Blurring The Line Between Work And Life!

Technology is a double-edged sword which is blurring the line between home and the office. In some ways, this adds more flexibility in terms of how we can all manage our time but it also means more calls, more email and more meetings.

Work-Life Balance

 Technology also means that we frequently have to switch between work and life. It’s no longer the case that we switch off from work when we leave the office. Rather, we go home and are constantly switching back and forth between family and work roles, dipping into work-related social media even as we are cooking dinner or having a drink with friends.

Smartphones have really impacted our ability to manage our time. As such, it can be helpful to switch your phone off from time to time. You need to allow yourself some time away from the chaos: the calls, texts, emails and social media alerts. Whether you're spending a night out with your partner or grabbing lunch with a friend, you don't need to obsess over work at every moment. If you turn off your device on weekends or the odd evening, you won't feel the constant need to check on business matters.

Working hard is tiring. The demands of the modern working environment can often make you feel that you need to be “always on”.

Time is a limited resource and in order to make the most of your time it is important to manage your energy levels in order to allow your mind and body to perform. No matter how accessible we are to our clients and our work responsibilities, we can't make more time. As such it is necessary to make the most of our time by being more effective when we are in “working mode” but it is essential that we allow time to replenish our energy. Sleep, exercise, eating properly and having a good social life are essential to success in business. Giving yourself time to recharge ensures that you will be more alert and more effective when you are working.

In order to be more efficient and effective in how you use your time, it is imperative that you create a realistic schedule. You can only do one thing at a time. As such, you should create your to do list in your calendar (Outlook, Google, IOS etc.), allowing enough time to get things done.

It’s also important to build in some flexibility so that you can respond to unexpected demands as and when they arise. Your approach to scheduling should also prioritise and allow time for your health, family and hobbies. After all – we work to live, we don’t live to work!

Developing A Culture Of Accountability

One of the toughest balances to achieve within any business is between building a culture that gives people the autonomy to get on with their job while maintaining an environment of accountability.

There is a fine line between managing and micromanaging  and it tends to be quite subjective. Some team members will welcome day to day management and guidance while others might rather be left alone to get on with their job. As such, it is necessary to create systems and processes which allow the management team to maintain awareness of what is going on across the business without people feeling like someone is constantly checking on them.

Everyone in the firm should have annual goals which align with the overall objectives of the firm and are communicated to everyone across the business at the start of the year. Each individual should then be tasked with agreeing what their personal goals should be with their manager. These should cascade down from the overall objectives of the business. Ideally you should aim to agree between five and eight goals for each team member.

Once everyone’s objectives have been set, you and your management team should set up quarterly meetings with each of your staff to discuss progress towards achieving each objective. You should let your team member lead the meeting, explaining the progress they have made towards each goal and what they intend to do in the next quarter in order to keep moving forward. As a manager you should ask open questions such as “What went well? Which areas could be improved upon?” or “Do you need any additional resources in order to achieve your goals?” This will provide the opportunity to assist the individual towards successfully achieving their goals but in a way that doesn’t feel like they are being micro managed.

Finally, each team in your business should have a weekly meeting with an agenda designed to allow everyone to update what happened last week and what is planned for the next week. This provides an opportunity for managers / team leaders to drive objectives forward. In order to encourage accountability, at each weekly meeting, every team member should be required to give a 3-minute update on where they are against their objectives.

In order to make this approach work, the managers in your firm should be accountable for the objectives and their teams should be responsible for delivering them. In order to communicate progress across the business and increase transparency, each manager should produce a quarterly update, which can be shared across the firm. This could take the form of a simple email to all staff. This type of communication also allows the managers to outline what is coming up in the next quarter and solicit help / resources if required.

Hiring Multilingual Staff

Are businesses that employ multilingual staff getting ahead of their competitors?

Thanks to technology and globalisation in business, the world has become a much smaller place. Access to international markets is now easier than ever, thanks to ecommerce, the internet, etc.

Big multinational businesses recognise the importance of language skills. McKinsey counts more than 130 languages spoken across its staff, and offers a bursary scheme to those who wish to learn another language before joining the firm. Another example is Unilever, which estimates that up to 80 of their 100 most senior leaders speak at least two languages.

The obvious benefit of hiring multilingual staff is better communication with clients and contacts across the world. Although English has become the international business language, having employees who speak other languages can only be beneficial to an international business. Most people prefer speaking in their native language. If you are contacting other companies to work with, or customers in other jurisdictions, multilingual staff will be able to communicate in their native language, which makes the process easier and makes your firm come across as more professional and gives the impression that you are more of a “global business”.

A report from the European Commission a few years ago stated that “a significant amount of business” was sacrificed because of poor language skills across Europe. The report identified that as much as 11 per cent of small and medium-sized businesses had lost a contract as a result of their poor language skills.

