The Universal Paid Leave Act 2016

The District of Columbia recently passed the looming Universal Paid Leave Amendment Act (UPLAA). The Act amends the District of Columbia Family and Medical Leave Act (DCFMLA), the Office of Administrative Hearings Establishment Act and the Budget Support Act. The bill’s amendment that are of significance to your organization is to the DCFMLA which expanded the laws definition of family member to include Foster Child.

The UPLAA requires private sector employers, with one or more employees, in the District of Columbia to provide paid family and medical leave. The Act is effective July 2020 but will begin the employer payroll tax deduction of 0.62% in 2019. The bill has placed limitations on how much an employee on UPLAA can receive weekly – $1,000. Employees will request this paid leave through a portal that the Mayor of DC will create. The Mayor will approve or deny requests. Any paid leave request will run concurrently with any eligible Family Medical and Leave Act and DC Family Medical and Leave Act leave. According to the UPLAA:

• Employees can receive up to eight paid weeks of leave for a qualifying parental event (i.e. new child) within a 52-week period;
• Employees can receive up to six paid weeks of leave for a qualifying family event (i.e. sick family member) within a 52-week period; and
• Employees can receive up to two paid weeks of leave for a qualifying medical leave event (i.e. employee’s health) within a 52-week period.

DC employers with less than 70 employees may be eligible to receive a tax credit per employee each year. Employers with less than 50 employees who can successfully demonstrate a financial hardship in providing this benefit may qualify to receive assistance from the Fund (an account established for this purpose).

HRinMotion, LLC will keep your organization up-to-date on this bill and how to comply with it as we approach the effective date.

Written by: Kristy Brown, MSHRM, SHRM-CP HR Compliance Officer

Best Online Resources for Small Business Owners in the DMV

Social Media – Hootsuite

We’ve heard it before—social media is not easy to incorporate into your day and it may not be your thing. That’s fine. Hootsuite is a great social media management tool that can help you to reach your audience without spending hours to do it. You can schedule posts across any social media platform, create shorter website (bitly) links with ease and you can use the “listening” tool to see what other people are saying about your business and your industry. And best of all—it’s FREE for small businesses! Take a quick tour on the Hootsuite website and get started. No excuses!

Graphic Design – Canva

Canva is a great tool for amateur graphic designers. If you have a decent eye for design, this online tool is great and provides ready-made dimensions if you’re unsure of standard formatting for brochures or social media posts. Check out Canva and start creating.

Training – CEED Training Courses

Visit the Department of Small and Local Business Development website and sign up for a training event today! Each event focuses on different business solutions and you can even request a one-on-one business counseling session. Many sessions are free or have a low to minimal cost.

Employees – Internships.com

An intern can provide a wealth of benefits to a small business owner—especially if the company runs off of a small budget. Interns are not just glorified coffee runners– they can offer a new perspective on organizational issues and you can gain brand advocates which will surely spread the word about your company. Internships.com is a great website to help you find the perfect addition to your team.

Human Resources – HRinMotion, LLC

You knew it was coming—HRinMotion, LLC is the BEST boutique human resources firm in the area. Located in Largo, MD, we help emerging small to mid-size businesses maximize investments in human capital to increase productivity and profitability. Our services? We can do anything from compensation and benefits, talent acquisition, compliance and best of all—organizational restructuring support. That means we can manage paying your employees, hire new employees, make sure your business doesn’t get into trouble with the law and restructure the way you’re operating to (hopefully) cut operational costs and maximize productivity. What’s better than that? Email or call us (240-838-7142) today!

SOURCES:
http://www.forbes.com/sites/yec/2011/12/06/5-reasons-you-should-hire-an-intern-and-3-reasons-you-shouldnt/#2715e4857a0b40a2fb1934d3
https://hrinmotionllc.com

Introducing Telework to Your Company

Punching in at 9:00 am and punching out at 5:00 pm is no longer the norm in the workforce. Many employees are rolling out of bed and into their home offices to begin the work day. Global Workplace Analytics estimates that 50% of the US workforce holds a job that is compatible with at least partial telework and approximately 20-25% of the workforce teleworks at some frequency. 80-90% of the US workforce also says that they would like to telework at some frequency. Fortune 1000 companies are aware of these changes and are entirely revamping their space around the fact that employees are already mobile and want to continue in that way. As a small business owner, it is important to understand these types of workforce trends in an effort to attract loyal and efficient employees.

