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April 24, 2017

Year ending is a time when we all should raise a toast to celebrate our successes, learn from the mistakes, and define a roadmap for the next year!

Is it possible, to erase the performance review where nobody would evaluate anybody else? Instead of giving ranks or ratings to employees, there should be an end of year celebration for what we have achieved and a planning meeting for what is to be achieved.

Nobody likes to get a report card as we use to get in schools. Rather than providing ratings, such as above average, exceeds expectations, or needs improvements, it would be a good idea to have a positive conversation and encouraging employees in the form of gratitude for the work they have done over the past year.

During performance review discussions, an employee should be calm listener. You should listen to it all without coming to any conclusion and show that you are open to an honest feedback.

Whether you agree with what is being shared with you or can’t wait out to come out of the room when it’s over, here are few things you should not say during discussion.

  • But that is not my job description or it is not my responsibility.
  • You are evaluating me based on wrong goals.
  • I’m not paid to….
  • I need a bigger pay than what I have been offered.
  • I work harder than most of my colleagues.
  • You are wrong.
  • That mistake was not my fault.
  • I would like a transfer to a different department.
  • I think you’re being overly critical.
  • But that’s just who I am. You knew that when you hired me.
  • I quit!

Saying nothing is as bad as saying any of the above! If you feel that the feedback is unjustified then the best approach would be to say something like, “Thank-you for sharing the feedback. I need some time to consider it and maybe we can sit down again once I have studied it carefully.” Organizations, where Performance Management Systems are deployed, facilitate this line of interaction between the employee and their reviewer. In fact, if you use such software, make sure you have goal setting done and review it regularly with your reviewer, recording progress every time.

Conclusion

The extra time will help you to prepare your thoughts and put them into writing. Through a proper performance management system, you can channelize your performance review rebuttals to Human Resources.

Organizations that deploy good performance management review software can avoid the above-mentioned situations by showing the employee the review process, where it is in the pipeline and also facilitating the right kind of communication.

Don’t say these things at your Performance Review

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By HR-One Team
April 14, 2017

No one is perfect but there is always a hope to achieve the desired results.

Performance review is an activity where you (as a manager) can help analyze an employee’s contribution in the past as well as going forward irrespective of whether they are perfect, inbetweeners, or underperformers. Performance reviews are an opportunity to analyze the employee’s capabilities, accomplishments, and any development needs or recommendations. But before preparing for reviews, there is time where some managers get anxious about performance review same as employees. This worry occurs, when they are not prepared due to lack of time or lack in performance evaluation skills despite of having enough data.

Recency Bias

Most people have a tendency to focus on “what’s happened lately” while evaluating something. The same happens in the performance review discussions also. Some managers tend to get influenced by what employees have done or achieved in the recent period instead of reviewing work done in the past 12 months. Don’t you think it’s unfair for the employees?

Vague and Quick Feedback

The most challenging part of the performance appraisal discussion is to provide a detailed feedback to the employees on their performance. Managers should be prepared to give constructive feedback. Sharing the feedback without citing evidences do no justice to employees’ contribution at any level. As a manager, it is your job to analyze their performance to help them grow. Come to the point and be ready with data supporting your evaluation about their work!

Treat Performance Review as an Annual Ritual

Many managers feel comfortable in conducting annual reviews instead of investing the time in ongoing reviews. Annual reviews cover reviews of 12 months’ performance whereas regular reviews focus on providing reviews at short intervals. A manager conducting an annual review can miss a chance to discuss the problematic issues raised 10 months prior to the review, and unable to help employees understand on how to improve the performance in those areas. Whereas, with regular reviews, managers get a chance to discuss performance goals and provide feedback on time helping employee’s performance on the fly.

Cautious about Giving Negative Feedback

Some managers are scared of providing negative feedback because it might heat up the performance review discussion. As a result, they avoid having a difficult discussion and try to share all goodies with employees. It is a good practice to share the areas of improvement and while doing so, ensure that you state the areas where you felt that there was a scope of improvement.

Not a Good Listener

Not listening is one of the common errors of performance appraisals. Both the parties – manager as well as employee should be a good listener in giving and taking the performance feedback. There is a possibility that both the parties have queries and concerns that can be further clarified or justified. If as a manager, you are dominating the conversation and evaluation, the employee feels undervalued and misunderstood.

