Author: Angela Crangle

Got Overtime? Make Sure You’re Handling It Correctly.

When it comes to payroll mishaps, there’s a lot at stake. Costly fines, penalties, and litigation can do serious damage to your company.  

Even if your payroll mistake is accidental and relatively small, it can quickly balloon into a large financial burden. One company’s $608 overtime mistake ended up costing them nearly $45,000 when it was all said and done.

And if that’s not enough to worry about, payroll mistakes can also lead to unhappy employees, low workplace morale, class action lawsuits, and negative press. All of which are bad for business.

Where are businesses going wrong?

Payroll can be a nuanced and complicated processes, changing with every new law, regulation, and employee that comes along. If you’re not on top of it constantly, things can go bad quickly.

Here are some common payroll mistakes companies make:

  • Misclassifying employees
  • Using inaccurate time tracking methods
  • Keeping poor records
  • Missing deadlines
  • Being uniformed

Often, the problem is as simple as poor communication. Deadlines get missed. Hours are worked but not reported. Employees and managers have different expectations about what is and isn’t acceptable.

It’s all about the details

Even employees with the best intentions can put their employers at risk. Motivated staff may actually want to skip breaks and/or put in extra hours without expectations of pay. But even if these employees don’t expect to get paid for those extra hours, employers are still on the hook for following and enforcing all wage and hour laws.

Some companies will take advantage of employees like this by looking the other way and hoping they don’t get caught, but many companies are truly unaware that their employees are working off hours.

Technology plays a role here as well. Cell phones, laptops, and remote work options make it very easy for employees to log additional time off the clock without anyone knowing. Often, these employees themselves don’t realize they are doing anything wrong. But small overtime mistakes can add up to big trouble.

Keys to effective overtime management

1. Make compliance a priority

It all starts with knowing your responsibilities as an employer— and staying in compliance. Unfortunately, this isn’t something you can do one time and trust that it will take you into the future. Compliance is an ongoing process that requires constant attention.

2. Invest in your HR and payroll systems

If your payroll person is also your HR person, your accountant, and your receptionist, you’re just asking for a wage and hour violation. Invest in strengthening your internal HR team or consider partnering with an outside payroll company to help. Whoever is in charge of these things needs to have the bandwidth, knowledge, and experience to get them done correctly.  

3. Classify employees correctly

Misclassification of employees is one of the most common causes of labor lawsuits. Pay close attention to the rules for classifying contractors, exempt, and non-exempt employees— and follow them to the letter. If you’re feeling uncertain, this is another area you can ask a payroll expert for help.

4. Communicate with your team

You’ve gone through the trouble to learn the ins and outs of wage and hour law, but do your employees know what they need to do? Spell out the details of what is and isn’t acceptable when it comes to overtime and hours worked and let them know what will happen if they don’t follow the rules.

5. Keep accurate time

If your time tracking system isn’t accurate, your payroll system won’t be either. It’s as simple as that. Find a system that is consistent, precise, secure, and easy to use. Then, make sure you get your money’s worth by clearly explaining how it works and requiring everyone to use it. 

Play it safe

Effectively managing overtime will help protect your company from payroll and compliance violations, wage and hour fines, and class action lawsuits. This alone should be more than enough motivation to keep you on the right side of wage and hour compliance, but it doesn’t end there.

Avoiding payroll mistakes will save you time, money, and headaches. It will also keep your employees happier— which means they’ll keep clocking in for years to come.

 

Content provided by Q4iNetwork and partners 

Photo by ViDi Studio

Your Employee Handbook: Beyond Rules and Regulations

 

You know it’s important for businesses to have an employee handbook, but you may be wondering how having one in place can benefit both you and your employees.

Beyond spelling out company policies and rules, a well-written employee handbook can be a very useful workplace tool for both employers and employees. Some of the things it can do may even surprise you!

Here are a couple of unexpected ways this document can facilitate business growth and help you recruit and retain employees. 