The questions is– how do you transition your company to be inclusive of a telework policy? Follow these simple rules:

Create clear and concise guidelines

It is important to visualize and verbalize how teleworking will work for your company. HRinMotion, LLC can create a written guide and update your HR manual to reflect the changes and expectations of the new telework policy. In the guide, all potential issues such as attendance and productivity will be addressed and expressed verbally to old and new employees.

Get the right technology

Communication and access are key to making a telework environment work for both employees and employers. There should be an established platform that supports a “free flow” of communication between employees. Skype and Google chat are free instant messaging services that many businesses use; in addition to the phone, instant messaging can be used as a quick way for colleagues to communicate if they have a quick question and can be also used to measure productivity and attendance. If your employees need to access e-files or programs you should also consider investing in remote access file sharing solutions like Cisco or Citrix.

Communicate with current employees

Many small business owners make the mistake of not addressing workplace changes beyond an email memorandum. Implementing a telework policy is a major work environment change and should be addressed by hosting an all-personnel meeting which will allow employees to ask questions and have open dialogue.

Another caveat is that in the past, many companies have initially implemented teleworking policies based on the needs of one employee. Office gossip and assumptions can become a breeding ground for resentment if current employees feel that a privilege that has not been offered to them in the past is now being offered to a new employee. When you schedule your meeting, address these concerns head-on and remind all employees that teleworking is a privilege. Be sure to provide an updated HR manual to each employee as well.

If you’re more of a traditional professional, don’t be afraid to embrace new norms of the workplace. Teleworking, when done right, can save your business money and produce happier employees and those are major components to running a successful business.

Why You Shouldn’t Update Your LinkedIn Profile When You’re Looking for a New Job

LinkedIn is a tool that can be very beneficial to employers and employees during the hiring process. Unfortunately, LinkedIn (like many social media outlets) tell the world everything you’re doing and that isn’t always the key to success when you’re looking for a new job. Major updates to your profile sends a signal to your professional connections on the site that you are making changes in your career. If you have a current job, it may not be a wise idea to alert your colleagues (aka your boss) that you’re refreshing your profile because it is easy to assume that you’re trying to impress someone else (like a new employer). If you’re not ready to disclose that information yet, you should be very careful about the things you do and say online.

Now you ask– if I don’t update my profile, how can I use LinkedIn to make myself attractive to other companies and hiring managers? HRinMotion,LLC says “little by little is the key to success.” Be strategic when you make updates and do a little at a time. You should be consistently keeping track of your accomplishments and you can use this list to make small updates to your profile as things happen. For instance, if you are a recruiter, every time you reach or exceed a recruitment goal, add this to your list of accomplishments and update your profile. As you continue to work and make small changes, your profile will be updated, but will not set off alarms with a major overhaul and update.

Exceptions to the rule:

• If you’re moving out of the state or your company is aware that you are leaving (on good terms), it’s fine to update your profile. This may be a good time to ask your colleagues and your boss for recommendations on LinkedIn as well.
• If you are currently unemployed, then you should most definitely have an updated profile.

Confidentiality is very important during the job-seeking process. There is no need to put your current job in jeopardy while you look for a new job, so you should never publicly post or speak about looking for a new job on a professional or personal online platform. Seal the deal first, then you can shout to the mountaintop!

3 Ways to Enhance Your Work Life This Year

1) Align your current job duties with your long-term career goals.

A new workout regime is always a great way to start your year but what will you do to enhance your work life? January is great time to reassess your career goals and align them with your current job duties. Are you still trying to break into your desired career field? Would a community college course enhance your skills and assist in you getting a promotion? That’s great– now what will you do about it?

Start by creating a list using a SMART goals template as a guide.

2) Create a Google Doc to keep track of your accomplishments and praise.