Conclusion

All the above-mentioned mistakes can be rectified, if there is a proper performance management system. A good performance management system not only helps managers to share their feedbacks on regular basis but also help employees to bring themselves up to the expectations level. A good system can help in bridging the gap between the manager and the employee!

Are you making these 5 performance review mistakes?

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By HR-One Team
June 4, 2015

There can be a rule book on how to run a business. A successful one at that. Unfortunately, there is no exact science behind managing people in a professional organization. You may hire the best of the best, but it is crucial to remember that while every single one of them would share similar skill-sets and qualifications, everyone’s personality will be unique and different from one another. This is what makes managing people a critical and complex task.

Managers cite different motivation levels and learning capabilities as the chief reason that makes their job tricky. They have to change their management styles based on the team they are working with. What worked brilliantly with the previous set of people might or might not work with the next team that they would face. Even though every manager has a distinctive style of management and several tricks up their sleeves, years of experience can still cheat them and they end up making inane mistakes.

Let us see some mistakes that managers should avoid and how web based HRMS software can help in the same.

1)      Getting too friendly with the employees

One of the first ways a manager tries to avoid donning the tag of a ‘strict boss’ is by becoming friendly with his/her employees. This sounds like a good idea to many. After all what can go wrong by becoming friends with the people whom you are should be supervising? If you are one of those managers who think the same, then now would be the right time to realize that it in fact a very bad idea. When managers share an extremely friendly relationship with employees, the lines between professional and personal relations start to blur. Tensions arise when there is employees’ lack of respect for manager’s authority or when managers fail to respect personal boundaries of employees. When relationships between official walls lie in the realm of professionalism, all will be good.

2)      Micro-managing everybody

This has to one of the worst mistakes to make. Everyone on the team holds a certain responsibility because they are capable of doing justice to it. Agreed that some need more supervision and guidance than others, especially the new graduates and hires; but that does not mean managers have to constantly breathe down their necks and keep a watchful eye on every action and movement. Micro-managing exudes the attitude of distrust and doubt in employees’ abilities and decisions. HRM softwares in India allow managers to schedule the tasks clearly and review performance of employees frequently. Once the tasks have been scheduled using the software, let the employees come up with the best way they can execute them. The performance reviews should give managers a fair idea of how the team is faring. If the results are not satisfactory, then they can step in and have a discussion with concerned employees to improve the results. Trusting employees to do good work would improve their morale and boost overall productivity.

3)      Not giving feedback

Feedback is crucial for improving performance, identifying problem areas and enhancing skill-sets of employees. There will be mistakes along the way, speed-breakers that can dampen the spirits of employees and affect the success of the project. Managers always offer a different perspective on things which are projected through feedback. Any web based HRMS software has appropriate tools and platform that allow managers to give instant feed from any location. This makes lack of feedback an absolutely inexcusable mistake from the manager’s end. Give as much feedback through HRMS as possible and witness a positive change.

4)      Overlooking inputs and suggestions of employees

Being arrogant and considering that ‘employees wouldn’t know better’ would easily make anyone a bad manager. Employees usually come up with innovative suggestions or methods to execute a particular task or approach a problem that cropped up unexpectedly. HRM softwares in India encourage employees to share such inputs and get them reviewed by their managers or supervisors. They can put up their suggestions and ideas through the software solution and their managers can immediately respond via the same platform. It is important to listen to what your employees are saying.

What are the mistakes that managers should avoid?

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By HR-One Team
May 11, 2015

Time and again we have spoken about the importance of planning before any software implementation. Planning carefully equates to a job half done. The race always lasts for a few seconds, but the training behind it lasts for months. The same applies for software implementations. The preparation and planning should be given enough time so that the final result is close to what you had in mind. However, one common mistake is to focus so much on planning minute details and technicalities of the implementation that they overlook the monies involved. Once you take your eyes away from the budget, expect the foundation to start crumbling. Every web based HRMS software requires you to avoid some planning budgeting mistakes in order to see the light of day. Let us see some of them.

Common Budgeting Mistakes During the Planning Stage

These are four common mistakes that companies can make while planning that can cost them greatly, figuratively and literally.

