HR News February 2012

Welcome to the February edition of HR News. Here we look at how Human Resources Software can help with the management of long term absence. Also with the Olympic Games fast approaching now is the time to think about your internal policies with regards to staff leave during the games.

All Talk

Conversations - still vital in tackling long-term absence and how Human Resource Software can help

The CIPD's 2011 Absence Management survey shows that half of employers believe that the fit note helps to open up a dialogue with employees.

It is prompting managers to discuss health issues with employees, which is a vital part of effective absence management, and the critical step in helping employees to either stay in or return to work. However, if employers are truly to reap the benefits of these conversations, they need to be having good quality discussions. It is critical that managers use these conversations as opportunities to understand fully why employees are absent from work and then offer the appropriate support to help the individual either stay in work or aid an effective return. Accurate reports supplied from Human Resources Software will help these conversations, as reports will show frequency of absence and any patterns that seem to be occurring.

The survey has shown all in all that the fit note has yet to have a real impact on absence, with only one employer in 10 saying that it has helped to reduce absence levels in their organisation.

In light of this data, should HR professionals be discouraged?

Not really, as it may well take five years or so before the fit note is consistently used effectively and viewed more favourably, in terms of supporting early and lasting returns to work.

Effective absence management is essentially about good people management - having working relationships based on mutual trust and confidence, and managers who provide appropriate coaching and support where necessary.

With prevention being better than cure, it is important that managers have a regular dialogue with staff to create an open and supportive culture and thus are able to spot early warning signs of health issues amongst their team, rather than having isolated conversations when issues arise. It is equally important that an employee feels comfortable enough to raise their concerns.

HR and occupational health have a key role to play in working with managers to ensure that managers have the capability and confidence needed to manage absence effectively. They need to develop skills in supporting employees with their health issues, where possible in line with the guidance provided by their GP's fit note.

Providing the relevant training and ongoing support to managers is imperative, and managers need to keep up to date with what the organisation offers in terms of staff support, such as whether or not there is an employee assistance programme or a counselling service, as well as any well-being benefits on offer.

TeamSpirit Human Resources Software can help employers to manage their staff sickness and absence records. Absence today still remains one of the most costly and difficult problems for businesses to overcome. By implementing Human Resources Software, the processes of monitoring absence are simplified, allowing you to keep related costs to a minimum.

Teamspirit Human Resource Software will enable you to run reports using the Bradford Factor, analyse absence by employee, division and department and analyse key trends in the business. Managing absence is difficult, especially in the case of long term illness. Human Resource Software may help to nip long term absences in the bud, by recognising early warning signs such as frequent odd days off.

Teamspirit Human Resources Software can also enable you to identify and track staff training needs to ensure HR training for managers is kept fully up to date.

Click here for more information on Teamspirit Human Resources Software

 

Are You Olympic Fit?

Nearly a third of UK employers have not yet made any preparations for the impact the 2012 Olympics will have on their workforce, research has found.

With the Olympic Games rapidly approaching employers need to make sure they are prepared. Employers need to be aware that employees will generally fall into two groups:

1. Those who plan to take time off during the Games because they hope to:

• Be a spectator. 6.6 million tickets were made available and many people have a good idea of what events they will be attending.
• Be a volunteer. The selection process to choose the 'games makers' has begun and successful applicants should be informed from early 2012.

2. Those that have no plans to take time off during the Games but may either:

• Hope to watch some TV or Internet coverage while at work or may wish to discuss some sort of temporary flexible working arrangement.
• Get fed up with all the fuss and any perceived favouritism shown to those with sporting interests!
  

Ensuring the Continued Smooth Running of Your Organisation

As the countdown to the Games continues, Acas will be publishing new and updated guidance to help you minimise the impact of the Olympic Games on your organisation. Human Resources Software will also be of huge benefit to business to help plan and manage attendance. Just some of the benefits of Teamspirit HR Software include:

• Managing Attendance: by talking to your employees about their plans, you may be able to keep your policy simple. You could try having a 'first come, first served' policy for booking leave - but it may help to draw up some guidelines. Use HR Software to plan holiday and leave entitlements.

• Time and Attendance - there may be problems around staff watching lengthy coverage via their computers or arriving late to work. Why not plan for popular sporting events in advance - perhaps giving staff access to a TV during agreed times? Time and Attendance Software will flag up potential problems with unauthorised absence.

Click here for more information on Teamspirit Time and Attendance Software

Finally, work flexibly: whether or not you currently have flexible working in your business, it may be something to consider, even as a short-term measure.

 

Managing the Impact of Staff Who Wish to Volunteer

Employers need to understand the legal rights of volunteers and the responsibilities they have towards them.

Volunteering can help develop your employees' skills but you obviously need to protect your business interests. Many volunteers will be agreeing to ten days work, with three days training prior to the Games. Employers may decide to match an employee's leave with special leave.

 

Using the Olympics to Motivate Staff

The Olympics may also be a good way to retain and motivate your best staff, by allowing flexible working or by perhaps holding a competition to win days off.Often all an employee wants to know is that they are appreciated, and even the simplest gesture can reassure them of their value to the business.

The Teamspirit HR Software Appraisal module is a great tool to make sure appraisals are happening on time, and that any promised training and development or incentives are awarded. Keeping appraisals, training and development up to date all help to motivate employees.

Another idea is to use the Sickness and Absence module to recognise staff that have an exemplary attendance record throughout the year. An extra day off at home during the Olympics, could then be given as a reward to staff with low absence levels. This may provide an excellent way to motivate staff when a pay rise is not an option.