As you become more comfortable in your role at work, it’s easy to forget the many skills and ideas that you bring to the table. We’ve had clients forget that their (once small) ideas turned into the base of major company initiatives years later.

Having a running list of accomplishments can support your negotiations when your annual performance review comes around or if you decide to look for a new job. We suggest using a private Google Document and try to associate numbers with your accomplishments (i.e., “exceeded recruitment goals by 20%” versus “recruited new members”). You should also consider using this list when it’s time to update your resume and LinkedIn profile.

3) Enhance your personal life through your work schedule.

Are you starting a new fitness regime? Did you just have a baby? Will your elderly parents need more help this year? The New Year is usually the starting point for many people who have new life goals and changes and adjusting your professional schedule may be vital to accomplishing those goals.

A telework or hybrid work schedule may be helpful if you need to meet your trainer early in the morning or take your parents to a standing doctor’s appointment. You may find that a flexible schedule is more helpful to your life in lieu of a raise. Write your goals down and assess the ideal schedule that will assist you in achieving them. Arrange a meeting with your boss and discuss your goals and how they relate to the success of your company (healthy employees are more productive). Be sure to come to the meeting with a concise plan and be in good standing with your boss too. If your company does not support flexible work options and you’re looking for a new job, be sure to do research and ask the hiring manager about their office environment and work options.

Holiday Hires- How to Successfully Find Seasonal Staff

If your company hires seasonal employees, you understand the aches, pains and benefits of the process. Holiday hires require a specialized recruiting, hiring and training strategy due to the short-term and low-intensity work. HRinMotion, LLC is here to help you throughout the process.

Hiring: Start early and begin with clear job descriptions that align with your organization’s mission. Because you’re competing with numerous other seasonal opportunities, start with previous holiday staffers or referrals from part-time employees who are already familiar with the company. But don’t sacrifice the business’s bottom line—look for those who are passionate, flexible and hungry to learn.

Recruiting: Consider reaching out to channels with obvious seasonal employee candidates such as higher education institutions, and be willing to stray from industry-specific spaces. HRinMotion, LLC provides you with talent planning strategies and recruitment development to ensure you find the right employees for your seasonal needs.

Training: Be both patient and focused when getting seasonal employees up to speed quickly. Give your new hires the tools and resources to get there and provide consistent feedback so both employer and employee have an efficient and worthwhile season. Consider training on a few specific tasks and areas, instead of a wider spread of organizational operations so the short season’s work is more concentrated.

But once the holiday season ends, how do you go about re-staffing? While some holiday employees could blow you out of the water and prompt a job offer, it’s important to evaluate your seasonal staff as a whole and determine any gaps or areas of work that still need to be addressed. Once you define areas of focus, begin the process again with recruitment for summer staff.

New Employee Checklist: Get the First Week Right

It’s a new hire’s first day. You’ve prepared the welcome packet with company facts, login information and specific job duties. Their desk is ready to go and you’ve blocked off time to get them settled.

Whether you’re putting them through orientation or training, it’s essential to ensure they get started off on the right foot—giving you an impression of their capabilities and making them feel comfortable during their first few days. Here are five ways to ensure you and your new hire have a successful start:

1. Introduce them to all staff. Take them on a tour and make pit stops along the way so they can meet new colleagues. It’s a simple, non-intimidating way to start the first day.

2. Follow a schedule. Set up meetings with appropriate departments and colleagues they will work with regularly. This will help your new hire to form relationships early and become aware of how they fit into the picture, as well as help the week flow smoothly with a few pre-designated tasks on the books.

3. Have them set goals. One project to get started on early is to set both long- and short-term goals. This works both professionally and personally and gets them thinking about how, where and when they will contribute to the company given their current knowledge.

4. Ease them in. The amount of information a new employee consumes during their first week can be intimidating. Either piece apart the information or schedule appropriate breaks between meetings and tasks to prevent headaches and stress.

5. Ask for feedback. Show that you care about their progress and ask how they’re doing after a few days in. It will pay dividends for both you and the employee and can prevent future miscommunication or confusion.

Onboarding lasts longer than the first week, but following these steps and creating a few of your own will allow your new employee to have a successful first few days at your organization—setting the tone for the rest of their tenure with you.