–          Avoiding long-term planning

Planning should always incorporate short and long-term goals. Most companies opt for the short-sighted plans because they seem faster to implement and the resources required may be limited. While it may seem like a good idea, in the long run you pockets will run dry because of the unaccounted budgets costs that will line up. The best HRMS software in India can give you fruitful results when you budget it well right from the beginning and not maintaining a casual attitude about it.

–          Allocating funds in the wrong places

It is always tempting to incorporate functionalities that look good and ‘MAY do some wonders for the company’ when in reality it might hold no value at all. Plan your budget for all the essentials first and then spend on ‘extras’ if you have amount of money left. Going the other way round will eat into your pockets. Focus on what you absolutely need and what you can require no matter what, see which additional costs would be required to support those functionalities and other training programs. Place the horse-blinders in the initial stages and overlook all the elements that you do not need immediately. The momentary lapse of temptation during the planning stage will undoubtedly save you lot of money and resources which can be invested later on in the implementation stages if required.

–          Not accounting for IT, HR or similar project resources

Planning the implementation of web based HRMS software requires focus on more departments than one. Do not forget to include HR costs such as salaries of employees and other similar costs of an HR department. The IT department has budget requirements of its own. When you do not account for such variables right from the beginning, it might hit your budget hard when a critical situation suddenly arises. Consider all the potential situations and be prepared with different solutions on how to tackle them while keeping the budget in check.

–          Separating the HR and IT tasks

HR and IT teams need to work in sync for a successful implementation. They bring unique contributions to the table that makes the best HRMS software in India function efficiently. Don’t make the mistake of separating the two teams while planning as some of their requirements may match, thus giving you an idea beforehand on where exactly you need to spend and how much. Keep the two departments separate is a common mistake that most companies make which cost them dearly.

Invest smartly and you will get beyond the planning stage with success. Smart investment surely does not mean that you cut corners and look for cost cutting methods at every turn. You don’t have to take inspiration from Uncle Scrooge and accumulate all the wealth in a tower at the end of the town. If you have pocketful of money but a non-functioning software solution, it’s a no-brainer that you have failed at what you started out to do. Avoid making the mistakes that are mentioned above and keep an eye out for similar mistakes that have the potential to bring your project down. Simple preventive steps would take you a long way and ensure a successful implementation.

What are the mistakes that can break your pockets while implementing HRMS Software?

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By HR-One Team
January 16, 2015

Start-ups seem to be the flavour of the season. The digital platform has provided so many people to realise their dream of starting their own business. It cannot be credited to just the availability of a digital platform, but also to the number of people who are following their instincts, passion and dreams in a gutsy manner. Start-ups come with huge potential of changing the market scenario, but at the same time they need a helping hand to guide them. This is where software like HRIS, payroll management etc come in to place and help them grow into bigger companies.

Everyone knows that start-ups function in a very different way as compared to a huge corporate. They break the regular rules of work culture, approaching a problem and the like. However, there is one area where a start-up faces constant challenges and cannot compromise with at any stage – Money. Most of the start-ups have limited funds to start with and they cannot risk the investment and not complying with payroll laws can invite some serious legal actions, which may drive them out of business altogether. Thus, start-ups need to tread this road very carefully. These are three of the most common mistakes pointed out by best payroll management software companies in Delhi that start-ups need to avoid making.

1)      Mixing personal and business finances

This is one of the biggest mistakes that the founders of a start up can make. In the initial stages, the founders end up spending on something from their own pockets thinking it would be good for the company. They feel that it doesn’t matter if they are paying the employees and contractors from their personal finances as long as the work is getting done. While it may seem convenient in the initially, but it can lead to dire situations in the long run. There will be no accountability for some expenses and there may be problem during filing taxes. If this is uncovered in some audit, the start-up would be serious trouble. Separate the two and let the payroll software manage the payment details, whether it is paying your employees or some vendors.

2)      Classifying employees as independent contractors

Agreed, the strength of the start-up would be low. That does not mean that one classifies employees as independent contractors. Most founders do it as they would not have to pay taxes, insurance, overtime cost or medical benefits to independent contractors. Handling the finances of the independent contractors seems simpler than the way one has to approach paying the regular employees. It may sound very tempting but misclassifying employees directly call for legal troubles. The best payroll management software companies in Delhi suggest that making a clear demarcation between the regular employees and independent contractors on the software will handle the finances accordingly. If eventually the independent contractors convert into employees, then the change can be accurately and easily done on the payroll software. Just a few edits need to be done with some clicks on the mouse, instead of going the manual way.

