Sunday, October 19, 2008

Avoid the fallout of ineffective communication at your organization


Effective communication can help organizations solve problems, share information and help employees work well together. It can make employees feel more connected to the organization at large and their role in reaching overall business objectives. Unfortunately, one of the biggest complaints employees have about employers is a lack of communication.
Communicating effectively with employees not only creates stronger relationships - it may even help improve the bottom line. The 2005/2006 Communications ROI Study conducted by Watson Wyatt Worldwide found that between 2000 and 2004, companies with the most effective employee communication programs returned 57 percent more to their shareholders than companies with the least effective communications programs.
According to the study, effective communication is a key driver of superior performance because:
§ Employees feel connected to the business and understand how their actions can support it.
§ New employees exhibit solid connections to the company culture - starting from their initial days on the job.
§ Communication quickly connects employees to changing business challenges, facilitating faster adjustments to fluctuating market conditions.
§ Management effectively connects with employees through strong leadership during organizational change.
The fallout of ineffective communication
But research indicates that many employees feel left in the dark.
In a recent survey, Best Practices in Employee Communication: A Study of Global Challenges and Approaches, 48 percent of organizations said their company's management has not effectively communicated business strategy to employees or engaged them in living it in their daily jobs. The study was conducted by Right Management Consultants and the International Association of Business Communicators Research Foundation in 2005.
When employees feel they don't know what they need to know, the company can suffer. Misinformation can spread as employees fill in the blanks and erosion of trust and conflict between employees and management can result. Impacts can include lack of shared vision, low employee morale and higher employee turnover.
Communicating as an organization
It's essential to keep employees "in the loop" on important business matters. Your organization should take time to clearly explain its vision and mission so employees understand how they contribute to the big picture.
There are many ways to keep employees informed and a coordinated communications effort with multiple channels works best. An example would be regular all-employee meetings to share company updates and give employees the opportunity to ask questions. Also, keep employees informed and create a sense of community with email messages, memos, an intranet site, internal blogs and an employee newsletter.
Communicating as a manager
If you're a manager, you play an important role in communicating company information to your employees. Touch base with your employees regularly to help your staff feel connected and avoid miscommunication.
Develop your communication skills
When delivering important organizational news to employees, make sure you provide them with the information they need. Here are some tips:
Be clear. Make it easy for everyone to understand the key points of your message. Keep your language simple and free of jargon. Be specific and get to the point. Let employees know how information affects them and how it will specifically apply to their role.
Be concise. Keep your message short. Stick to relevant information. Don't provide details that aren't necessary to get the point across. The extra, irrelevant details may cause confusion or information overload.
Be correct. Make sure the information you relay is accurate. If you don't know all the answers, be honest with your employees and tell them you don't know. Then try to get the answers for them.
Be complete. Give employees all of the information they need to understand a situation. Don't withhold key facts if you're able to provide them. If you're not sure if it's appropriate to share certain information, check with your manager first.
Be positive. Avoid gossip, complaining and negativity. You staff looks to you to set an example. If you can't keep an open mind and attempt to stay positive even when the news isn't favorable, you can't expect your employees to "take the high road" either.
Create an atmosphere of open communication
Let your employees know that you're not too busy to be interrupted for concerns or unexpected issues that arise. Have an "open door policy." Open communication between you and your direct reports will build stronger relationships and establish trust within your team. If you're busy when they try to talk with you, make an appointment with the person to talk later.
Encourage employees to be open and candid in conversations with you. It's easier to get to the bottom of an issue if everyone is comfortable expressing their views. As a manager, you need to set aside judgments and keep an open mind.
Learn to listen
  • Being an effective communicator isn't just about providing information to employees. It's important to also be a good listener. This means paying close attention to others so you can really "hear" and understand what's being said.
    Poor listening is a common cause of errors, delays and misunderstandings at work so don't let your mind wander when someone is talking to you. Active listening means staying focused on what the other person is saying.
    Show your employees that you care about them as people. To be an effective listener, you should:
    § Give the other person your full attention.
    § Allow enough time for the conversation.
    § Keep an open mind.
    § Avoid interrupting.
    § Repeat or sum up what you've heard to make sure you understand.
Become a better communicator
If you're unsure about your communication skills, take the time to watch and learn from good communicators. Be aware of how you come across to others. Ask your employees and coworkers how you might improve. You may find that others perceive your communication style differently than you intended. If they think your style is a little rough around the edges, you may need to work to soften it.
If you think you need help to improve your communication skills and style, seek out formal training. Ceridian Training and Organizational Consulting Services offers several seminars and performance learning sessions on communication skills and strategies. Contact your Ceridian representative to learn more.

