Prevent Most Employment Problems in 7 Easy Ways
Most employment problems can be traced back to simple employment actions, errors in written or verbal communication, or failure to ensure employees receive all that they have rights to under CA and Federal Labor Law. These errors are usually preventable with some forethought, planning and careful action.
The goal of any employer should be to find and hire the best people, motivate them to maximum production and quality, and become as bulletproof as possible. You can meet these lofty goals with some simple steps that begin before you hire and continue through employment. Here are 7 methods you can take to limit your liability and prevent problems associated with employees:
Know the Position you are Hiring for
Before you hire or create a new position, make sure you understand what the position is and what the pay structure will be. Full-time, part-time, hourly, salary exempt, long term or short term? Job duties, goals and objectives? Put all parameters of the job in writing in the form of a Job Offer or Job Description and have employee sign acknowledgement of receipt.
Make Sure Your Company Policies are in Writing
Written policies related to vacation, operation procedures, attendance, call outs, sick time, dress code, etc, prevent misinterpretation and ambiguity amongst your employees. Many problems that wind up in front of the Labor Board can be tied to lack of written company policies. Make sure you have an Employee Handbook and update it annually.
Have a Plan for Periodic Reviews
Make sure employees hear from you often about how they are doing in their jobs. Whether you do this as part of an informal review process, or a formal, written process, be sure it’s consistent and frequent enough to deal with potential problems, or to reward employees with encouragement and praise. Employees want to hear from you! Make sure it’s two-way communication and listen to their feedback.
Document Changes in Pay or Job Structure
Changes to employee positions that involve compensation, employee status or significant job duties, should be done in the form of written communication that the employee acknowledges and signs. Many problems can stem from misinterpreted verbal communications and promises.
Watch the “Big 5” Wage and Hour Issues
Overtime, Vacation/Sick Pay, Final Paychecks, Meal and Rest Breaks and Timekeeping. These 5 issues represent a majority of wage and hour issues that wind up in labor court. Know the laws or make sure you get advice from the HR pros at Infinium if you aren’t sure. What sounds normal and correct in your eyes, doesn’t necessarily meet labor regulations.
Deal with Employment Issues Quickly and Thoroughly
Problems, whether performance, behavior or attendance eventually will arise in your workplace. Do not procrastinate on the belief that they will fix themselves. As part of your performance management process, deal with problems quickly before they erupt, and document any written warnings, or verbal counseling. Even if you only make notes and place them in a file, these notes can be used in court.
Tread Carefully Before Terminating an Employee
Terminations should be rare in any business if everything else is done correctly, so when it does happen, make sure it’s treated as a big deal and be cautious before you act. Have you disciplined the employee? Given them a chance to improve? Are there other issues at play such as previous wage disputes, work comp injuries, employee complaints, protected class situations, etc? Get advice before you act!
Conclusion
These are not the only factors involved in employment problems, but it’s good start. Clarity, documentation, communication and good will towards your employees are tried and true behaviors that will keep you out of trouble.
Contact us today at info@infiniumgroup.com if we can be of any service or assistance in the areas of employment, payroll, worker’s compensation or employee benefits.