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February 22, 2018

Reach into your pocket, pull out your smartphone, and this is what you’re likely to find; you will find a suite of applications capable of performing complex tasks to make your life easier, and connected. Likewise; in today’s competitive travel industry a well-integrated HRMS software is all what is required to manage all travel-related queries, submit and approve all requests related to a business trip, along with estimated costs from a single window.

Managing travel queries, ad hoc-travel requests and queries have been one of the most complex tasks for any business. It encompasses a wide range of activities to be undertaken quickly and precisely. To begin with, if an organization is processing its travel manually, the process becomes tedious and error-prone. But, if the process is automated with the advanced software, the benefits will be manifold, like timely processing and better and accurate results.

                               EASY INTEGRATION. QUICK IMPLEMENTATION
                              Explore next-gen features for your Travel Needs

Exclusive Benefits Of Using HR-One Travel Management Software

Record and get approvals instantly
Implement your travel policy with the travel module. Record and get approvals for travels and track travel expenses. Automatically maintain a travel calendar with Travel management software.

Manage travel reimbursements aptly
It’s a real headache for HR and admin personnel to manage daily travel reimbursements and keep a record of every single transaction. In this context, the travel management module of HR-One can work well by managing corporate travel expense without compromising on quality and productivity aspect.

Centralized travel desk
Say good bye to all travel related woes. Make the best use of a centralized travel desk and escalate all your concerns, travel booking needs, and queries through this desk.  Once bookings are confirmed, you can view notifications sent to the respective team members and managers.

Automated Travel Planner
Now it’s easier to create a detailed travel itinerary and plan the trip as per the approved policies. Employee can specify travel needs, stay preferences etc. with this module.

Completely Secure
Your travel related Information is highly-secure and confidential.  You can count on HR-One travel management software for complete security and saving all your travel-related expense and record in this software.

Extremely quick, easy and intuitive system
There’s no need of intensive training to get a hands-on this module. This travel module is extremely easy to use and you need not have to undergo weeks or even days of rigorous training to use this incredible software.

On the Go Access
HR-One HRMS gives a fabulous combination of intuitive usability for employees and powerful self-service features to raise any query or access record or status online 24/7, anywhere, and from any internet-connected device.

Quick claims disbursement processes
This software helps employees receive claims and travel expenses with greater ease and comfort. This remarkably reduce conflict and foster a healthy workplace.

Easy Tracking
Eliminate complexity with systems in place for tracking of claims and travel requests based on company policy.

To summarize, automation is slowly becoming the norm and completely changing the way we do business travel transactions, and a Travel management software is turning out to be a must have technological advancement for your business.

Automate your Business Travel with HR-One HRMS

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By HR-One Team
November 3, 2017

When a business is growing and expanding, it needs to keep a watch when employees come in and go. Almost every organization’s journey from a SME to large organization speaks similar story. Administration of employee attendance requires several mundane tasks to be completed and loads of paperwork to deal with. So, there requires a discipline in the way an organization operates and log attendance.

The modern-day workforce is dispersed as many would be working out of remote locations and   availing flexi-working arrangements. In such a complex business environment, how can a company keep a check which attendance tracking mechanism is the best? In this scenario, poor attendance can mean loss of productivity, loss of potential opportunity, all of which affect a company’s bottom line. So, whether you are using manual systems (pen-paper, spreadsheets), basic biometric systems, web-based LMS, or card reader (magentic/bar-code) automating the entire workforce management process is critical in managing data better and derive useful insights from it.

There are several attendance tracking software available for this purpose. HR-One HRMS is one such solution that automates your complete HR processes and is available on the cloud, ready to deploy.

The attendance tracking software also empowers employees to mark and correct their attendance, without the need of any hardware based time-tracking devices. However, to prevent any misuse, you can allow attendance to be marked only with a specific login IP address for each employee.

Reduce the reliance on HR team

The attendance tracking software enables employees to access their information as per their ease or through their smart devices which reduces dependency on the HR Department and results in employee empowerment and satisfied employees.

Further, employee self-service system lends a lot of clarity both to the employee and to the HR team as there is a less confusion and conflict. Since the rules are clearly stated, there would be specific details to prevailing deductions taken for a particular day, if any.