A tool to manage growth

When companies are very small or just starting out, it’s easier to set and manage expectations, self-police behavior, and maintain a cohesive company culture.

As businesses grow and evolve, these things become exponentially more difficult and the need to formalize organizational policies, systems, and expectations becomes much more critical.

An effective employee handbook will clearly outline essential business processes such as behavior standards, safety information, leave policies, anti-discrimination policies, compensation, and employee benefits.

Clarifying HR processes can significantly reduce the amount of time spent going back and forth to resolve employee issues and misunderstandings. This can be especially important for small businesses, where both time and resources are scarce. Your employee handbook will also promote consistency in how employees are treated, helping to keep your business in compliance and out of court.

A culture enhancer

In addition to serving these very practical purposes, your employee manual can be a great way to reinforce your company culture and values.

The employee handbook is one of the first documents your new hires will receive. Keep in mind, they’ve just gone through a hiring process that portrays your company in a certain light. Now is the time to keep that light shining bright by reinforcing all the things you talked about during your recruiting and interview phases.

If your recruitment process is based on a “We care about our employees” message, your employee handbook is a great way to reinforce that notion immediately after. On the other hand, if it reads like a clinical set of procedures, rules, and discipline polices, your new hires are going to notice that these things don’t match up. This could put your new team members on the defensive and cause them to question the decision to jump onboard.

Here’s how you can use your employee manual as another way to make your employees feel good about joining your organization:

  • Include information on your company mission and vision
  • Talk about how you demonstrate your organizational values
  • Outline your employee benefits and compensation packages
  • Promote your employee wellbeing programs and/or initiatives
  • Offer information on where employees can go if they have questions and complaints
  • Let employees know what resources are available if they need professional and/or personal help

If you view your employee handbook as a formality, an afterthought, or a formal list of company rules, you’re wasting an opportunity to showcase who you are as an organization.

Folding an employee-first message into your manual will not only strengthen your company brand and message, it will remind your happy new hires why they chose you.

 

Content provided by Q4iNetwork and partners

Photo by Africa Studio

 

Are You Working Remotely or Remotely Working?

Remote work is getting a lot of attention right now. So is oat milk. But that doesn’t mean it’s for everybody. Every business is different, and so is every employee.

If you mention working remotely to a group of people, you’ll likely get two distinct reactions:

  • A dreamy look crossing the face of those imagining days of peaceful productivity with no commute, no interruptions, and total freedom over their schedules.
  • A visible shudder from those trying to picture getting any work done in a home office with no structure, no coworkers, and an endless swirl of constant distraction.

Some people love the freedom of managing their own time. Others crave routine, structure, and guidance. Some employees thrive in environments full of people and noise and chaos. Others crave chunks of uninterrupted quiet time and working independently.

The remote work trend

It’s no secret that today’s employees and job candidates are looking for flexibility and work-life balance. When employees say they value remote working options, they mean it. But they may not have actually done it. Which means they may not be prepared for the reality of it.

Here are some common things remote employees struggle with:

  • Isolation
  • Anonymity
  • Disengagement
  • Difficulty focusing
  • Lack of leadership/guidance/communication
  • No clear line between work and home
  • Distractions (too many or not enough)

Sometimes these challenges are temporary and disappear once a healthy and effective remote work routine is established.

Other times, these issues are more about the person than the structure.

If you’re the kind of person who hates leaving things unfinished and your office is right down the hall, this can quickly lead to overworking and burnout.

If you’re the kind of person who gets easily distracted and has a hard time reining yourself back in after an interruption, your home office could be a recipe for disaster.

Despite all the shiny promises and benefits of remote work, the truth is it isn’t always what it’s cracked up to be. Remote employees may find themselves craving more quality face time or office time, and some businesses may be wondering if they should continue to offer telecommuting options or try to shove their remote work program back into the magic bottle it came out of.

In either scenario, there are some good lessons to be learned here.

