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How to Maintain A Positive Culture With A Fully Remote Workforce

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With COVID-19 now rewriting how we’re working for the foreseeable future, many American businesses are trying to navigate how to successfully continue on with a fully remote workforce.

Fortunately, there are many things that business owners and managers can do to make this transition and extension of the workplace easier on their employees and maintain a positive culture for everyone.

While many states are currently adapting slightly varied mandates and suggestions about working, one thing remains clear: The Centers for Disease Control are encouraging all those who can self-isolate to do so, and stay home.

Whether your business has already made this transition or is anticipating it soon, one of the first things to do is to ensure that all remote employees have the right equipment and access required to successfully continue working from home.

Studies of traditional workplaces show that outdated and/or malfunctioning equipment not only creates stress, it also reduces morale. Giving employees the opportunity to take home any equipment (computers, printers, laptops, tablets, etc.) that they would normally use, as well as any furniture they may need, is a great way to help establish a comfortable and familiar office space.

In conjunction with this, employers can also help employees take any necessary steps to stay connected. In a busy office setting, internet and phone access is a given, but in a home setting, it may not always be the case. Employees may be challenged by this, and providing temporary hot spots, signal boosters or other equipment will not only maintain productivity, it also shows support for your employees.

Additionally, if your business is relying on new technology to communicate internally as well as with customers, make sure your employees are comfortable and competent in using video conferencing, electronic meet-up rooms, etc. Doing a quick check-in to answer any technology related questions lets your staff know that you are concerned and want their remote communication to be effective, professional and worry free.

Many people now working from home are finding themselves in a somewhat cramped and chaotic environment, with the possibility of multiple people in the home at one time. Recognizing that home and work life are not only merging, but co-existing, will go a long way in maintaining a positive, supportive culture for your workforce.

Keeping video and other online meetings brief, focusing on email communications and providing a little more flexibility in scheduling is something that all employees will appreciate as they juggle their work life and home life. Focusing on the end result of a task being completed rather than when it is completed, is also helpful. Allowing employees to extend and/or modify their workday hours to meet deadlines can help with time management, and lower stress levels.

For example, you may have an employee who also has children remotely attending school from home, as well as a spouse or partner at home. In these homes, everyone can be staking claim to computers, wifi and workspaces at the same time. Your employee may find that the best time to work is early in the morning or later in the evening when the rest of the family is preoccupied with other activities. Offering the ability to flex those at-home hours can be quite helpful for remote employees under the current conditions.

Additionally, giving employees the ability to step away from the job, even for short periods of time, can help them recharge their batteries during these stressful times. Everyone is trying their best to navigate this new normal during the COVID-19 pandemic, and sometimes life can get overwhelming.

Finally, as in a traditional workplace setting, employees still want to feel valued and appreciated. There are many ways that this can be done remotely and without significant effort:

  • Regular individual and team recognition for a job well done through a group email.
  • A direct email that recognizes when an employee puts in extra effort or helps out a coworker is a great way to show your appreciation and keep workplace culture positive.
  • Regular sharing of remote work anecdotes that others on the team can appreciate and identify with during these unusual working conditions. Everyone is in the same boat right now and humor is the best medicine!
  • A quick handwritten card, sent via US mail, or even a small token gift sent to employees’ home addresses, can be a morale booster. Investing in a packet of coffee, a coffee mug, flowers, and even something with the company logo can be a great way to remind employees that their work is appreciated.
  • When employees are allowed to return to the workplace, schedule a team activity that recognizes the effort everyone contributed to keeping things running smoothly.

Nationwide, American businesses and their employees are adjusting to remote workplaces. While this situation may be short-term, American businesses owners and managers are likely to gain some positive knowledge in learning how employees can successfully work remotely. If done right, some businesses may find that they don’t even need a physical office after all.

How can we help you?

Your helpful People Person team is here to help you navigate how to successfully continue on with a fully remote workforce.
Let's discuss your company's needs
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COVID-19: GUIDANCE FOR EMPLOYERS

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As we all know, the COVID-19 (Coronavirus) pandemic has had a significant impact on employers and employees all over the world. Businesses have been forced to close their doors to comply with stay-at-home orders, and as a result, employees have been impacted by reduced hours, temporary furloughs, and even layoffs. 

Industries that are part of the essential infrastructure guidance issued by the Department of Homeland Security, are permitted to remain open, while taking precautions to keep their employees and their customers safe and healthy. Essential businesses are still required to enforce social distancing and take other steps to prevent transmission of COVID-19.

Still, with more people staying home and some consumers having to cut costs, your business may be slower than usual. This leads to some of us having to make difficult personnel decisions. So, what do you need to know as you are faced with these decisions?

If your business has been financially impacted by the current pandemic, and you are considering a reduction in force, you essentially have three options: reduced schedule, furlough, or layoff.

A reduced schedule consists of reducing an employee’s work hours, and only paying them for hours worked. This is easier for non-exempt/hourly employees, but there are federal and state laws which dictate minimum salary requirements for exempt employees. Be sure to check your state’s requirements before making any changes to an exempt employee’s status. Employees may be able to file for unemployment benefits due to a reduced work schedule.

A furlough is a temporary, usually unpaid, leave of absence. Furloughs are generally used as a cost-saving measure, with the intention of having the employee return to work after a designated period of time. During a furlough, the employee retains their seniority, their health insurance, and other benefits. Note that according to your state’s regulations, you may be required to pay out an employee’s earned wages and accrued vacation time on their last day worked, even if the furlough is temporary. Employees may also be eligible to file for unemployment benefits during the furlough period.