Easily Integrated

Most attendance tracking software works seamlessly with any kind of hardware like biometric device (fingerprint or facial canner), smart cards etc.  The integration is seamless, effortless and quick. It brings about a huge change and a difference in the way you log attendance.

HR can focus on more strategic tasks

This software solution enables HR to focus more on strategic policies and planning when manual and regular work gets automated such as attendance, leave (vacation), restricted holidays, and payroll etc.  The results are smarter system that gives a precise picture of employee attendance.

Managing the millennial workforce is never easy.  HR-One attendance tracking software goes a long way in easing HR’s burden of manual processes and heaps of paperwork. It  can also be used to capture shift timings and update data from anywhere and anytime.

How is Your Business Tracking Attendance?

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By HR-One Team
September 15, 2017

Organizations are increasingly being liberal when it comes to providing leaves to new fathers at the pace we never imagined before. A few months back, maternity leave, surrogacy leave and adoption leave has been extended. However, alongside this change, a lesser-talked but much wanted change was shaping up. For the first few weeks following birth, both mother and father need that time with their little bundle of joy. Just like maternity, paternity leaves hold importance too. Studies have demonstrated that father who are involved with their families are more psychological content. They lead a satisfactory life, longer life and better relationships with their partners.

Given all of these benefits, a majority of parents do take some time off following the birth. However, the ratio and leaves allocated to father are comparatively lesser as compared to mother.  The Central government has granted a paid leave of 15 days to its male employees for a decade now, but majority of private sector still dictate the same leave patterns for new dads. As of growing importance of paternity leaves, we still see several companies offering a few token days (five or 10) of leaves to new dads; others are evaluating and considering progressive policies for new dads.

According to a latest report, India is among the top 10 countries with the highest percentage of companies providing paternity and adoption leaves above the statutory requirement in the world. While big-giant players like Amazon, Virgin, Google, Facebook and Microsoft are updating their paternity leave policies and for good reasons too. At the same time, mid-size companies are still catching up the race.

While there might be some truth to the beliefs that paternity leaves might just be extended holidays for men, it might do us all some good if we also think from the other perspective as well. Let’s take a quick look as how it paternity leave benefits is not just good for dads, but also for kids.

A new academic study finds that men who take paternity leave develop a strong bonding with their kids and do better on some cognitive ability tasks. It will change the perception of dads and they will also gain enriching experience out of this.

Further, new fathers should be willing to take paternity leaves and should cast away their apprehensions of availing paternity leaves and asking for their rights to live this new chapter of their lives. Companies, who are still contemplating about updating their paternal leave policies can evaluate productivity, level of satisfaction and fulfillment for new fathers. At this time, when companies are focusing more on employee engagement and their satisfaction, supporting them during such an important time will create a path of trust, integrity, collaboration, loyalty and commitment.

Companies Manifesting Itself Firmly in Giving Time off to New Dads

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By HR-One Team
July 28, 2017

There are situations where HR professionals need to communicate some tough decisions to employees. Let us assume a situation where a lay off conversation is going on between an HR representative and an employee. The conversation was a hard one because the employee was asked to leave the organization. Cost rationalization was the major reason for this layoff. Hiring and firing are two common tasks in an IT industry but the major hit is how the HR fraternity member handles this situation.

While it is an unfortunate fact that such unpleasant communications are majorly led by HR people, but it is a part of their job. However, when such conversations take place, they should never forget that they are dealing with humans and not machines. It is important that these types of situations are dealt with utmost care, sensitivity, and empathy. HR people should always imagine themselves in the respective employee’s shoe and start the conversation because you never know what impact such decisions create in the lives of people.

So, what are the best ways of dealing in these types of situation? Let us have a look…

  • Make sure that you have checked all possible solutions before making such a big decision of asking somebody to leave the organization.
  • Try to work out a humane severance package. It doesn’t matter if it is beyond the notice clause mentioned in the appointment letter.
  • Ensure that there are provisions for all the benefits till last working day of employee. This includes medical insurance, transport facility, etc.
  • Organize a personal meeting to convey this unfortunate message to the employee. Be patient and calm at the time of handling this situation.
  • Try to offer personal help and support. It helps!
  • Make sure that you reassure employee about positive background checks throughout in future.
  • Do not become inhuman by escorting the employee to the exit door soon after the conversation. Provide sufficient time to the employee to go back to the workstation and collect all personal belonging.
  • And, try to be humane at every point.