American Diabetes Association: On a Mission to Improve Employee Health


The American Diabetes Association (ADA) and its sister organization, Shaping America's Health, have an organizational mission to help people live healthier, and they want that sentiment to extend to their employees.

"We wanted to help our employees improve their health styles - the healthy decisions that people make about fitness and nutrition," said Emerson Goodwin, director of communication, marketing and public affairs for Shaping America's Health. "We started off with a healthy snack program, and the feedback was very positive. Then, we looked for a way to address physical activity with a program that would get our employees moving and keep them moving."

The Right Tools for the Job

Studies have shown physically inactive employees cost employers thousands of dollars per year in medical costs and lost productivity, and that amount increases substantially if the employee is obese. Regular physical activity is key to improving employee health, reducing health care costs, increasing productivity and decreasing absenteeism and turnover.

With that in mind, in May 2007, ADA and Shaping America's Health began offering their employees the Virgin HealthMiles program, a health rewards program that helps members improve their health by living more active lives.

"When we learned of the HealthMiles program, we thought, here is a way that each employee can keep track of their activity levels and have an incentive to do even more than they did the day before," Goodwin said. "From our perspective, HealthMiles is a great alignment with our mission to empower individuals to take ownership of their health."

Through the program, ADA and Shaping America's Health employees earn miles for being active, tracking results and improving key body metrics such as blood pressure, body fat and weight. These miles translate to HealthCash that can be redeemed for gift cards at more than 50 national retailers.

"One of ADA's wellness goals is to know your numbers, and we loved that our employees could do this through HealthMiles," said Tonya Stephens, managing director of employment and employee relations at ADA. "Plus, it gives us a way to reward people for being healthy and doing healthy things."

Shaping America's Health and ADA employees can gather metrics or know their numbers through the HealthZone kiosk located in their corporate headquarters. The HealthZone features a scale, body fat indicator, blood pressure cuff and touch screen, and allows employees to easily measure and track their biometric data.

"I live a pretty active lifestyle and was intrigued by the HealthZone, particularly the body fat calculator, since my goal is to lower body fat and build muscle mass," said Sean Petrie, an ADA employee. "I also like being able to track my blood pressure since it is typically a little high. I'm hoping to use the HealthZone to see how my eating and exercise will affect it."

To track activity level, each ADA and Shaping America's Health employee on the program receives a GoZone, a pedometer with a "brain" that enables members to track steps and earn miles.

"Before I joined HealthMiles, I had become pretty much a bump on a log," said Goodwin. "I never set a goal to walk so many steps a day. I just did what I did and never kept track of it. Now with my GoZone, I can track how many steps I took today versus yesterday, and that motivates me to increase my activity."

The data from the HealthZone and GoZone automatically uploads to a personalized, password-protected Web site called the LifeZone. Here, members can view their overall health and fitness accomplishments and go shopping with the miles they've earned.

Employee Feedback

Within one month of offering the program, 71 percent of the 310 employees had activated their accounts.

"Everyone was really excited about the idea of getting rewarded for being active," said Goodwin. "They also loved the feedback. Under the old model of health management, an individual went to their doctor for some tests once a year, and that was the only feedback they received. With HealthMiles, that same individual can get information whenever they need it on their blood pressure, weight and body fat, and then make educated decisions to keep moving in the right direction."

In addition to improving employee health, enhancing productivity and reducing health care costs, employer-sponsored benefits such as the HealthMiles program can play a key role in employee satisfaction and retention. According to the fifth annual MetLife Study of Employee Benefits Trends, seven out of 10, or 72 percent, of employees surveyed said workplace benefits were a reason for joining their current employers, and 83 percent said it is a factor for remaining with them.

A Little Friendly Competition

To kick off the program, ADA and Shaping America's Health leveraged the competitive spirit of their employees. They held a 30-day step challenge where employees tracked the number of steps they took and competed to win cash prizes. More than 75 percent of employees enrolled in the HealthMiles program took part in the challenge.