A layoff is generally considered to be a reduction in force. It should be tied to a restructure or position elimination, and not related to an employee’s performance. Employers should be careful not to use a “layoff” as a reason for terminating a poor performing employee. If needed, the business must be able to show a viable reason for the position elimination, and the layoff must be handled lawfully in order to prevent any future claims. Layoffs are treated as terminations under the law, and as such, all final pay requirements apply. A laid-off employee is generally eligible for unemployment benefits.

If you own or run a business with 100 or more employees and are planning to lay off more than half the workforce, be sure to check your requirements under the federal Worker Adjustment and Retraining Notification (WARN) Act. Even if your business does not qualify under the requirements for the federal WARN Act, several states have their own “mini-WARN” laws that may apply. Be sure to check your state’s requirements.

Lastly, it’s important you familiarize yourself with the ‘Families First Coronavirus Response Act‘ which goes into effect on April 1, 2020, and applies to businesses with less than 500 employees. This new law offers paid sick leave benefits (up to 80 hours) and paid emergency leave benefits (up to 12 weeks) to employees affected by COVID-19, including but not limited to self-quarantine orders and school closures. You are also required to post a notice (email is fine for those employees who are telecommuting). The notice must be posted and distributed prior to April 1st.

As the regulations are changing and updating rapidly, it’s important to check federal and state guidelines before making any important personnel decisions. The Department of Labor offers an FAQ page which is updated regularly.

If you need assistance implementing any employee related changes and/or have questions about the laws and how to maintain compliance, feel free to contact your HR Business Partner at People Person, Inc. We are here to assist small and mid-sized businesses through this pandemic and beyond.

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10 Tips to Attract and Retain Talent!

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Successful business owners know that their biggest asset is not their inventory, their client list or even their brand: it’s their people who make the business successful.

According to the Society for Human Resource Management, a business owner can spend anywhere from 40 to 80 percent of their gross revenue on salaries and benefits. It’s a big investment, so it’s important to ensure that you’re making the investment in the right employees.

The good news is that any business can be a top employer, regardless of size, industry or revenue, by focusing on how to attract and retain employees that can help your business succeed.

Define your mission and leadership

It’s hard to work in an environment without clear goals and inconsistent leadership. Having clear goals and leaders who are on the same page helps current employees achieve success and shows potential employees that everyone on your company is working toward the same goal.

Know what you’re looking for to ensure the right fit for new hires

When hiring a new employee, it’s important to clearly define the role that needs to be filled. All positions in your company should have a well-defined job description, but it’s even more important for a new hire because it will allow you to see if a potential candidate will bring the right skill set, interests and personality to not only meet your employment need, but excel in the position.

Encourage employee engagement

A recent Gallup poll showed that in any given organization, only about a third of the workforce feels engaged at work. For current employees, an environment that encourages two-way communication and rewards employee initiative can keep job satisfaction levels high. For new employees, an onboarding experience that includes an emphasis on collaboration and welcomes input will help establish a sense of engagement as the new employee learns the ropes.

Understand the need for flexibility

Employees value a sense of flexibility and mobility to balance their work and personal lives. Giving employees some latitude in how and when they get work done, with an emphasis on the end result, can help retain your best employees and encourage top talent to seek you out.

Make your recruiting and hiring process as efficient as possible

First impressions do matter: The Society of Human Resource Management reports than 70 percent of workers are likely to stay at a new job for three or more years if they have a positive onboarding process. When hiring for a new job, does your company respond promptly to candidates? Do you make hiring decisions in a reasonable amount of time? When bringing on a new hire, are your processes streamlined and efficient or do they include endless hours of pre-employment orientation and paperwork? Those first few tasks create a strong, lasting impression on new employees and can set the tone for how they view your company.

Understand the generational differences in how we communicate and work

All stereotypes aside, each generation in the workforce does have generalized communication and feedback preferences. Depending on your workforce, you may need to brush up on their generational preferences – some prefer more independent working environments while others prefer more direction. But there are two things that workers of all ages value: constructive feedback and praise.

Give your wage and benefit package a checkup

Numerous studies show that employees consistently rank job satisfaction higher than wages, but compensation is important. If your company is a compensation leader, or offers a better-than-average benefit package, you’ll naturally be at the top of candidates’ lists. And don’t overlook low-cost perks – these small efforts can boost an overall package to the next level.

Embrace technology, and keep it up to date

Today’s employees expect that technology will be a part of their jobs and with that expectation is that any equipment will be efficient and up-to-date. Ensuring that computers, software, printers and any issued equipment are current and in good working order is not just a capital investment, it’s an investment in employee job satisfaction and efficiency.

Offer opportunities for personal development

Smart employers value smart employees, and offering opportunities for continuing education and advancement are key for keeping long-term employees. Small businesses may not offer a large career ladder to climb, but they can offer the ability for employees to become experts in what they do and learn new skills.

Listen to current employee feedback, good and bad

It takes a lot for employees to provide feedback, especially negative feedback. If you’re hearing common themes from employees, listen carefully: it may be an area that needs extra attention. Positive feedback is also a great way to ensure your business is on the right track. An employee that feels as if his or her opinion is valued is an employee that will stay.

We hope you found these tips helpful. If you have found other ways to attract and retain top talent, we would love to hear about them in the comments below!

How can we help you?

Your helpful People Person team is here to assist you with your employee retention needs.
Let's discuss your company's needs