Conclusion

It is a fact that organizations exist to generate revenues and not to operate for charity. However, when there is a lot of cost pressure, it is important for an organization to look at other alternatives before asking employees to leave. For example, cutting down operations cost, salary cuts, etc. If you are truthful leader, then people will understand the situation and would accept this decision. Asking someone to leave the organization on account of business reasons should be the last step.

HR professionals should be humane during layoffs

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By HR-One Team
July 10, 2017

After Goods and Services Tax (GST) came into limelight, HR must work hard in terms of rethinking and bringing new guidelines that can satisfy both employee and employer.

GST is a tax reform that is expected to transform the Indian economy and catapult its growth. Its main objective is to streamline India’s complicated indirect taxes being levied by Union and State Governments. Adopting changes like these is never easy. Everyone including small and large business entities are busy in understanding GST and complying with its regime. Even the Human Resources departments are engaged in determining the impact GST has on financial benefits for their employees under various categories across the board.

Every new thing has got teething issues and so do implementing GST! Let us see some of these issues that you might face at the time of implementing this unique tax system.

Corporate gifts

In India, there is a tradition that most of the employers follow – distributing gifts among their staff on special occasions. For example, Diwali is one of the festivals where companies distribute gifts to its workforce. There are other occasions also, like birthdays, long tenure, farewell, etc. where employers gift something either in cash or kind to their employees. Now, all these varieties of gifts will come under GST.

GST needs to be paid if the gift’s worth increases beyond rupees fifty thousand for a particular financial year. So, how will it be calculated? Well, if the combined value of the gifts exceeds rupees fifty thousand, then GST will be applied on the value beyond rupees fifty thousand. However, GST will be applied on the total value of an individual gift if it is worth more than rupees fifty thousand.

So, what is an additional work for HR? HR and all the related departments need to track the value of each and every gift given to its employees in the given financial year in order to determine how much GST needs to be applied.

Company sponsored transportation and other subsidized facilities

Now a day, most of the companies provide pick-up and drop facility to its employee. If it is provided as a benefit in the employee’s contract, GST will not be applicable in such a case. On the other hand, if it is not mentioned in the employment contract, then it will be determined as a service provided by the employer to its employee, which will attract GST.

The HR people have to be on their toes with active brains to come out with new ideas in order to modify their contract with the transport vendors. The contracts can be modified to mention that the transportation services are a direct offering to the staff by the vendors and they are merely a mediator for recovering invoices on behalf of the vendors from the employees.

Subsidized or company sponsored food facility

Companies do offer food to its workforce at subsidized rates or completely sponsored. There are special occasions, such as festivals when companies offer delicious food to its employees. In such scenarios, GST has to be paid on the sum being paid to the food vendor.

However, there is a way out from it! The company can claim the credit only when it is treated as an outward supply at an open market price for its employees. There is a requirement of amendment in the existing contract where companies have to show that food is being supplied directly to the staff by the food vendors and the company is just an entity assisting in recovering the invoices from the staff.

Transactions remain unaffected by GST

There is some good news also! Besides the employer-employee transactions mentioned so far, there are some areas yet to be covered by GST. Listed below are a few transactions that are not impacted as yet by GST.

  • Medical insurance and health checkups
  • Assets provided by the company, such as computing devices, mobiles, etc.
  • Reimbursements towards mobile
  • Benefits towards relocation
  • Insurance towards personal
  • Long service award
  • Company vehicle
  • Temporary accommodation
  • Leasing of house
  • Employee referrals

Conclusion

Irrespective of the case, it is important that HR has to foresee all processes as well as all transactions that are going to be affected by GST. Also, the HR and senior management have to proactively look into other unnoticed areas to refine and streamline existing process more.

Nascent stages of introducing any new change, especially a change as radical as GST required a lot of transparency in communication and responsiveness to questions and concerns. It is important that the HR department provides communication to the stakeholders that include employees for all changes being introduced.