Whether you’re a business owner trying to figure out how to offer remote options or an employee trying to work remotely, sometimes it just isn’t a good fit. Admitting this is the first step to finding a solution that is.

What works for you? 

Having a solid remote work policy can reduce business operation costs and open up a whole new candidate pool for employers. It can also be a big differentiator when it comes to employee recruitment and retention.

Employees say they want to work from home, but what they really want is the flexibility to balance the many demands of work, family, and life. Sometimes this means remote work, but it could also mean something else. A flexible schedule, paid time off, employer sponsored healthcare, or some other workplace benefit.

If remote isn’t working for you or your organization, don’t try to force that square peg into a round hole. Work on finding something that fits.

 

Content provided by Q4iNetwork and partners

How to Keep Your Workplace Safe

We know what you’re thinking: Did this guy fall or is he just breakdancing? When it comes to evaluating risk at work, things may not always be what they appear. Something you may think is perfectly safe could have hidden risks. And something that looks like a disaster could just be a talented employee who is really feeling the beat. 

How to stay on the safe side

When we think of workplace safety, images of heavy equipment and manual labor often jump to mind. But the truth is that on-the-job injuries can happen anytime, anywhere. Safety hazards are ever-present: at job sites, in vehicles, and yes, even in the fanciest of offices.

Everyone wants to work in a safe environment but minimizing workplace risk is an ongoing job. Here are two key ways to make sure you are creating a culture of safe working habits. 

1. Pay attention

Not all risks are blatantly obvious, and not every unsafe practice results in a spectacular accident.

Many workplace injuries happen slowly and over time. Repetitive motions can take even your best and most seasoned employees out of the game. Things like non-ergonomic workstations, heavy lifting, and frequently repeated movements can lead to repetitive stress injuries that leave people unable to do the jobs they’ve done for years.

Call in an ergonomics expert to evaluate how your team is working and stay up to date on best practices for jobs with repetitive motion. Educate yourself and your team about using proper techniques and how to spot warning signs that you aren’t. 

As you start looking for potential safety hazards, think about how well you can see. What’s your lighting situation like? Do you have shady areas, dark corners, and too many lights out? It’s hard to work safely when you’re in the dark. Make sure your work areas are well-lit so your employees have a clear view of their work and each other.

Are your employees coming to you with concerns? If so, take them seriously. Those who are working the same jobs day in and day out are well positioned to see hazards that others might miss. Brushing off concerns as merely complaints isn’t going to make your workplace any safer. It also won’t do anything to build employee trust, confidence, or loyalty.

On the other hand, workers who do the same jobs day in and day out may become immune to certain job hazards that really should be fixed. The carpet roll you have to step over every day. The wobbly storage shelf. The reflective vest that disappeared. That outlet that never does works quite right.

How many things has your team has simply been working around instead of fixing or replacing?

There are plenty of hard-working employees who don’t want to bring attention to these “little things” or to themselves. But all it takes is the right set of circumstances for a little thing to become a big thing. Make sure you’re doing safety walk-throughs and interviews on a regular basis to identify any potential unsafe practices.

2. Reward the right behaviors

Too often, employees are praised or rewarded for unsafe practices, such as:

  • Working at a fast pace
  • Taking on back-to-back shifts
  • Powering through adverse conditions
  • Showing up for work no matter what

This is short sighted thinking that can easily backfire. Employees should work at a safe pace, not a quick pace. They should also be well rested, healthy, and alert. Pushing your staff past their limits may seem like a great idea when you’re battling deadlines and bottom lines, but overworked and overtired employees are a recipe for mistakes and accidents. Not to mention expensive claims, fines, and employee turnover.

Trying to squeeze a little extra ROI out of your employees can cost you big time. Why not reward safe behaviors instead?

  • Catch someone being safe? Call them out as a shining example! (Gift card are also great)
  • Throw a party for X number of safe work days.
  • Reward those who find potential safety hazards or offer solutions for safer processes.
  • Incentivize people to attend safety meetings with prizes, food, or coffee cards.