So, if your firm is targeting international business, you should try to recruit employees who are multilingual. They will be able to help your firm to understand how complicated communication between two cultures can be, including knowing which areas require sensitivity and which areas call for being more direct. They will also be able to help your firm to adapt its business development efforts, website, marketing materials, etc. to the target market. These team members can also assist the firm as multilingual proof readers, in order to ensure quality and consistency of external communications in your target markets.

What is Flexible Working? What are the Business Benefits?

The businesses that will thrive today and tomorrow are those that can be truly flexible. Businesses that are embracing flexible working can use it to help cut costs, attract talent and radically improve productivity.

Technology has changed the way we communicate and it is currently changing the way we work. Gone are the days when office workers spent every working moment in a cubicle or at a desk. The rise of digital communication tools, collaboration apps and productivity suites, coupled with the benefits of the 'always on' nature of the web, have set the modern business free.

Flexible working is the natural evolution of work in the brave new digital world. Today, businesses large and small can operate anytime, anywhere.

What do we really mean by Flexible Working?

Essentially, it means freeing up your employees to work in the way that suits them best. That can mean mobile working via a smartphone or laptop, working from different locations thanks to remote access to the business network, holding meetings through video conferencing, home-working and flexi-time, which allows staff to tweak their working hours. Underpinning it all is the technology that helps your team to work in a way that suits them best, from any location.

Benefits for business

By putting the technology and processes in place to facilitate flexible working, rigid and old-fashioned infrastructure can be overhauled, allowing businesses to install more efficient systems. Flexible working can also be invaluable in both staff recruitment and retention, especially for those with family commitments. Beyond parents, flexible working can help keep work/life balance in check for all employees, as they have the right systems and technologies in place to better manage their workload.

By cutting the time your staff spend travelling and by giving them the tools they need to work on the go when they do travel, dead time is converted back into productive time. These hours add up. And it's not just businesses that benefit, people do too. The boost to morale and productivity generated by scrapping an employee's commute or their endless travel to and from meetings cannot be underestimated.

-PJ 
☎ 020 89310165 | ☏ 07900537459 | ✉ info@apjaccountancy.com

Elements of Effective staff Induction Programmes!

The quicker a new staff member is made aware of the procedures and policies of their new workplace, the sooner they are able to comply with company expectations.

Your staff induction program should be delivered in a simple format that explains your firm’s policies and procedures, your expectations of them and their specific responsibilities.

In addition to helping new staff, an induction can be useful for helping employees who are returning from extended leave or are taking on a new role in the business.

Mix formal and informal components

Effective staff induction programmes tend to have a mix of formal and informal elements. A relaxed format will help to put your new employee(s) at ease. After all, the first few days in their new jobs will be stressful so anything the company can do to alleviate this will create a good first impression.

You want your new employees to feel welcomed and the format of the induction programme should convey this message. It is important, of course, to ensure that the formal aspects of the induction are covered too. So, presentations and training sessions on things like health and safety, legal requirements and systems should be scheduled into the new joiner’s first few days.

A staff induction booklet that compliments the training is a useful reference tool for new staff members. There is often a lot of information to take in on the first day of work. Your staff will appreciate the fact that they have a document to refer to later on (rather than having to bother their manager every few minutes). Don’t forget to cover the basics such as core hours of work, pay and leave entitlements. The induction should also cover things like fire escapes, break areas, toilet locations, etc.

A positive experience

The importance of making a good first impression should not be forgotten.

Employers who welcome new employees with a commitment to open communication, formalised policies and procedures and a positive work environment are rewarded by enthusiastic staff.

Employees appreciate when an effort has been made to welcome them. Good relationships are the foundations of good businesses. So think of your induction training as your way to make a great first impression on new joiners to the business.

Implementing a BYOD Policy

Bring your own device or “BYOD” 

A relatively recent trend that allows employees and employers to access company data and email through personal devices such as mobile phones, laptops and tablets. BYOD is frequently used by businesses as a way to increase work efficiency and reduce business cost and for enterprise mobility. However, if you want to utilise BYOD in your business you should have an appropriate policy in place.

What Happens without a BYOD Policy?

Without a BYOD policy, employees will have the freedom to access company data in whichever way they like, especially if needed after office hours. This means the use of personal devices to send and retrieve emails, download company's files and edit documents. Such practice could expose a company's confidential data and could be detrimental to the business.  Every device has its own security settings and configurations. As such, your business needs to set out its minimum data security requirements in order to manage business risks.

Creating a BYOD Policy

You should consider what is expected of your employees, the data they can access and develop appropriate training to ensure staff fully understand how BYOD works in the firm. Your BYOD policy should address the points outlined below.