Impact of GST from employee employer perspective

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By HR-One Team
May 5, 2017

This is the first day of a new hire and is all excited to be assigned to a new project and meeting new colleagues. But, instead of getting a new project or an introduction with the team, the HR hands a pile of papers (legal and company onboarding forms) that needs to be completed prior to join a team. All his excitement goes out of the window.

It is very important to have a quality onboarding when you join the company and one should not undervalue the onboarding process. It is also essential for the companies to realize that how they can implement a paperless onboarding process to save time of all the stakeholders.

If a company adopts a paperless new hire and onboarding system, they can enjoy the following benefits.

Faster and more efficient way to handle data

Mostly new hires are eager to meet the team at the earliest and focus on their work. They are not keen in spending the time in filling up the endless pile of papers that often requires filling the same information over and over. Online filling of information takes much lesser time than manual filling.

If HR can handle all this paperwork in the cloud or in the HRMS software, then the new hires can complete the paperwork at their own convenient time. This way their initial days can be spent doing what they have been hired to do.

Thoroughly compatible with the HR data

When a new hire joins a team, the HR department needs to keep track of so many details. If a company is using a good paperless onboarding system, then there is no need to send reminders to the new hire. The system will provide alerts and reminders to both the new hire and the hiring manager to ensure that all the required information has been checked in to the system.

With advanced techniques, like digital signatures and secured cloud-based data storage, all the employee information will be stored in the secured location and will be in full compliance of the HR policies.

Conclusion

The days when the HR manager has to personally sit with the new hire to get all the documentation work done is over! On the other hand, now the new hires can complete all necessary paperwork remotely, as per their convenience, and can enjoy the new work fully.

Benefits of Making Employee On-Boarding Paperless

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By HR-One Team
April 3, 2017

Receiving is good, but giving is better – this seems to be true in case of workplaces and recognition. This may sound a little confusing, but a recent study conducted by OC Tanner on almost 3,500 employees suggests that employees who give recognition to their colleagues feel more confident at work. The participants included employees working for more than 18 years in companies with workforce of 500+ from various countries worldwide, including India, Australia, US, UK, Canada, Germany and Singapore.

Given below are the key findings from study:

  • Around 90% of participants who gave recognition to colleagues said that their work has seen considerable improvement and innovation during last year;
  • 89% said that giving recognition helps in fostering a good company culture;
  • 79% said that the person who gives recognition to colleagues also feels encouraged and morally obliged to work harder;
  • And finally, 75% participants said that giving recognition made them feel that they should stay longer in the company.

These’re very important findings, which can help leaders solve a wide range of problems that often plague the companies. There’s often a lot of talk about Performance Management HR Software System and innovative appraisal strategies among HR managers, but small things like this can also make a lot of difference. Challenges related to employee engagement, company culture, morale and attrition – all can be tackled nicely by taking advantage of this one simple strategy. All you need to do is to foster a recognition culture in your workplace.

A recognition culture is one in which recognition and encouragement are not given by leadership teams alone but also by everyone working in the organization. Colleagues working in the same teams and nearly similar positions also recognize the achievements of their teammates. And if you can foster such a great culture in your company by continuously reminding and encouraging your employees to recognize the work of others, you can certainly build a great organization.

Recognition Culture: The Sure-Fire Way of Boosting Employee Confidence

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By HR-One Team
July 13, 2016

While grapevine gossip is a great source of informal information and keeps the employees entertained, it also creates a lot of confusion and uncertainty at the workplace. Here are some tips to control office grapevine and kill controversies.

  1. Don’t ignore it
    ‘Grapevine’ in an office is a weed. They can reduce productivity, tarnish an employee’s image and can also interfere in organizational communications. Ignoring rumors and staying quiet can prove to be costly in a long run. Leaders shall keep a check on the communication that is travelling throughout the company.
  2. Don't ignore it

  3. Communicate and Communicate some more
    Improper communication or no communication can lead to unwanted controversies thus understand the need of communication and keep updating your employees about every detail they deserve to know, because that is going to stop them from assuming things and then grapevine!
  4. Communicate and Communicate

  5. Lose that image
    If your employees are hesitant to tell their problems to the management, then it can actually lead to a larger problem of gossips building. An open culture where the employees are heard and valued is very important to fight the grapevine.
  6. Lose that image

  7. Delegate their responsibilities
    Employees are more likely to engage in gossips when they have plenty of time to spare. This might happen at the coffee machine, during the lunch breaks and smoking hours. But you cannot take their rest hours away! Keep them busy, delegate their responsibilities and engage them in the gossips of work.
  8. Delegate their responsibilities

Trying to crush a rumor completely or finding its source is both impossible and counterproductive.  But keeping a check on the informal communication is not very difficult. Encourage open conversations and build a transparent environment to keep the gossip at bay!