Rewarding positive behaviors is much more effective and fun than punishing negative behaviors— or suffering the consequences.

Safe business = better business

Safety is about taking care of your people, but it’s also about taking care of your business.

Ask any company that has dealt with a workplace accident or injury claim and they will tell you it’s better to be safe than sorry. An unfortunate incident could cost you huge amounts of time and money. It could also cost you your reputation, your staff, and your livelihood.

Creating a culture of safety requires ongoing effort, investment, and commitment, but these things will all pay off big in the long run. Investing in a safe workplace is a great way to help protect your employees, your business, and your bottom line.

And today is a great day to start.

 

Content provided by Q4iNetwork and partners

Photo by Gino Santa Maria 

Three Ways to Think About Workplace Safety

According to an analysis by Liberty Mutual, the two most expensive causes of workplace injury are overexertion and falls. These two things alone cost employers nearly 23 and a half BILLION dollars last year. But that’s not the only reason to think about raising your workplace safety game.

Workplace safety is a concern for many people on a variety of levels. Employees expect to be provided with a safe place to work. Customers expect to have a safe experience in the places they frequent. Banks and insurance companies want to work with companies that aren’t being unnecessarily risky. And business owners have a whole other set of worries:

  • What happens if an employee gets hurt?
  • Who will cover shifts if an injury causes someone to be out for an extended time?
  • How will an accident affect our operating costs? Healthcare? Business insurance?
  • What about expensive fines, penalties and litigation?
  • Are we even in compliance?
  • How can we protect our employees and ourselves?

These are all very valid questions and concerns. Let’s talk about how to keep your company and everyone in it as safe as possible.

1. Think big

Safety is about more than just checking the boxes required to comply with Federal and local regulations. If your company is doing the bare minimum to meet workplace safety requirements, you’re going to get the bare minimum when it comes to results.

If you really want to put safety to work for you and your business, you need to think bigger. Create a culture of workplaces safety. Don’t just make it a priority, commit to making it one of your core values. Weave it into your infrastructure, your operations, and your daily reality.

Here are a few quick ways to get started:

  • Make time for it. Move safety to the top of your to do list and keep it top of mind.
  • Include workplace safety as a critical part of all business decision-making processes.
  • Train staff and leadership thoroughly from a safety-first perspective.
  • Communicate about safety openly and often.
  • Put your money where your mouth is. Invest in a safer workplace.

There’s a big difference between talking about safety and actively working to create a safe environment. Employees can tell the difference between an employer who says they care about safety and one who truly does. Be on the right side of that equation.

2. Think small

While you’re building your strong foundation for safe practices, don’t be tempted to let the little things slide. When it comes to workplace safety, little things matter. Workplace safety often lies in the details, where little things can become big things in an instant.

A loose cord, a slippery floor, or a cracked pair of safety glasses may not seem like a big deal, but in the wrong set of circumstances, it could be.

If an employee comes to you with a safety concern, no matter how large or small, take it seriously. Better yet, be proactive about finding potential unsafe areas, equipment, and practices. Do a safety audit to determine what tools and processes need to be fixed, replaced, or thrown out entirely.

Not only will this keep your workplace safe and your business protected, it will show your employees that you care enough to invest in their wellbeing.

3. Think smart

Everyone wants to work in a safe environment. That’s a no-brainer. So how come so many businesses don’t do what it takes to actually get there?

Perhaps they think that fully committing to workplace safety sounds way too:

  • expensive
  • complicated
  • time consuming
  • unnecessary
  • paranoid

If you’ve run into some or all of these objections at your company, now is the time to refer back to the Liberty Mutual study, which found that disabling workplace injuries cost employers over $55 BILLION dollars last year. That’s right. Billion. With a B. Now which strategy sounds more expensive?

Focusing on workplace safety is smart business. It’s not just good for the health of your employees. It’s good for the health of your organization. And that’s good for everyone.

 

 Content provided by Q4iNetwork and partners

 Photo by Michael Simons