneasy at work. However, do you know that giving employees autonomy will make them feel that you trust them in their work? They will eventually portray a positive attitude towards work and will be more than willing to put it that extra effort unknowingly. Never limit your employees’ capabilities and creativities at work!

Don’t Create Fear in Failure

This is the key thing that people back-off after they faced with setbacks, people fear failure. It would be nice and consoling if employees are given an environment to learn and make mistakes. But of course, mistakes should be moderate. Employees can make mistakes and must quickly manage it together and not leave it hanging. Sense of fear will decrease as employees are given ownership, power to make decisions. Always remember that any mistakes made should not be accompanied with harsh criticism or demerits, everyone is learning on the go!

Emphasis on Getting Employment Terms and Payslips Documented!

Get the year started with everything in place, especially matters related to Human Resources which are things that can and may be easily neglected. Have you come across arguments and disagreement rising because it was not written on papers, and you have your employees coming to you with another set of information? It is, then again, words against words – which we commonly said there is no “black and white”.

Avoid such arguments and disagreement as this will create an unhappiness environment and distrusting employees. Never get yourself caught in between legality issues and later having to pay a higher price.

So, what exactly is needed in an employment contract so that it not only safe guard the employees but yourself as employers too?

1.    Name of employer
2.    Name of employee
3.    Job title and main duties and responsibilities
4.    Date of commencing employment
5.    Duration of employment (Only for employees on fixed-term contract)
6.    Daily working hours, number of working days per week and rest day(s)
7.    Salary period
8.    Basic salary per salary period
9.    Fixed allowances per salary period
10.    Fixed deductions per salary period
11.    Overtime payment period
12.    Overtime rate of pay
13.    Other salary-related components (e.g. bonuses, incentives)
14.    Statutory Leave entitlements (e.g. annual leave, outpatient sick leave)
15.    Other medical benefits (e.g. insurance, medical, dental benefits)
16.    Probation period
17.    Notice period for termination of employment initiated by either party

How about the details that are required in a payslip?
1.    Full name of employer.
2.    Full name of employee.
3.    Date of payment (or dates, if the pay slips consolidates multiple payments).
4.    Basic salary
       For hourly, daily or piece-rated workers, indicate all the following:
                  •    Basic rate of pay, e.g. $X per hour. 
                  •    Total number of hours or days worked or pieces produced
5.    Start and end date of salary period
6.    Allowances paid for salary period, such as:
                  •    All fixed allowances, e.g. transport.
                  •    All ad-hoc allowances, e.g. one-off uniform allowance.
7.    Any other additional payment for each salary period, such as: Bonuses, Rest day pay, Public holiday pay
8.    Deductions made for each salary period, such as: All fixed deductions (e.g. employee’s CPF contribution), All ad-hoc deductions (e.g. deductions for no-pay leave, absence from work).
9.    Overtime hours worked.
10.   Overtime pay
11.    Start and end date of overtime payment period (if different from item 5 start and end date of salary period).
12.    Net salary paid in total.

Start 2017 by getting the above 2 components correct!
You may also download a sample of the Payslip from MOM website: Click here
You may also download a sample of the Key Employment Terms from MOM website Click here

Desk Revamping - Go Go Power New Year!

One of the ways to kickstart the new year in the office is to create a new space for yourself. Everyone has a plain desk and cubicle space, but what really differentiates one from the other is who resides within it.

A revamp introduces room for new goals and motivations to come into the picture, and keeps the spirit afresh in the company. It can start with the simple decision to revamp the desk area, since this is the place where most of the ideas originate. While it may seem like a challenging or troublesome task, it will ultimately improve productivity, as well as encourage creativity.

BRING FLOWERS TO SPICE UP THE AREA

Unless the company has a policy against floral decorations, consider investing in one or two low maintenance pots to keep around the desk area. Multi-coloured plants, such as sunflowers or daisies, will be sure to encourage a bloom in ideas, as well as function as a calming outlet for stressful periods. It is also very good for personal health, as studies show that it can reduce depression.

UPGRADE YOUR STORAGE SPACES

There is no harm in jazzing up storage spaces meant for stationery and papers, especially if it helps to brighten the desk and increase workflow. Swap out traditional metal containers for minimalistic drawers from Muji, or treat yourself to colourful wall pockets from Typo. Not only do they add a dash of colour, but they also keep your desk clutter-free.

ADD A CRYSTAL OR TWO

For those who aren’t confident of keeping plants, crystals make for good alternatives. They are said to have natural healing properties, so keep one or two around to enjoy its benefits. It brings positive energy not only to you, but also the company space. They come in many shapes and sizes, and can also be used as luxe paperweights.

CREATE A PERSONAL MOOD BOARD

From music to pets, creating a personal mood board may reveal, or remind, yourself of what is important at the end of the day. It can be an inexpensive DIY project as lots of materials can be gathered from everyday items, such as old magazines or keepsakes. It becomes a prime space for creativity to flourish, and allow your desk to have some of your personality.