4 Sure Shot Ways to Curb The Gossip Grapevine At Work?

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By HR-One Team
July 8, 2016

Do you often miss out what is happening with your family and friends because you have a job? Well, it’s not because you have a lot of work to do but maybe you constantly ask for more.  Here are some points to make it easy for you to identify your work-holism.

Workholic

  1. You are the first one to come and last to leave
    Office might look like a peaceful place to spend more time and have a better focus on the projects. But, longer hours may not always mean more productivity. Being the first to arrive and last to leave increases your stress levels eventually decreasing the quality of your work.
  2. You never say ‘No’ to your boss
    No, this is not something to be proud of. If you’ve asked your co-workers to contact you anytime and you agree to work whenever your boss asks you to do some extra jobs on holidays and late nights! Then you need to stop right away, because your work-life is totally imbalanced. Your work-holism is actually destroying your personal space. Learn to define boundaries and save your life and relationships.
  3. You don’t know the meaning of a vacation
    Going on a vacation? You hardly take any leave from work. But, if it happens, let’s say once in a blue moon, you are still thinking of working. You never leave without your laptop and find places to hide and work on a project! Work-holism is not only about working for longer hours but also not being able to turn off the thoughts of staying busy at your job.
  4. You feel sick if you’re not working
    Oh, the weekends! They come like a hurdle between you and your work love each week, and this is the time when you start feeling anxious and unwell. You either start looking for some freelancing work or try to make the previously done work perfect. And it’s a problem that needs to be fixed.
  5. Work is your hobby
    You don’t really have a hobby. You want to work and only work all day and all night. If your body doesn’t need rest and food to function, you won’t mind missing them too! Reading might be a hobby but surely reading project reports while on bed and revising your work schedule while eating doesn’t count.
  6. Work is your retirement plan

    Retirement Plan? You never actually thought of it. Retirement is just another alien word for you. You plan of working and staying busy all your life, because that is what keeps you going.

  7. “I am not a workaholic”
    This is what you tell your family when they complain of you being absent in the family reunions, birthdays and family vacations! Work is actually just a medium to escape being with people. You don’t consider yourself a workaholic and still seek perfection in every work you do.

Being work-ethical is impressive, but being a workaholic is something that needs treatment. But make sure you do not take up more than what you can handle!

7 Signs That You Are a Workaholic

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By HR-One Team
March 29, 2016

From excel sheets to detailed forms, a performance review encompasses what not. But how do you ensure that your process is meeting your business needs?

It’s about time for everyone to start filling appraisal forms. The HRs are busy preparing the plans and ensuring that the timelines are met. Amidst this hustle bustle what we miss is evaluating the appraisal process. Most businesses pick appraisal processes on basis of references, industry benchmarking, HR recommendations and more. However, how to do know whether it fits your business needs? Is it good enough to meet your employee expectations?

Here is a quick checklist to determine if your performance review process needs a makeover.

Is employee performance getting tracked fairly, across the board? Well, if you have not been invited to literal battle fields where people are armed with emotional rants and tears, you can live in peace. A good performance tracking measure is to ensure that KRAs are clearly defined and more importantly, accepted. When appraisals happen, you will hear grumpy sounds, but if the performance stats are clear and transparent, a lot of such noise can be handled with ease.

Do your employees know what they are expected to do? Setting expectations is not an easy task. For a fair handling of reviews, it is imperative that performance expectations and targets are pre planned and defined (clearly), as soon as a person comes on board. Having a clarity on what is expected from their role not only helps a person perform better, but also make it easier to track performance over days, months and years.

Is everyone following the rules? Even if all expectations and KRAs are well defined, you must ensure that everyone across the board, follows the rule. The onus of this lies on the management to a great extent. The managers need to lead by example and need to be supportive of their team to get and give the necessary details consistently. The flow of feedback needs to be comfortable and clear on both the sides.