"It was a mix of people: the fit and healthy and the not so fit and healthy," said Stephens. "I think it's because walking is perceived as an activity that anyone can do. Plus, everyone liked the technology."

During the challenge, employees tracked their steps each day with the GoZone pedometers and uploaded them to the LifeZone Web site, where they could not only track their progress but see where they ranked in the competition.

"I initially set what I thought was a realistic goal of 12,000 steps a day, but quickly realized that realistic wasn't going to win the challenge," said Paula Warren, an ADA employee. "There was one girl who was blowing everyone else out of the water, so I really stepped it up, trying to get in 20,000 to 30,000 steps a day."

Employees engaged in a wide variety of activities to increase their steps - walking in the morning, at lunch and in the evening; walking in place while speaking with others; and even walking around conference tables during meetings.

The competition heated up as the weeks went on. The individuals and teams who were leading the challenge kept a close eye on their standings.

"Someone would upload their steps to the LifeZone and see that they were in first place," said Petrie. "Then, a couple of minutes later, others would upload their steps, and that first person would be knocked down to third place. We'd give each other a hard time in the halls, saying things like, 'I'm going to catch up with you this week.' It was a lot of fun."

Employers have found friendly competition in the workplace can boost employee productivity. In a 2007 survey from The Creative Group, 72 percent of employers reported the level of competition among their employees was very or somewhat competitive, and 87 percent reported the level of competition in their workplaces enhances productivity significantly or somewhat.

"There was a sense of togetherness and employee camaraderie across business units," said Stephens. "And while people were having fun, they were also conducting business. Employees from different departments were talking, understanding and sharing ideas while exercising. That never would have happened before the challenge."

ADA and Shaping America's Health employees racked up 24,925,928 total steps during the challenge, some 7,357 steps per person per day, with an average of 2,383 miles earned per employee.

The top stepper was Paula Warren, with 656,513 steps. The second-place stepper walked 616,000 steps, and third place walked 517,000 steps.

"We just started our latest step challenge, and some of our employees are walking up to 10 miles a day," said Stephens. "HealthMiles has significantly boosted employee morale, and anytime people are happier, you're going to have better productivity."

The results show the program has a positive, long-term impact on activity and health. In the first 12 months, 30 percent of all HealthMiles members in the U.S. who were previously categorized as inactive became active, and 14 percent with body fat in the above recommended category moved into the healthy range. Additionally, 21 percent of members who were hypertensive or pre-hypertensive improved by at least one category.

Actions Still Speak Louder Than Words


Too often we talk about what we are going to do "someday" while we actually do very little to make our dreams come true. We talk and dream and set goals and plan. We budget and visualize. We do everything, in fact, except take action.

We all know that only action changes things. One of my favorite slogans is that "Nothing changes until something changes." I love the reminder that even a small step in the right direction can have huge implications! And, I love the reminder that only action will make our dreams come true.

We are blessed to live in a time when we can have or do just about anything we can imagine. You can go to law school or medical school--yes, you really could! You can make a fortune, start a foundation, travel the world, raise happy children, run for office, publish a book, start a business or become a hermit and live in the woods. If you can imagine it, you can DO it!

The only catch is that you have to actually make it happen.

I see at least three popular tools that are routinely used to avoid taking action. They are good tools when used properly, but we mis-use them to stay in our comfort zones, change nothing, and wonder why our dreams never come true.

First - We Set Too Many Goals: I'm a huge fan of goal-setting and I even wrote an ebook about the process. I use goals in my business and personal life, and I encourage my clients to set goals, so don't mis-understand me here..

The problem is that we set goals instead of taking action. We plan and talk and set dead-lines, when what we should do is get to work and "go for it". Losing weight is not a goal! It isn't even a long-term project, it's about walking around the block, skipping desert or whatever is right in your situation, and doing it today. Never set goals when it's simpler and more powerful to take direct action!

Second - We Wait for the Right Time: Yes, "there is a season for every purpose under heaven" and timing can make a huge difference. But we mis-use that truth when we refuse to take reasonable action while we wait for a "better time," or for the moon and stars and our checkbook to be in alignment. It's an excuse, folks! There will never be a magical "right time" to start a business or start a family or start a savings plan.