Acceptable Use

This section of your BYOD policy should set out what can and cannot be used when utilising company online access points as well as outlining restrictions and limitations.

Devices and Support

The device models that are permitted and have been checked by the IT department should be set out in the BYOD policy. Ideally, your IT manager should have the capability to remotely wipe a device in case it is lost or stolen.

Reimbursement

The full or percentage of cost (if any) that the company will reimburse employees for purchasing a new device.

Security

The environment in which the device can be used, which includes strong passwords, and non-usage of rooted or “jail broken” devices. In many instances it makes sense to install an app or software programme on employees’ devices in order to allow them to securely access company data.

Risks and Liabilities

The BYOD policy should clearly communicate that using personal devices for work comes with risk that the employee must accept and assume full responsibility, in line with company requirements.

How to Train your Team to be More Resilient?

Why do some people bounce back from difficult situations more easily than others? How is it that they are more resilient? Training can help. Managers can help their teams to become more resilient and confident. Training your people to handle difficult situations helps them to respond appropriately.

Letting people fail

Allowing people to fail builds resiliency. People need to try, to risk, and then try some more. This comes from failing a few times along the way. Resilient people are not people who have never failed. They are people who have learned from trying, failing, and trying again. Richard Branson for example, has failed several times along the way to becoming a billionaire business leader. Steve Jobs failed - he was pushed out of Apple in 1985 even though he was one of the founders of the company. He returned to the firm in 1997 and it is now the worlds largest company by revenue. One of the issues today is that people are afraid to allow for mistakes, and they want to protect others from failure. However, every good manager knows that if we never fall over, we won’t learn how to get back up again.

Teaching your team to solve problems

Solving problems doesn’t mean solving them all yourself. The most difficult task a manager has is to resist doing something themselves even though they may be able to solve the problem more quickly. Instead, managers need to step back and ask their people: "What is the next step?" or "What do you think you should do?" It is really hard watching people make mistakes without stepping in, but your team will never learn if someone else is doing their job for them. It will pay off in the long term as your team becomes more capable and confident.

Focus on the big picture

It is easy for your team to get discouraged if they only see the failures. Teach them to consider the big picture. They should be encouraged to see every step of the learning process as being a step towards success, even if that attempt doesn’t result in a solution to whatever problem they are facing. Getting it wrong along the way should be ok in the grand scheme of things. Equally when they get it right, encourage them to see how this has contributed to the overall success of the business.

Accountability

Making allowances for people to fail does not mean that people shouldn’t be held accountable. Failure without a lesson is failure in its worst form. By contrast, failure with a lesson is a learning process. Encourage your teams to consider what went right and what went wrong, and to note what lessons have been learned from the process. Your team should take note of the failures and figure out a way to avoid failing in the future. They should be encouraged to accept responsibility for the problem and move to create a better outcome.

A problem versus an inconvenience

Problems are serious issues that are a real threat to the business. Inconveniences are when you get stuck in traffic on the way to the office, for example. You and your team should focus on letting the inconveniences go and focus on solving the real problems.

Contact us for all your Business Building needs!
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4 Strategies to Embrace Diversity in Your Business Place!

Diversity is an economic and legal priority in business. It increases the bottom line, encourages innovation and steers businesses away from legal issues. Business owners, managers and employees need to find ways to embrace and respect diversity. Diversity, in business, makes it more sustainable & successful.

Take a moment to write down what your biases are and how you can avoid these affecting the way you conduct yourself when you are at work. Here are 4 strategies to start with:

1. Language

Avoid language that demeans a particular group of individuals. Avoid being patronising and jokes that have religious or cultural inferences.

2. Invite input from people with different backgrounds

Not only does this show respect, it makes good business sense to have a diverse opinion.  Inviting people from many backgrounds and cultures will increase the pace and creativity involved with innovation.

3. Respect religious holidays

Most businesses respect Christian holidays. However, all important religious holidays should be respected for employees of that particular religion.

4. Recruitment

When hiring or promoting individuals do so on the basis of facts only. Skills, abilities, knowledge and results should be the only factors involved in your decisions.

Though there are a lot more, these help you start with implementing diversity at your work place. Embrace diversity in your firm and you are on the way to a more fulfilling and productive business.

The world is a mosaic of cultural differences and the workplace should be as well. Respecting your colleagues and employees is paramount to tapping the valuable diversity in your business.

What are your thoughts?

Contact us for further advice to have a diverse company culture!
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Engaging Employees through listening!

Image Source: Pixabay

 Engaging your employees is very important if you want to keep them on board. The traditional reward for good performance is a pay rise and while most employees would welcome this, managers need to give that little bit extra to particularly strong employees. Pay rises might boost performance for a period of time, but they don’t tend to generate sustained levels of engagement from your team.

