Human Resources and Emergency Planning: Hot Topics, Key Items and Planning
Jane O’Connor
TJP Solutions
We were pleased to recently conduct a presentation at the Florida Insurance Trust Educational Conference regarding Human Resources and Emergency Planning Hot Topics, Key Items and Planning in Orlando, Florida on October 9, 2009.
As we approach the year end, this is an excellent time to review your Human Resources Policies and Procedures and your Emergency Planning.
Hot Topics
Strategic Planning / Staffing Plans
As we move toward the end of the year, think about your staffing levels. If the economy is forcing layoffs or reductions, look to reducing hours thereby maintaining your current workforce as long as possible.
Strategic Personnel Growth
As the economy rebounds and you need additional staff, consider contract employees. This provides an employee for a specific project or task. Often these employees are self employed and this simplifies your payroll taxes and health benefit costs. Remember to increase gradually and consider internship opportunities. Internships are a great way for someone to learn about your organization and show their qualifications with the potential to turn into a full time position as the economy changes. As interns prove their potential bring them on board as full time employees as openings occur. This will also promote a positive employee morale base by signifying your dedication to promote employees within your organization.
Employee Morale
Always remember that your employees are a major resource. Employee morale is a key factor during these tough economic times. Understanding employee motivators and drivers has a direct impact on their performance and dedication to the organization. Take time to say a simple “Thank You” or “Great Job” to employees and co-workers. A simple positive phrase has the potential unlock a reciprocal smile and unleash a good feeling that can quickly become contagious.
H1N1 – Office Preparation
We all hear the news and naturally there is concern regarding the spread of the H1N1 virus. Now is the perfect time to take a look at your office practices. How do you greet clients? Some are now less hesitant to shake hands, keep that in mind when you greet people. Also, make sure that you have tissue boxes readily available and hand sanitizers in easy reach.
H1N1 – Review Rules and Regulations
As we enter this extraordinary flu season, take time to review your attendance policy. You may want to potentially lessen restrictions to allow employees to determine the severity of their flu like symptoms by visiting a doctor before returning to work. This can also build employee morale to those that do become sick and those that are in the office. It is important to stress that once someone does become sick, their co-worker’s welfare must be considered. Options include allowing employees to work at home with proper protocols, via telecommuting and having the equipment in place such as cell phones, remote computer access and email access. Please keep in mind the necessary privacy rules within the Health Insurance Portability and Accountability Act (HIPAA) as well as the Family Medical Leave Act regulation regarding extended leave. If staffing becomes an issue, consider contract employees, part time employees or volunteers to fill any gaps.
Key Items
Recruitment and Selection
If you find your organization needs to hire an executive position, you can quickly become overwhelmed with an extensive response to a job posting. To ensure that those that apply are truly interested and dedicated to your organization, consider including some very specific application questions regarding your organization and the specific duties of the position. By only considering those candidates that fully answer the supplementary questions, this helps narrow your applicant field, save internal review time and better rank your applicants for interview selection.
Job Descriptions
Has your organization recently re-organized or re-structured? When was the last time you reviewed your job descriptions? Current job descriptions are very important for all facets of human resources operations. Make sure each job description accurately defines the job as it exists today, including designating essential emergency employees, their essential functions, the knowledge, skills and abilities and the proper blend of education and experience. While education provides a fundamental consideration, keep in mind that experience in your field and area of expertise is often more essential than education alone. Often your most dependable employees are those with more dedicated experience than just education because of their passion for your organization and their proven expertise on organization related matters. Bottom line: Does your job description tie into your organization’s core values?
Personnel Rules and Regulations
Are you fully familiar with your existing Personnel Rules and Regulations? Do they align with the current structure of your organization? Are they annually reviewed for updates to comply with Federal, State and Local Laws, Rules and Ordinances? Take time to review your rules and regulations and make sure all of your supervisors and employees are aware as well. Every member of the organization should know what is expected of them and the consequences. A progressive disciplinary process can be beneficial, but make sure disciplinary actions are properly documented. If discipline is appealed, do you have a clear process for the appeal and is it governed internally or is a mediator brought in to settle the matter. Make sure these reflect your values but also are fully understood by all employees and tie into your master organization as necessary.
Records Management
A plan to maintain and preserve your records is very important. Make sure your organization has established a Records Management Plan and all employees are instructed to comply. This is especially critical with all personnel files, benefit records and workers' compensation claims. Verify that your personnel files are properly secured and monitored during working hours. Establish procedures for employees are allowed to review their files and protect the privacy of all employees and their private information. Identify theft can be a traumatic event, so let your employees know how you safeguard their information. Likewise, have set retention schedules for all your documents, board meetings, accounting records, internal/external communications and all facets of your paper and electronic records.
Planning
Emergency Preparedness
In Florida we often focus on “Hurricane Season” which begins June 1 and all breathe a collective sigh of relief when hurricanes do not appear, miss us entirely and the season ends on November 30. While hurricanes are certainly our one of our biggest threats, make sure your entity has a Comprehensive Emergency Management Plan (CEMP) that addresses all possible threats. A tornado can strike in an instant, long term storms can cause extensive flooding, hazardous materials spills can cause evacuations, fire can destroy your entire facility, and the list goes on and on. Being prepared for the impact and initial response of any such event allows your organization to continue to help those you serve.
Continuity of Operations
Do you have a Continuity of Operations (COOP) Plan to address how you will continue your organization’s important operational functions in the event of any kind of impact? There are a few simple things that can be done, with critical decision made before a disaster that can simplify your need to worry and outline a plan for operations and recovery. This does not need to be a typical four inch binder that collects dust on a shelf. Simple checklists and timelines will suffice in continuing your operations and provide peace of mind for your entire organization. However, make sure that all levels of employees are involved in the development and education of the plan. You might be surprised about some details of your organization and some employee’s simplistic ideas to continue their operations. This sort of planning can also serve as an excellent team building opportunity and it shows the organization’s trust in their employees to keep things running even under the most difficult times.
Emergency Response Reimbursement
The Federal Emergency Management Agency (FEMA) does provide FEMA Public Assistance Reimbursement to non-profit organizations. Now is the time to review the FEMA qualifications and the types of expenses that are eligible for reimbursement. Once this is identified, a FEMA Public Assistance Documentation Program can help you quickly identify your incurred expenses for labor, equipment, materials and contracted work. FEMA has specific requirements that often involve certain policies being in place prior to the event such as exempt employees receiving overtime. So verify that if your organization is eligible for FEMA Public Assistance and make sure that you have those policies in place.
Knowledge and Communication
Being prepared and having your plans ready to go at a moment’s notice is only the first step. Remember to follow the news and events to stay current on new developments, changes and updates. This type of newsletter is an excellent source of essential information.
We hope this article provided your organization with some important Human Resources and Emergency Planning Hot Topics, Key Items and Planning ideas. If you are interested in receiving updates on these types of issues, please send us an e-mail at joconnor@tjpsolutions.net and we will add your name to our update list. In addition, our website contains even more information on these topics and we are available to provide additional information, training and classes on any of these topics. Please visit our website at www.tjpsolutions.net for more information.
Please remember to always be proactive in your operations. Keep aware of any changes in your workforce that require attention, annually review your Personnel Rules and Regulations and Job Descriptions. Dust off your Emergency Plan and realize that check lists can simplify your plan and be delineated to provide response accountability and teams within your organization structure. Stay true to your Mission, Vision and Values and always remember that your employees are your number one resource.
Please let us know if we can assist your organization in any way.