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.

Stay There Til You Get It Right

Sound familiar? You may have been told that as a child, but it does not always apply as an adult. If you have ever been in a position that doesn't allow the slightest amount of brain power, or if you have been overwhelmed with an assignment, then you are familiar with the amount of frustration that some of your employees may be facing. 

 If you have a staff member who is obviously having some difficulties with their position to the point where they are struggling to adjust, grasp new concepts, or their frustration has almost reached boiling point here are some options:

A. Analyze the situation. See how long the employee has been in their current position. They may be too green for an accurate performance evaluation, therefore they may have a minor adjustment issue. Make sure that they have been given proper training and the tools needed for their position along with a clear understanding of what the company expects. If the employee has been with the company for several years, they may be experiencing burnout, so it may be time for them to expand their knowledge & skills in order to apply them somewhere else within the company.

B. Employ mentorship. Having an experienced member available to answer questions and provide insight can make a huge difference. Some employees need a little extra time in order to familiarize themselves with the functionalities of their job. Having someone there as a professional guide can take a load off of their immediate manager. Three (3) months is long enough for a person to get the majority of their questions answered through their mentor.

C.  Offer them the option of transferring to a different position or department (if available). The employee may have a set of skills that aren’t a match for their current position. This could occur if you have heavily relied upon outdated assessments to place candidates in certain positions. If transferring is an option, make sure that they not only qualify, but have the drive to make it work. At any rate, they still have to prove that they are capable of assuming a new role, so first make sure that they are evaluated properly through the use of personality profiles and skills assessments before recommending them for a new role in the company, “show me the money”.

D. Wait another 6 months so they will have a poor performance evaluation. Besides the proof is in the pudding. Once they've shown that they are incapable of doing their job and it is well documented, then you can't be sued. (Many companies do this all the time.)

E. Just fire them because they can't get it together. There are thousands of other people who can replace them right now. You don't have time, everyone that comes on board should be able to hit the ground running. (Nice mentality, don’t you think?)

Let's face it, ruling your employees with an iron fist is out. But retaining good talent is in and will be here to stay for a while. If you selected D or E, I really feel sorry for your employees, because they will be joining the 60% of workers who are waiting for the economy to pick back up so they can leave.

Remember, every employee contributes to a company, through their position. Giving them the right tools and a reasonable amount of time to do their job, is a small step in the right direction towards retaining good talent. Avoid at all cost forcing an employee to stay at a dead end job, because it's a sure fire way of showing that you really don’t care, and therefore they won’t either.

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.

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?

Blind Employment Ads

With many avenues for advertising your vacancies available, such as the internet, local newspapers, job boards, and networking groups. You are sure to receive many inquiries and applicants.

Your main purpose is to fill that position, and your main objective is to find a quality / qualified candidate. You also would like to get your point across, precisely so there isn't any questions as to what the job will intel. Yes, all of this must be done in a few short sentences so your advertising budget doesn't explode.

Why spend all that time, money and effort into posting your positions, only to receive mediocre responses. You must ask yourself, why am I receiving such responses. Why didn't these candidates who claim that they are interested in working for my business, take the time to read the ad and respond appropriately. Well, the answer could more than likely be right at your finger tips.

The truth is, you didn't clarify the job and its requirements, and possibly the consequences of submitting incorrect information if the candidate chose to ignore the guidelines for your request. Also, if you didn't include an email, address, phone number or point of contact, it will lead to candidates having to hunt around for your information and in return, they will contact the wrong individuals within your organization for employment opportunities.

So save yourself a lot of grief, be clear precise and to the point. And all will live happily ever after.......

Welcome & Enjoy

Hi Everyone, Welcome to my blog. To tell you a little bit about myself, I'm an HR entreprenuer. I am the owner of Atlantic HR Solutions, located in North Carolina. I have been in the Human Resources field for almost 10 years now. I really enjoy it, but with any career path, there will be ups and downs and several disappointments. I created this blog for informational purposes. I will try to keep the information flowing and up to date. My goal is to enlighten my readers in shorter than 4 minutes per blog. My mood will be straight to the point (I don't believe in a whole lot of fluffery), factual, and with supporting evidence. I will share my knowledge, skills and experiences, so try not to get bored. Enjoy everyone and again, welcome to my blog.