Company Jeopardy: How Much Would Your Employees Win?

How much do your employees know about your company? While you most likely included a company history or manual with each new hire’s training packet, chances are slim that they actually read it—let alone remember the information. But knowledge of the organization’s history, goals and external connections sets employees up for success and ultimately improves the bottom line.

Company history is an essential foundation of company knowledge, but goal alignment is a key process that allows employees to visibly see how organizational goals fall across departments and between roles. It promotes productivity, collaboration and purpose, which means goal execution becomes less of a rarity and more commonplace. To bring this concept into practice, HRinMotion, LLC provides training and development programs to help your staff understand how company goals relate directly to daily work processes.

For businesses of all sizes, bottom line improvement is just as crucial as relationships. Whether growing, maintaining or nurturing, employees at every level of the ladder need to know who’s who and how they impact company operations and potential. Not only could employees look incompetent and unprepared if an external company or potential client asks for company-specific information, but a deficiency of company knowledge shows a lack of care and investment on their part.

Company knowledge creates a great company culture. To ensure your employees know the significance of company foundations, keep them engaged in goal-setting and create a meaningfully connected workplace— if they see how invested you are, they’re bound to follow suit.

Why You Need Outside Eyes When Hiring New Employees

Want to prevent hiring headaches and maximize success when hiring new employees? Use external people, processes and firms. Hiring with fresh eyes provides an outside perspective that will open up your organization and hiring initiatives to innovative ideas, critical thinking and cross-functional involvement.

Outsourcing your hiring efforts gives you access to expertise and professional knowledge unavailable in-house, meaning you can save time by avoiding inexperienced prospects and better controlling recruiting and hiring methods. Whether you’ve been promoting from within and simply need new blood, have high turnover and need to find dedicated employees or simply don’t have time to search for high-value hires, using “outside eyes” allows you to take a step back and reexamine procedures and goals to hire smart.

External people and organizations have uncontaminated eyes and ears, which means they have a clear perception of how a new hire will impact the position, and ultimately the company’s bottom line. HR managers may live in a bubble—fully immersed in the technical, mechanical and tedious processes rather than considering the end goal associated with a new hire. While HR directors may understand people, they may not be as business-minded as you think—which could factor into a new employee’s overall fit into the organization. An outside perspective, like HRinMotion, LLC, can bridge that gap between HR and leadership to hire with a balanced mindset.

Embrace a fresh perspective when recruiting, hiring and training new hires—it will give your organization a breath of fresh air, the potential for incredibly successful employees and insight on how effective your business and HR strategies are supporting corporate growth.

Does Your Annual Performance Review Process Need a Review?

A consistent practice among many companies, annual reviews can be dreadful, inconsistent and meaningless for both the employer and employee. More than three-quarters (77%) of organizations conduct annual performance reviews, according to the Society for Human Resource Management/Globoforce Survey: Employee Recognition Programs. But when was the last time you updated yours?

To start, consider switching up the time of year annual reviews are performed. Many tend to fall during project-heavy or holiday seasons when work is hectic and minds are scrambled. Ask the employee when is best for them given their workload and consider more frequent communication between reviews.

Paul Falcone describes three components of the performance review cycle in his book 2600 Phrases for Effective Performance Review: Goal setting and planning, ongoing feedback and coaching, and appraisal and reward. Ensure the meeting is a collaborative effort that is employee-focused by allowing the employee to review their own work—and even the employers—before giving feedback.

To ensure annual performance reviews are most effective, HRinMotion, LLC helps your company establish metrics to ensure reviewers are equipped with timely and constructive feedback. Keeping tabs on good and bad performances year-round—instead of scrambling to compile a few examples the day before the review—allows for a consistent evaluation and productive conversation.

But when it comes down to it, an annual performance review needs practical insight and post-meeting action steps. During the meeting, provide motivating, yet actionable items that the employee can implement in their daily work and set both short- and long-term goals. Give employees tools and resources that are clearly directed toward their weakness and follow-up on a consistent basis.

Annual performance reviews processes should be updated on a regular basis. Allow HRinMotion, LLC to help yours reach its full potential.