Is the process sluggish and boring? Backed with lots of statistics and documents to fill, the review process is often perceived to be very boring. While there is always a lot of excitement and anticipation around appraisals, the process in itself can get very drudgery. You must ensure that the process is engaging enough for all the stake holders – using instant appreciation cards, online feedback mechanism or quirky dialogues, spice up the process of you feel it’s getting very boring.

Like you look at employee performance annually, make sure that you also evaluate the whole process from time to time and sure that the gaps get filled.

Are you evaluating your employees correctly?

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By HR-One Team
February 18, 2016

The Brand Guys
These are the self-appointed brand ambassadors of the company (even if the marketing hates it!) From clothes to pen to tissues, they carry everything with an..err..logo. They carry a sense of pride about their company and work. While, all of them may not be great performers, yet they are likely to nurture strong bond with the company and its people.

The Grumpies
From washrooms to the colour of the walls, they are always on a complaint mode. This type is an HR nightmare as they keep thronging their cabins with complaints. They have a very pragmatic association with the company, are not very social types and just keep themselves to their work, until they find the next thing to complain about. Their attitude is contagious and they can take people down with them in no time!

The Networkers
The most commonly found lot around. Right from day one, they get on to their network building spree. Work can ofcourse wait! They are the types who believe that intra- company connections are essential for survival. Sadly, the KRA misses that point!

The Snackies
They are the most frequent visitors to the cafeteria or the coffee machines. From meetings to calls to ideation, everything happens over a snack. Even during a super packed day, they always find time to snack up!

The Crushers
Oh you meet them everywhere! They are strong personas and do everything to make their presence felt. The attitude runs super high and they are ready to crush the competition and you (if you don’t agree with them) anywhere, anytime. Their strong will to succeed may take them to the top ranks (mostly), however they are not the most popular managers.

The Toughies
Yeah, these are the tough rocks, mostly found in senior positions. They know how to work with the system and in the system. Extremely calculative and cautious, this breed does not believe in taking risks and jump stone to stone very cautiously.

And of-course there are many more. Managing such a variety of people can be quite a task for the HRs. What do you do to synchronize your workforce in the right direction?

6 Most Popular Employee types

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By HR-One Team
January 5, 2016

Performance management is a very tricky space as it directly has a direct impact on an employee. At times, it becomes very challenging to set, measure and review performance in a clear, simple way.

In our year end survey, 60% of the HR managers listed Performance Management as a key challenge that they faced in 2015. While, almost a same number enlisted recruitment as a key challenge too, most agreed that Performance Management was a tough task as it had huge emotional impact on employees too.

Are you doing performance management right

Performance Management as a practice, is a complex. It has multiple connotations, too many stakeholders, and at times, in tangible KPIs. This is one area where things cannot be marked as black and white always. Here are some steps that you could consider to make this process a little less complex, a little less challenging:

    1. Automate the process: This is a big change which most organizations are adapting now. Look for a suitable human resource management system which has a robust performance management module. Go for a system that is simple to use for all employees and gives instant reports.
    1. KPIs and Goals: Set the KPIs and goals clearly. The best approach is to explain stuff and set expectations in a meeting. Once goals are defined, all KPIs should be transferred to the performance management system.
    1. Plan short term. Along with long term, year-end goals, define shorter goals for employees too. Something which they can also track month on month. Let the system generate a month end report indicating progress and lack areas.
    1. Frequent reviews: Don’t leave the reviews for the last minute. Give feedback frequently so that the employee knows what is expected from him and works accordingly. Set your performance management system in such a way that it gives auto alerts to employees when they are short or their goals or are about to achieve them.
    1. Keep them informed. Share all reports with the team members clearly. Since the data is shared through a performance management system, there is complete transparency and the employee would also know what he has missed or gained. This would help in avoiding any last minute surprises.
    1. Monitor. Monitor. Monitor. Last but not the least, stay on top of the system. Make sure that all employees, and management, follows the process and shares information through the system. This is the only way to build a transparent performance management process that doesn’t hurt!

Are you doing performance management right?

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By HR-One Team