INVEST IN CUSHIONS OR TABLE MATS

Your body will thank you for this. Treat your body to the attention it lacks during periods of high workload with one or two high quality cushions fitted for your back or shoulders. Long periods of hunching over your desk means a sore back afterwards. Otherwise, long term laptop users can also consider recycling old rugs as table mats. It can cushion your hands from extensive periods of computer use, and reduce the friction between the skin and desktop.

Recruiting Strategies for Starts-Ups

When you feel that your start-up business is ready to bring in additional headcount, it means that it is taking off well! I’m sure everyone starts with doing everything on your own, literally from A to Z – and you realised that it not possible on a long run.

There is always that mind block that tells you the what-ifs Do not be afraid to start hiring when it’s necessary. Everyone is worried about hiring the wrong people and result in mistakes as such. What is the top thinking process before you start hiring? What is the potential that you’ll want from the hires?

Hiring the right people, in the right PLACE

Keep yourself open to meeting more people and interview them. Assess and have your eyes on potentials and how they can be right for your future expansion. Hire for the right position that can help you to free up your time. Hire to care for your employees too! The unconventional way to do it is to care for each other regardless of rank, and status.

Understand the Company’s Directions

While you hire, you want to give your first and subsequent employees the idea and similar directions to achieve the goals. Look for employee who think-alike and is able to move fast enough with you. Of course, you got make sure that you have the Company’s goals and directions set out before you hire them in. Remember that not all employees are able to take constant changes with the Company, or what they felt as ‘uncertainty’.

Plan, and not over-hire

Always make sure that you your clients’ demands in priority. Measure the volume of work and make sure that the anticipation to hire the employees is ready for more projects ahead. Do not hire to send a signal to the employees that they’re no longer needed to thrive with the organization. To constant hire and re-train will cost more than you should.

Brand Referrals Networking

Referral hiring is one of the most useful tools to get the right talent pool in the shortest time. You will see that employees who referred talents will be able to share more on the applicants and understand them better if they really do fit the company’s directions and culture, which reduces “risks” of hiring and would have extensively shortened interviews and the hassle of going through background checks.

How to Give Feedback to your Management?

There will come a day where feedback needs to be translated back to the higher management to maintain the quality of work done in the office. A place where it is feedback-friendly allows for transparency among everyone, and happier working relations to thrive throughout the company.

Whether the actual feedback is kind or not, the situation calls for a sensitive and tactful approach since it can involve a lot of external workplace politics. From employee-to-boss, what are some of the challenges to avoid stepping on another toes? It can damage relationships, ruin chances of promotions, and even make the workplace toxic – however, here are some advice on giving constructive feedback to the boss/manager:

TAKE TIME TO WRITE IT DOWN

Never go head in without a plan or structure to guide what exactly is being discussed – especially when concerning upper management. Start by jotting down the prominent issues and the consequences of any actions that need to be commented on, and work out a comfortable discussion pace from that point. The main goal of giving the boss/manager feedback is because their actions can have a drastic effect on the company, so they will be looking for concrete evidence that supports the feedback.

Allow them to suggest improvements before insisting on ones that are previously decided on by the employees. There is a reason why they retain their positions in the company, so this discussion requires strategic give and take for it to be constructive all around.

ASK QUESTIONS INSTEAD OF SEEKING ANSWERS

Sometimes, to lead the boss/manager into giving the correct answers or coming to the ideal conclusion, just plan a set of appropriate questions ahead. It may seem like a long and complicated way of proving your point, but it is significantly better to give the boss the reins to hold when it comes to big decisions.

If there is a concern with some areas at work, highlight it out with some questions instead of bluntly flagging it out. The latter will seem like a personal attack, while the first may reveal to the boss/manager some areas of concern that were previously hidden.

ALWAYS BE SPECIFIC AND PROFESSIONAL

After all, it is the boss/manager that the feedback is given to, and their positions in the company give them a sense of authority that can seem intimidating. Aim to be as specific as possible, without delaying the topic or beating around the bush when getting to the point. If the feedback can be succinctly delivered in 2 minutes, it will have more impact than a 20 minute conversation.

This will also allow the boss/manager space to be more receptive to the feedback, instead of feeling pressured to entertain or act on the comments. They might also have their own bosses to report to, so at times like this, do them a favour and cut them a break.

3 Signs That Your Work-Life Balance Is Working Out

There is a lot of stress on the importance of achieving work-life balance, especially for those who are in hectic office hour jobs, required at their desks from 9 to 5, and on their phones around the clock. Technology not only made it easier for work to be completed, it also opened up modes of communication that currently allow employers to reach their employees instantly, on a 24 hour basis.

What is a good work-life balance?

It is when work is contained during specific working hours, in the right environment at a comfortable, manageable pace, and other aspects of life — such as family, friends and personal well being – are paid attention to and properly prioritized. While it may be getting harder to maintain such an ideal lifestyle, here are some markers to see if the current work-life balance arrangement is working out:

NO EMAILS, CALLS AND MESSAGES AFTER

Step away from the constant bombardment of emails, calls and messages from work. If this step is hard for you, then there is still a lot more to be done in order to maintain a proper balance between work and life. Leave work at work, and learn to let go of your availability around the clock.