The time is NOW! Take action, do what you can, move in the direction you want to go. Stop procrastinating and move it!

Third - We Look for "Leverage" so we can make big, dramatic progress. Now, of course big steps forward are wonderful! They are fun and exciting and leverage can make everything easier. No one doubts that! But that is no reason to avoid doing what you can, where you can, right now.

In fact, too often the "big steps" are scary and then we find even more reasons to avoid them.

In most things, I'm a huge fan of "baby steps" and have written about taking the smallest, safest, least dramatic step you possibly can, so long as you take it today. Take small steps, just take them!

Find and use a goal-setting routine. Goals are vital to your long-term success! Just don't get so lost in the process that you forget to look up, get up, and get into action! The same is true of timing and taking huge, bold steps when you can.

Action always speaks louder than words or plans or goals. Only action gets stuff done! Take small steps, but start today. Call someone. Read something.. Open a savings account. Invest a dollar, take a walk, talk with your kids.. Whatever it is, just do it! Before you go to bed this evening, take some real, measurable, positive step (no matter how small) in the direction you want to go. Then tomorrow, do it again.

A Fair Pay

HR in the present scenario acts as that indispensable pillar without the support of which an organization cannot even dream to touch the zenith of success. But this was not the case several years ago when HR was nothing more than a” personnel “department in the early 1900s. Then HR ‘s role was restricted to hiring and firing, supervision of the payroll department and administration of the benefit plans. As technology stepped into the scene, it inflated the role of HR. Then HR began to play an expanded role in employee selection, training and development. These are the days strategic HR. However the crux role of HR hasn’t change much. Recruitment and administration of compensation of employees still enjoys the pivotal focus of its attention.
Over the years Human resource as a subject has evolved in the light of many fads including the numerous ways of employee selection, the diverse ways of training and development of human potential, the methods of performance appraisal etc. The present Hr scenario has been taken up in a cyclone of ideas related to the ways of compensating the existing human potential within an organization. Performance based compensation package has been the latest trend of most of the organizations. They say that this type of compensation is all about using it more actively to motivate the employees. In today’s scenario organizations are not much interested in acquiring physical resources but what occupies their concern is whether those resources have been utilized to the ultimate by their existing human potential. This cannot be denied that these streams of thoughts have boosted the HR ‘s arena of action. But HR ‘s principal to respect the intrinsic value of humans are being is overshadowed. For e.g. a person working in a company for above 10 years has given a good performance over the years. But suddenly his performance dips due to some problems faced by him in his personal front. The company fails to understand his point of view and hands him remuneration, which is exactly equivalent to his present performance. Where does he find the answers to his questions? What is the value of his loyalty of all these years to this company? Is he nothing more than a machine whose input is exactly proportional to it’s input?
Now let me add to your confusion. If performance based compensation package is the most desirable and motivating phenomenon then why is it so that TCS has been given the title of the best employer. And the title givers are none other than the employees. TCS has a compensation structure which has only 5 % of it’s remuneration based on performance. Let me tell you TCS is such an organization, which makes their employees, work in teams and it is the total team, which they evaluate while deciding the remuneration, not the indivisual. This has a lot of benefits. First of all it does not encourage peer rivalry. Work teams are characterized by the presence of faith amongst the team members, co-ordination, interdependence, team spirit, trust, etc. These qualities cannot foster if each individual’s greed to stand out in the crowd overcomes his concern for the success of the team as a whole. That is the reason TCS has resorted to such a compensation structures. In at attempt to find out what is the reason for the company generating such a degree of work satisfaction amongst it’s employees it was revealed that TCS is popular not because of it’s compensation but it’s principal of proper harnessing the existing human potential with in an organization The idea is not to convince you that pay as per performance is not the correct way rewarding the employees. Because the above has again certain advantages. Paying as per performance means you are rewarding the person what he deserves. It means, those who does not give in that degree of extra effort is not a parasite eating on the company. And those who have the credibility get what is due for them.
The confusion that whether tailor pay to performance is acceptable no not does not end here. In a call center the sales people can be awarded as per their sales performance. But what about those who attend the incoming calls. What is the criterion to evaluate them, performance or the effort? The individual or the team? So it is not so simple to sail yourself in this growing fad. Before doing this the organizations must do a lot of homework of deciding the scales of measurement of performance, identifying the competencies on which their pay should be based. To decide which type of compensation is best to adopt the organization to make an in-depth of the job profile, it’s own area ob business. Just like a manger should be paid as per his competencies like team building, leadership qualities on the other hand a software developer should be awarded as per the hours of work he puts in, the skills he posses etc. The idea behind designing all pay packages should be paying as per ones performance, skills and competencies as well as motivating them to improve in the near future