3)      Maintaining Payroll records manually

Since the size of the start-up may be small initially, a lot of founders assume that they can maintain the payroll details manually. After all, how difficult can be to track the payment details of a team of under 10? Well, firstly the team will not remain small forever. As the team expands, maintaining the details will get tricky if it’s done manually. Secondly, there may be constant changes in the team and updating the same on the payroll may get really frustrating. Unlike the corporate, the team members will be undertaking a lot of responsibilities at once. The responsibility of maintaining paperwork and manual records is an unnecessary task. Implementing payroll software instead will efficiently handle all these. Lot of time and effort would be saved, which can be utilised into doing better things like devising strategies and growth plans of the start-up.

If you are entrepreneur with a new business under you, then get in touch with HR-One who will help you fine-comb your payroll details. Let payroll software take care of your money and payroll issues, while you can concentrate on other aspects of business to grow and gain a strong foothold in the market.

What are the mistakes that Start-Ups make?

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By HR-One Team
November 18, 2014

Of all the software being installed in companies, Human Resource information System or better known as HRIS is becoming more and more popular. It drastically lowers the administrative burden, increases efficiency of work, drives productivity, maximizes the employees’ morale and leads to higher profits. The positive implications can be seen almost instantaneously once the software is installed. Consult the list of best HRIS Softwares in India and see them nod in agreement.

HRIS assists in managing the employee information, tracking job applicants, configuring insightful reporting and communicating and/or interfacing with myriad other business departments. These are the very features that attract companies, large and small. If the HR system is effective and addresses the company’s problem accurately, then it can reduce overall costs of the company, can allocate resources well and pre-empt a lot of problems by identifying them beforehand. These are all the things that the companies see and rush to install it. But it is important not to make mistakes in this rush. These are four common mistakes that usually the companies end up making. Taking precautionary and avoiding these mistakes will go a long way in ensuring the effectiveness of the HRIS.

1)      Not handling the change effectively

It’s no accident or coincidence that this one statement seems to crop up again and again when one is talking about new technology and its installation. A lot of companies have faced major issues with this phase. One may shell out as much money as they want without having second thoughts but if they don’t accept and handle the change well, you can watch the money go down the drain. Proper training and induction program by the experts is a must soon after the installation is done. Make the transition procedure for all the employees, even those who can handle the change well. Keep all the communication channels open during this time. Consider all the options that can possibly ease the change it can have on different individuals.

2)      Inability to define, validate and support Data Quality

Keep one thing in mind – best results come when there accurate and detailed information is given. One needs to define their goals and objectives very clearly; the information should be validated and reliable and should be of use. Futile and redundant information will disrupt the efficiency. One will make misinformed business decisions based on poor quality data, directly hampering the company and its customers. Cross-check every bit of information that is passed through and ensure it’s defined well and relevant. Refer the list of best HRIS Softwares in India who can assist you in the same. They will help you establish clear procedures that define and validate the data entry so that it is understood by everybody.

3)      Not administering data security

The importance of data security need not be emphasised. Companies opting for a cloud-based HR solution will find it to be pretty cost efficient but there are chances of a breach in cloud-stored data which is a serious issue. It can put the company, its share-holders and customers at risk. One should administer data security with utmost care. If it’s cloud-based software then look into all the security it’ll offer for data in transit and at rest. Don’t overlook the necessity of a strong internal security system like proper password management and controls, antivirus and malware detection/eradication, user education and internal network monitoring in additional to the cloud.

4)      Overlooking legal procedures and requirements

This is one mistake that most companies are bound to make. It is very important to understand that legal aspects that are associated with data, different processes and the structure of HRIS. A lot of trouble can be negated if the legal ramifications are kept in mind right from the beginning. This is because all the data that the HR possesses is accountable for ensuring the regulations set by the state. Consult with legal experts to keep your data safe, directly safeguarding your company’s interests too. Negotiate all the clauses that are involved, making sure you are not liable for anything later on.

Considering all these points before installing is mandatory and avoiding all these mistakes will save you a lot trouble later on. If there is one thing you don’t need to sweat on, then it is these problems. Companies like  HR One can lend you a helping hand to ease your worries.

4 Mistakes That Most of us do when choosing HRIS

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By HR-One Team