Yes, it feels really good to be indispensable. But time is something that cannot be earned back, no matter how much work you try to fit into it. Do not make the mistake of giving it all up for a speedy email reply or a 4am Whatsapp message from your boss. Instead, make the intelligent choice of investing a significant portion of it on yourself in order to better your quality of living for better work productivity.

MAKE YOUR OWN RULES

Following the rules may be crucial in the society’s guidebook, but sometimes, breaking out of these rigid standards are a good way to measure how much you rely on them previously. There is a shift in the way things are being done in the workforce today, and one of the ways to adapt to them are to make your own set of rules and go ahead with it.

For example, working at home is a great way to maintain a healthy work-life balance. On one hand, you are able to maximize the time spent between work and home and/or family, and on the other, increase the time divided among the two to ensure that nothing is left behind on the schedule. Instead of worrying about showing up at the office, concentrate on producing quality work.

RETIREMENT IS ALREADY ON YOUR MIND

It is important to have a backup plan, and a plan worked on from young is one that is bound to repay at a later date.

This will also help to determine what exactly is the goal of the everyday work. There is no point in working everyday when it is just to survive, instead, concentrate on what makes you special, such as hobbies and quirks, and find a way to infuse it into work. People who have set hobbies or pastimes will also be able to release stress better, ensuring a better work-life balance overall.

How should you handle favouritism?

The interesting thing about this article, is that it is for the one that is shown favouritism as well as for the others affected by it. How bad can it hurt right if you are the one receiving the compliments? At the very least, you know you are performing in your manager’s eyes.  However, do you want your career progression to be based on how well you are performing in the role or would you rather it be because of how good of the relationship you share with your managers?

Think about your co-workers. How would they credit your promotion? Would they have been given equal growth opportunities for career advancement? Would they have thought that performance is linked to career advancement?

Give the benefit of the doubt

Understand if this is a usual practice, by your managers. Try to understand if the treatment is specially for you, or do your managers encourage the others in their little ways as well. Is the manager showing you more interest compared to your colleagues? Do your other colleagues perceive your treatment as unfair as you deem it to be?

It is of this stage that you should also distinguish Favoritism from performance recognition. Have you been given the extra attention because of the overtime you have put into the company, or that you have went beyond what was expected to earn the confidence of your managers?   

Talk to them, Tactfully

Being the one that your manager would be more receptive to, you could have the power to recommend an objective approach. You could probably recommend justifying who should be the one who should be taken the role, or even the key client to the rest.

You could also encourage a more inclusive team, whereby you could propose names on taking up certain responsibilities, as well as be the one sharing positive reviews of other colleagues, whose effort could not have been realized by your managers

How should you handle non-performing employees?

I am sure in every company, there will be a non-performing employee you would have to handle. You will need to difficult employee to perform, although he might not be giving his best. You constantly encourage him, but it falls on deaf ears. You could also be having an employee who seems lethargic about what he does – maybe in terms of punctuality, and attitude problems.

What do you do?

Do you let him be, and let him affect the entire company’s productivity? Should you pull the trigger and tell him that he is dismissed, and if so – how do you do this fairly?

The following pointers are the guides for any employer who is currently handling a difficult employee.

Understand the employee, and why is he not performing

It is fundamentally important to listen, and understand why is the employee not performing. This is not only just from the employee himself, but from others. One might feel frustrated about why is this employee not performing or constantly coming to work late, but fail to understand about why this is exactly so. All the other mistakes that the non-performing employee does, all just act as a confirmation basis to you.

The golden rule is that the less someone is performing, the more attention you should give.

Do not misrepresent the information here as gossiping about his poor performance to other colleagues, or to someone he is reporting to. In this point of time, it is also crucial to manage your own expectations. Imagine having the conversation with the under performing employee with the mentality that he will never get better.

Give action orientated Feedback

You have no right to complain about your employees, if you do not share with that about what is wrong with them in the first place. Managers should give action orientated feedback on how to correct the problems or performance issues that employees face.

One of the most vital sign of Feedback is to be consistent with what you feel is wrong. For instance, missing a deadline by a day is the equivalent of missing a deadline by a week. Do not just reprimand those who missed the deadline by a week, but also those who are a day late. Be consistent, and stop confusing your employees.

It is also important to let your employees understand what the consequences are if their performing is not improving. Let them understand the negative consequences that will happen, as a motivation to encourage them to change what they are doing.

While in the process of encouraging the change, provide constant feedback to the employee as well.

Provide documentation

Fundamentally, you should document the work process. Ensure your managers know when he can fire this non-performing employee.  You would not want a situation whereby the managers have different practices – which would only lead to degrade the existing employees working for you. The Human Resource (HR) could also be the one conducting briefing regularly and should be readily available for the managers. Generally, most companies practice the verbal warning, written warning followed by the final warning.

The process of handling non-performing employees should be documented to serve as prove should any unjust claims of unfair dismissal should happen. Take pointers of why this employee is difficult, as well as the action plan that has been communicated to the employee.