Managing Human Resources (HR) responsibilities isn't always easy, but it can be even more challenging if employees don’t understand this important aspect of your business. Here are ten ways you can help foster positive sentiments and build trust in your HR function.
1. Communicate clearly and effectively.
Effective communication is the foundation of a good employment relationship. Regular conversations with your employees can help build trust and loyalty, and drive performance. Be straightforward and communicate company policies, practices, and strategies in ways that employees will understand. Be clear about what the company expects of employees and what they can expect from the company.
Make sure HR reinforces your company's brand and aligns with your company's values. To help maintain trust, HR should also commit to two-way communication and respond to employee questions, concerns and requests promptly.
2. Think strategically.
In the past, HR was often viewed as a transactional role, focusing on employee recordkeeping and benefits administration. However, HR has increasingly taken on more strategic responsibilities at many companies, providing valuable insight about employees' needs and how decisions may impact employees. These days, HR practitioners help shape policies and practices and develop strategies for finding, training, motivating and retaining employees.
3. Deliver policies that improve satisfaction.
How employees feel about their job, their employer (including HR), and their future with the company can have a significant impact on productivity, absenteeism and turnover. Pay isn't the only driver of job satisfaction, and in some cases, may not even be at the top of the list. Things like autonomy, a fair and equitable workplace, challenging work, recognition, flexibility, and a company's commitment to social responsibility may also be strong motivators. Find out what inspires your employees and develop policies, practices and benefits accordingly.
4. Comply with applicable laws.
There are a variety of laws that govern how employers hire, pay and treat employees. Make sure that your hiring practices are free of bias, that employees are paid fairly when compared with other employees in your company, and take all complaints seriously.
If an investigation reveals that a violation of your policies occurred, take immediate and appropriate corrective action to remedy the situation and prevent it from recurring. Administer your disciplinary action policy on a consistent basis regardless of who is involved.
5. Train your HR team.
Adequately train HR, or anyone at your company who is responsible for the HR role, on how employment laws impact your business and how to properly respond to employee complaints, conduct effective investigations, handle leave requests, and manage other important responsibilities.
6. Train supervisors and hold them accountable.
Employees may leave a job because of a poor working relationship with their supervisor. To be effective, supervisors should have proper training and guidance on performance management, communication, applying workplace rules and policies, and employee development.
When their responsibilities include the following, managers should also receive initial and ongoing training on:
- Leadership skills
- Holding effective meetings
- Time management
- Interviewing and hiring
- Compliance with nondiscrimination laws
- Motivating and recognizing employees
- Goal setting, providing constructive feedback, and conducting performance reviews
- Recognizing and responding to sexual harassment (required in several states and local jurisdictions) and other misconduct
- Understanding and avoiding retaliation
- Managing leave and other employee requests
- Soliciting feedback from employees
- Discipline and termination
Make sure your managers are enforcing company policies consistently and hold them accountable if they aren't.
7. Help with compliance through documentation.
Thorough documentation can help demonstrate compliance with various laws, support employment decisions, and ensure that everyone is on the same page. Document both disciplinary (such as verbal warnings) and non-disciplinary (such as time-off requests) discussions and keep such records in employees' personnel files. Retaining this information is important in case of a dispute later on.
8. Provide opportunities for development.
Providing employees with development opportunities is a low-cost benefit and can be an effective recruitment and retention tool. Consider offering mentoring, job shadowing, and professional development classes to show that your company is serious about investing in employees' futures.
In addition, assigning new responsibilities to help stretch an employee's skills or capabilities can help develop talent and increase engagement. Make sure you are meeting with each employee and discussing their short-term and long-term career goals. Create a development plan accordingly and follow-up regularly to check on progress.
9. Recognize employees’ efforts.
Employees want to be recognized and appreciated for their efforts at work. As a result, many employers have established recognition programs through which supervisors and co-workers can share positive feedback for a job well done. Develop a list of key behaviors you want to recognize and encourage through your program.
While recognizing top performance is important, also think about other behaviors you want to reinforce. For instance, you can recognize employees who submit suggestions for improving workplace safety or employees who volunteer to help co-workers with difficult projects. You can tailor your list for different roles depending on the job duties.
10. Get feedback.
Solicit employee feedback about the work environment through regular employee surveys, one-on-one meetings, and exit interviews. During staff meetings, ensure that each employee is heard. When employees do share ideas and feedback, let them know you will take their suggestions seriously. Remember to recognize employees for their contributions and give them credit for any ideas that are ultimately implemented.
"Stay interviews" can also help you gain insight into how you can retain employees. Ask current employees questions that address both why they're loyal to the company (an indication of what you should keep doing) and why they may consider leaving (an indication of what changes may need to be made).
These stay interviews typically include questions about what the employee likes most and least about their job, what the employer/supervisor can do to support them in the challenging aspects of their job, whether they believe their talents are being fully utilized, and what would make them consider leaving.
Conclusion
When HR is a trusted part of the workplace, it can have a positive impact on an organization. Make sure you regularly evaluate the effectiveness of your HR function and make adjustments if necessary.