Sometimes managers think that because they aren’t hearing much from their employees that everything is fine. However, this generally isn’t the case. Perhaps your employees are either scared to approach management to discuss issues or are quite passive and they don’t really care anymore. Either way they are not engaged or energised in their work. If you want your employees to go the extra mile for you, then you need to give them support.

When it comes to engaging with your employees, the ability to listen is key. Listening is defined as the act of hearing attentively, or to hear with intention. It is not just nodding along while half concentrating on what the other person is saying. If listening is so powerful, then why do so many businesses and their managers do so little of it when it comes to listening to employees?

The ability to listen is a very powerful asset. The best managers and business executives don’t necessarily have all the answers. Often, the ideas they employ are not their own. However by listening to their people and choosing the best ideas produced by their team, they can make decisions that can potentially move the whole business forward.

Very often, the people who are considered to be the best communicators are the ones who listen to others. Why is this? Maybe it is because people like listeners, and leaders who are great listeners are often great leaders. Employees want to know that their voices are heard, and that they matter to the firm. Nothing is more frustrating for employees than to come to work in a place where they are treated like a number.

The untapped resources and ideas locked in the hearts and minds of employees could be worth a lot to your business. A great manager or leader is the one who unlocks and taps into the brilliant minds of their employees by listening.

9 Tips on How to Face Difficult Conversations in Business Avoiding Stress!

We all have to face up to difficult conversations at times that we’d sooner not have. Whether it be an employee, a client, a business partner or someone else, the thought of being the bearer of bad news, facing up to the elephant in the room or handling an error, can lead to many a sleepless night. Here are some tips on how to reduce the stress and get a better outcome.

How To Lower The Stress and Improve Your Outcomes When Discussing Real Issues?

 1. Is the conversation necessary?

This isn’t a cop-out! On occasion, a major issue today may be a lesser one tomorrow. You should decide, without fooling yourself, whether time is on your side or whether this is something that isn’t going to go away. If it’s the former, then schedule a moment for you to revisit it - say, a week ahead - and forget about it until then. If the latter, then let’s carry on…

2. Choose your conduit

Face-to-face discussions are usually going to be best. Telephone or email may seem the easier option but the absence of visual signs depersonalises the conversation and makes misunderstandings far more likely whilst, physically, people remain in their own defensive camps. Practicalities or security may require otherwise but, even then, video and online conferencing can allow a degree
of ‘face-to-face’ benefit.

3. Choose your location

If you are driving the conversation, then you will want to be on your home turf, so that you can control more aspects of the meeting and have the benefits of being the home team. However, if your position is weak - let’s say you are trying to address an error by your firm - then being the visitor can have its advantages. By going to them you are already taking a conciliatory tone. You are holding your hand up. If neutral turf is required, then make sure you’re the one who organises the practicalities, giving you that element of control again.

4. Plan your approach

This does not mean lying awake at night going through imagined conversations. Three areas of preparation should be in focus:

• Be clear with your objectives. What outcomes are you looking to achieve? This is the most important point, as it will help to guide the conversation.
• Do your homework. Make sure you know the history and the facts from your end.
• Consider your options. Be clear what is acceptable to you and have a Plan A, Plan B, Plan C…….

5. Plan your meeting

Nobody likes nasty surprises. Planning an ambush may work in Westerns but is unlikely to result in a positive outcome for you. Arrange a meeting in advance and with at least an indication of the topic for discussion. Make sure that the time requirement is clear so that attendees don’t have an excuse to rush off.
Prepare for your guest's arrival. Make sure that you have everything to hand that you will need, ensure that your location is welcoming and devoid of distractions and make their attendance as easy as possible with a convenient time, clear access instructions and a friendly welcome.

6. Getting into your meeting

Keep your introduction short. After the formalities, explain clearly and briefly what you are together to discuss. Don’t keep your attendee waiting for the topic to come out, it will only add to the pressures. Explain what you intend to cover and ask if they wish to add any topics or points of their own.

7. Style

Your manner and body language is vital throughout. You should be clear, calm and composed and your body language should be open and neutral. No folding of arms, leaning back in your chair or raising your voice. This may be difficult at times but lose control and you lose the meeting.

8. Don’t make assumptions

Don’t assume that you are right, don’t assume that your option is the only one and don’t assume that you know how they will react. Instead:

• be prepared to listen...and do listen
• be prepared to be flexible (within your objectives)
• be prepared for a range of emotions (and don’t assume the immediate reaction is the true one)

9.Sign off properly

The key to such discussions is always to be clear and unambiguous. That applies just as much when you close the meeting. If a resolution or action plan has been reached, then summarise this and follow it up in writing. If the matter is unresolved, then be clear on what happens next, whether it be further discussion, a cooling-off period or a proposal to be made. