HR Girl 4'11" Blog

5 Indicators That You May Be An HR Doormat - How to Fix It

So you have a job despite the current economic state. You're feeling pretty secure, right? But there are a few things about your job that leaves you a little restless at times. Most of the tasks that used to be assigned to you have been taken over by other members of the company and even outsourced to a third party. Scratch head here.

There are growth opportunities within the organization you serve, but no one has spoken to you about them. You're simply being overlooked. What gives? You may be an HR Doormat.

If you are, it's not too late to fix it. I've compiled a list of 5 common indicators that are real, along with an action plan to fix the problem. Of course there are many more scenarios that I could have addressed, but these to me are the most frequent.

Here we go...5 indications that you are being an HR Doormat:

1. Candidates (internal and external) are strongly encouraged to submit applications or resumes directly to the chief. Recruiters and staffing agencies will sense that you are incapable of handling open requisitions, therefore they will migrate upwards in order to get things done. They will in turn alert others, including your future employees, about your insufficiency.              

ACTION: If there isn't an existing flow chart, make one immediately! Make sure that you have included yourself on this chart and present it to management. Let them know that you are  aware of the loopholes within the system and you are ready to take charge of the requisitions. Reach out to all of the recruiters and re-introduce yourself to them. Inform them that you will be participating in the hiring process from now on. If job boards are utilized, obtain pass codes immediately and make sure you keep a running log of who has access to the site and how you can regain control of the hiring processes. Only forward the qualified candidates to the respective department head, not all of them.

2. Inquires regarding payroll or benefits are rerouted directly to the HRO, because it's  responsible for furnishing accurate information to the employees.  This is a result of either upper management or the employees having frequent problems obtaining timely information from you. Now they have outsourced all personnel related functions in order for a clear line of communication to be established.

ACTION: Outsourcing functions are great, however utilizing them as a full time crutch without using your free time to focus on strategy, could buy you a one-way flight to Extinct Functionality Island. Familiarize yourself with the HRO's data systems so you can still assist the employees with the questions they may have. Speak with the CEO and management regarding your ability to learn and grow with the organization, so you can be an asset instead of a liability. Also, don't be afraid to dig into your organization and learn how it operates.

3. By the way, your company is scheduled for an HR audit, and there is a stack of paperwork  including salaries, performance and metrics that have magically appeared on your desk. Management has kept separate employee files within their own reach, of the various changes that have taken place for several years.

ACTION: Realize that the management members who hid such data has compromised some serious legal issues. State the facts to them directly and let them know how critical it is that documents such as those remain in the HR Department. And show them that you are responsible enough to keep this stuff under lock-and-key so your company won't find themselves tied up in litigation.

 4. A new hire orientation is beginning in 30 minutes and you've just received the agenda via BCC (Blind Carbon Copy). Classic move. In fact this happens more often than none. You are the last to be informed about the new hires. Many of the managers want to hire the people whom they are familiar with, leaving you totally out of the loop.

ACTION: You are more than just a note taker. You must let them know that record keeping is only a small aspect of your job. You should be the one leading these meetings and structuring the agenda and from now on you will be. Let them know that the HR Department will be facilitating and issuing the schedules for all orientations including contract labor.

 5. The new employee handbook that has been approved by an attorney, for the past 3 months has yet to be distributed because no one has time to orient their regarded departments. At this point, we all know the difference between having a handbook and the result of not having one.

ACTION: Simple, set a date, send out a notice, and prepare your speech for this new employee handbook review. It's imperative that all employees (exempt & non-exempt) have a copy of the handbook, accompanied by their signed acknowledgment. Handbooks should be reviewed on an annual basis, along with an attached addendum (if policy changes occur). Take control of the situation.

If any or all of these episodes are happening to you, or someone else who is experiencing this type dysfunction at this capacity; change is imperative. Again there are more issues I could have discussed, but I narrowed it down to just 5.

I would like to hear from you. Feel free to share your experiences.

HR Word Search 2010

If you enjoy doing an occasional word search, you will love doing this one. All words contain the letter O. And the words can be found in right-to-left, diagonal, reverse, left-to-right, up and down.

Have some fun!!

Social Networking Profile = Character Reference

While there is still a small percentage of HR professionals who use social media, there is a growing number of Recruiters, Business Owners and Hiring Authorities who use the various tools available to screen out candidates.

Current job seekers have been warned on many occasions to be careful with the information and pictures they put out there in virtual space. And Hiring Authorities have been cautioned regarding the legal backlash that could result in using social media as a screening/selection tool for candidates.Discrimination being the top possible claim, and who wants to take that one home for the team? No one! 

Like with any activity done outside of the workplace, it should be the candidates and your employees personal business, not yours. So why continue the act of snooping? It's easy to say, "Well it's out there for everyone to see". But on the same token, social media has to be used in moderation, not out of obsession.

So here is what I say to Recruiters, HR, Business Owners and Hiring Authorities across the globe, use it as a Character Reference. If you want to cruise social sites and Google candidates for information, make it a part of the character reference portion of the process.

Once they apply to your business for a job, they will give you their professional references. You should consider having them fill out an authorization for a background screening with a subsection that outlines the possibility that social sites will be utilized in the verification process. Not doing so is comparable to calling someones' distant relative who wasn't included in the personal reference section of the application. That person could jeopardize their candidacy.

So stay clean and be honest, and let them know that you will be using social sites in the verification process. This will allow them time to clean up their act. And it will provide a paper trail for your company in the event that a candidate files a claim against you because they didn't get the job. Some candidates may even save you the trouble by providing their site url, at the least the one they want you to see.

As with all things, use Social Media in moderation. Don't get overly obsessed with reviewing profiles of the candidates. The information is out there for you to use, not to abuse.

Girl Bullies in the Workplace

The fact that 40% of workplace bullies are women, should make you wonder who's really getting their work done. That victim has to put up with a lot of crap from a bully, while maintaining their quality of work. The reality is, bullies are a drain to your business, and could cost you thousands down the road. Even though the person doing the bullying is a manager or a top performer. So what should you do at this crossroads?   

If your company doesn't have a culture, now is the time to get one established along with a set of behavioral standards. A policy has to be written and signed off by all employees, even those out in the field. This policy will fall somewhere in between harassment and hostile workplace tolerance. Which actually should be ZERO. It should cover all the events that are considered bullying, i.e. screaming, shoving, setting traps, nagging, scheming and physical contact etc.

Now wouldn't it be nice if women solved problems similar to men? Like either dukeing it out followed by a handshake and a beer. But this isn't the case. What we have here is simply one woman picking another woman to pick on who appears to be a little weaker or presents some sort of threat to her position. Other factors could include stress on the home front, or just the need to be evil.

But if you would like to hear my opinion, i think that if a woman is taking her career seriously she wouldn't have time to worry about what other women are doing and if she poses a threat, so MYOB.

No body likes a bully, and no business owner wants their profit to suffer because of a bully. Nor wanting to end up in court or face an act of violence in their place of business as a result of retaliation from the victim. At any rate, action should to be taken immediately in order to exterminate the fire so everyone else involved can get back to work.

Here Comes GINA

No, she's not your long lost cousin, however, it's the EEOC's cousin, and certainly something you should be concerned about if you are an employer. Effective November 21, 2009 there will be a new regulation in place which "will protect Americans against discrimination based on their genetic information when it comes to health insurance and employment".

GINA stands for Genetic Information Nondiscrimination Act, and the bill was finalized back in 2008. It's a very simple rule that applies not only to employers, but also to the health insurance providers. As an employer, make sure that your group health insurance provider is not requesting genetic information from your employees, this will certainly keep you out of hot water.

You may order a poster from any compliance poster provider such as www.laborlawcenter.com or www.complianceposter.com. In the meantime, you can utilize this pdf for your reference http://www.eeoc.gov/self_print_poster.pdf For more information go to http://www.genome.gov/Pages/PolicyEthics/GeneticDiscrimination/GINAInfoDoc.pdf

Oldie But Goodie

Now that the playing field is wide open with cross generational competition, employers need to be cautious in their selection processes. Why? Well, in order to avoid being sued, a new way of making things more fair and less discriminative should be in place right now.

Older workers (watch my mouth), 50 plus are finding themselves at a disadvantage because of their level of experience. In a study done by the AARP, they found that "the same resumes got more calls for interviews if they appeared to come from a 32-year-old than from a 57-year-old." That's right, apparently employers are reluctant to consider older workers. Smells like a strong brew discrimination cooking, if you know what I mean.

At any rate, older workers should not be made to dumb down their resume and throw out all of their experience and hard earned time out the window. Keep your head up gang!

Employers, look alive, because these seasoned professionals have a lot to offer. And so what if their next boss may be young enough to be their child, they still deserve respect, and they still have seen things that no one fresh out of college could possibly relate to or provide input.

Here are a few adjustments to make it a little better:

1) Stop discarding the resumes that are more than one page.

2) Don't narrow your educational requirements. Not everyone with a major followed in that particular career path.

3) Using social networking sites to find pictures, is a no-no.

4) Viewing them as a liability for your health insurance plan is absurd.

5) All interview questions should be the same, including the one that allows them to share their scenarios.

6) Stop being so easily intimidated.

7) Younger doesn't always mean cheaper labor.

All-in-all, make sure that you have your organization's best interest at heart. Will this person be able to adjust and represent your company culture? Will they be able to contribute effectively for your company? And by the way, remember, you won't be in your 20's forever.

Job Title Change

I created a poll in LinkedIn that is open for discussion for both employer and employee. I'm curious to see how much a job title really means, is it a confidence booster?

Is there an emotional connection to what your title is? Does it really matter what your title is, just as long as you do a good job? How far off the mark is your current job title, to what it is that you really do on a day to day basis?

Take the poll here: If your job title were to change, would it affect the way you felt about your job? http://polls.linkedin.com/poll-results/61636/yodqj

The HR Quarterback

Everyone knows how vital the HR Department can be for an organization. Just as within a football team, every team member has an important role to play. But without the Quarterback, the leader, it would be impossible for the team to succeed. Therefore the key player within an organization, should be the HR Quarterback.

Call it… my imagination has ran a little wild, but here is a different way of looking at your HR department. Let me set up the playing field:

• The Ball = The Objective

• Team Members = All Departments and their Employees within

• The Coach = Company President

• Yard Lines = Charts the progression of the Objective

• Line of Scrimmage = The place where management meets on a regular basis to document the progress of the project at hand

• Center = The designated member within the organization who is responsible for giving the ball to the HR Quarterback

• End Zone = The ultimate Goal or final destination of the Objective

Ideally every organization should be running in offensive mode. If not, then there is no control over the Ball, in fact the Ball is in the hands of the enemy and the organization is in defense mode. But all members must work together to get the Ball back under control. Once you’re in offensive mode, then you have a place for the HR Quarterback.

The HR Quarterback has spoken directly with the Coach and knows what is expecting out of the team members within the organization. The Coach hands the Ball to the Quarterback and expects a report at the end of every Quarter. The HR Quarterback takes the Ball to the Line of Scrimmage where the snap is to take place. It’s time to play ball!!

Notice, the HR Quarterback is out on the playing field because he/she already knows the needs of the organization. The old strategies and techniques have been studied and the new ones are being analyzed on a regular basis. He/she has a good idea of what will work by utilizing a variety of technologies available.

The HR Quarterback is well informed about the new legislations that affect the organizational structure, and ways of retaining the top performing employees through various mediums. Therefore, taking care of the employees is paramount, because without them, there is no company. Strengths and weaknesses of the employees are constantly monitored prior to their annual performance. Regularly scheduled rewards and recognitions are given to employees who have gone above and beyond their individual duties. If there are members who are in need of a little more training, then the HR Quarterback arranges time for the training to occur, realizing that there is no room for a weak link.

When a strong performer is noticed, then they can be place strategically within the organization in order to effectively drive the company closer towards the goal. And if all fails, the HR Quarterback is willing to drive the objective all the way into the end zone alone.

Well, that’s my football rant for today. Hope you all enjoyed reading. By the way, do you know an HR Quarterback who you would like to recognize?

Swiss Cheesed Candidate

Every cheese has a special taste and flavor which many will like, and some will disapprove. But is it necessary for the cheese to undergo a chewing session by the rat?

Going through an interview followed by a skills assessment is one thing. But undergoing a constant drilling session with a disapproving and doubtful person is another. The feeling of being picked apart by a hiring authority can be quite draining and very discouraging. 

Why are candidates made to feel worthless when they go into an organization seeking employment? The hiring authority should be aware of their attitude towards the candidates? Understandably so, they has alot work to do, and granted there is an overwhelming number of applicants out there to sort through. But keeping the needs of the organization in mind is critical.

What progress has been made if a candidate is treated poorly by a hiring party from an organization? Chances are, the candidates will go back and tell at least 10 other job seekers that the organization is bad news. It's foolish to think that it's ok to treat candidates with little dignity, putting them on the spot and making them fill out endless personality analysis questionaires, and everything shy of a blood sample. All of that, and they never get a single follow-up postcard or email stating a decision. Remember, the hiring process is also the place where an organization can brand themselves, for the good or for the bad.

Don't be the rat, who's primary job is eating away at and poking holes into the candidates. They have enough to deal with already than to have their time stolen and character attacked. When the economy does a 360, the rat will be starving for cheese, but the cheese will stand alone.

The " One "

 
At times searching for the right employee may seem a lot like the dating game. Just when you think a candidate is going to work out, they just don't. Nor do they have the skill sets they boasted about, nor do they have your organizational standards in mind. Often times, they just come along for the joy ride and jump ship as soon as they find something new, not necessarily better.  

There is no such thing as a floating or glowing candidate, who comes into your place of business, says all the right things and has the perfect combination of goals and qualifications. If you believe that, then you're certainly in la la land. To be honest, all of us are in search of "the one", but chances are you will have to do quite a bit of searching and networking to find the right person. And once you have hiring the ideal person for your team, then it will take a courting process in order to figure out if that person is in it for the long haul. In fact, that person may have a set of non-transferable skills or an attitude hotter than a truck load of lava that will lead you down a path of matrimonial torment. So don't set yourself up to get burned. 

So before you get wrapped up in all the beautiful and wonderful things an applicant has to say, do your research. Skills assessments are a great place to start. There are non-discriminatory ways of testing your candidates to make it even across the board. Try to avoid heavy psychological evaluations and constant computer tests that leaves your candidate exhausted from 3 hours of battery.

Secondly, you will want to verify their education and certifications, because there are over 30% of applicants who state that they have a degree when in fact, they do not. But go according to the needs of your organization; if degrees are a requirement or not.

And thirdly, verifying their prior place of employment. They may not be welcome in their last place of work, so be cautious. Their track record could consist of theft, insubordination and misconduct. In some states you can only ask closed ended questions, but you can always tell by the tone of verifing voice on the other line whether or not you have a winner. Happy hunting!! If you choose to outsource these functions, feel free to send me a request for services at yonica@ahrsolutions.com. Have a great day!