7 Killer Ways to Employee Motivation


Have you ever noticed how your top-notched employees have declined in their respective performances? Do you often receive mediocre works and poor task executions? Are you having problems in employee productivity? Well, perhaps this is the right time to assess your company's working environment and determine whether you need to devise an efficient motivational plan. More often than not, the issue of employee motivation is taken for granted. Many are blinded by the idea that high salaries are enough to keep their workers in good condition. The truth of the matter is employees have their own individualistic needs that money cannot possibly compensate. Employee motivation may sound too simplistic, but the lack of energy to work-the lack of interest in performing tasks and extreme boredom can impact the company's growth and development.
Although it is true that establishments can always look for "better" employees, losing highly experienced workers is far more costly than establishing a motivating work atmosphere. Don't let your workforce assets slip into your hands. Learn how to motivate and see your company grow with them. See these employee motivational tips and watch your workers exceed your expectations.
Keep your communication lines open -
Talk to your employees. Develop friendly and corporate relationships with them. Let them know and feel that their views and opinions are welcome in the company. Ask questions. Don't hesitate to know what they feel about their tasks. Be attentive and listen to their suggestions and recommendations. One of the reasons behind the absence of employee motivation is the inability of the management to get in touch to their workers. Oftentimes, communication lapses give an impression that the company does not care about its staff. Always remember that employees are human beings and not machines.
Always observe respect -
It is really hard to be motivated in a work environment when you are treated like a dirt bag. Imagine yourself giving too much effort and time only to be humiliated. A company can never achieve success on its own. It readily needs the help of its highly competent and reliable staff members. In as much as companies respect their clients or customers, the more that they should respect their employees. Be tactful. Say things in a nice and professional manner. Keep in mind that there is major difference between constructive criticisms and plain insults. Give importance to the feelings of other people. Treat your subordinates well.
Learn how to appreciate -
Appreciation should never come only if an employee received a major award. Appreciation should be given even in the simplest accomplishments. Appreciation must be practiced on a daily basis. If there is anything that would make employee motivation, that is no less than appreciation. It boosts the morale of every individual. If they know that they are appreciated even in the simplest things that they have done, the more that they will strive to do more. It will inspire them to contribute more to the company and give their best in every task.
Set good examples - Another way to increase employee motivation is to set good examples. Be strict in following company policies and regulations. Workers have expectations too. In as much as the management expects them to deliver good work, they also expect their co-workers to do the same. If they see that the whole company strives to achieve perfection, employees develop competitiveness. Setting good examples is also a good inspirational source.
Practice equality -
Avoid favoritism. Be fair and just. Do not allow senior and high-ranking officials abuse their power and authority. Everybody should be given equal chances and opportunities fro growth. Sanctions should apply to all, regardless of their position and years of service in the company. Do not judge the person's performance out of petty issues such as educational background, gender and ethnic differences. One sure way to kill motivation is when employees experience bias and discrimination.
Ensure company security -
Security is one thing that many employees look for in a company. When they know that they can establish long-term relationship with the organization, motivation begins. Because the establishment provides security, the more that employees are fired up to give exemplary performances. There is security when the company is well-organized; when salary disputes rarely occur and when there is a good management. Whenever there is security, motivation follows.
Be generous in giving rewards and promotions -
If an employee deserves to be promoted because of good performances; do not hesitate to promote him or her. More often than not, many think that rewards come in the form of salary increase. Although a salary increase is indeed a good reward and a good motivational tool, there are also other ways to compensate employees. For example, a 3-day leave with pay is also a form of reward. A memorable company outing is also a reward. Be creative and think of other ways to recognize the works of your employees.
Employee motivation translates to productivity and competitiveness. Employee motivation benefits not only the employee, but also the company. It fosters a reliable workforce and it ensures a united and cooperative work environment.