Summer time is here again.

Does it seem now that everyday someone is missing from the office and on occasions, most of the staff are out on the same day? The increase in employees’ time off during the summer months happens for many reasons. School is out and it is the best time for a family vacation, or friends/family coming to visit, to name just a few. Many businesses find that they are short staffed because requests for time off were not managed effectively. There are some basic steps that can be taken to help alleviate the summer time employee shortage.

Employers should have a time off procedure that outlines the steps to request time off and is applied fairly to all staff. Important points to cover in the policy are;

• Who is authorised to approve a request for time off;

• How much advance notice is required for a request to be considered;

• How many employees can be off at the same time;

• How an employee makes a request for time off;

• How time off is granted. For example; First come, first served or seniority based.

As with any procedure, the key to success is communication. Employees should and need to know there is a procedure in place for the proper way to request time off. Many companies state that requests for time off are formally submitted, either via the completion of a form or an e-mail. In the event a dispute about time off arises, the request can be referenced, rather than relying on memory. Time off requests should be maintained in the employees file or stored with payroll records. In addition, make sure the paid time off is processed through payroll correctly, so remaining holiday balances are accurate.

A system for holiday requests alleviates the issue of having multiple employees requesting time off at the same time and leaving your business without enough staff to function properly. If you are without a system for agreeing holidays, spend some time now. You’ll be glad you did.

News & Comment

Do You Have the Right Staff in the Right Job?

A recent survey has found that one-third of British workers felt unable to achieve their full potential in their current roles. More shockingly employers estimated that one-in-six employees would be better suited to another company entirely. Not having the right people in the right roles is having a big impact on productivity with employers estimating they could be almost 10% more productive if there was better alignment. How much are the wrong staff in the wrong jobs costing your company? The 2009 Randstad Employment Trends Survey is available from www.randstad.co.uk/survey

Mediation Valuable for Tackling Workplace Conflict

Employers struggling to manage workplace conflict between employees can now access workplace mediation locally. Sue Hook from Sapience HR has recently gained the Certificate in Workplace Mediation awarded through ACAS.

Examiners commented that Sue was a very strong candidate, who demonstrated maturity and a wealth of practical experience. Her management and control of the mediation process was described as ‘impressive’.

“I am delighted to have gained this certificate. Training with the experts, ACAS, provided a thorough, practical understanding of the mediation process. Conflict between employees can cost businesses severely not only in financial terms but also in management time and stress and anxiety for those involved. Mediation can offer a meaningful and cost effective way of getting staff to address their conflict and work together better in the future“.

Ten Top Tips for Staff Engagement

1. Your staff are your business. Treat staff with respect and they will be the best advocates your business can have.

2. Keep your staff informed and involved with what is going on in the business. If they know what’s happening they can make valid and suitable contributions.

3. Let your staff know how they are doing. If they getting it right, tell them. If they are getting it wrong, tell them.

4. Give your staff opportunities to develop by providing interesting work, promotion and training.

5. Provide a healthy, safe and pleasant working environment.

6. Treat and pay your staff fairly. You will be rewarded with commitment and loyalty.

7. Recognise innovation and ideas from your staff.

8. See and be seen around the business.

9. If you promise to do something, then do it. Fulfil your commitments.

10. Take responsibility for managing the employment relationship. Preventing a breach of this crucial relationship is better than trying to repair it when it is too late.
    

Work Related Stress

The HSE Management Standards for work-related stress provides up-to-date information on how to manage stress at work. This can help companies and their employees work together to tackle stress at work. The standards can be found at www.hse.gov.uk/stress.

Quote for July…

"Drive thy business or it will drive thee" Benjamin Franklin

Sapience HR offers effective outsourced Human Resources and Personnel services and Consultancy so that companies have the right people and systems in place to achieve their business objectives.

© Sapience HR 2009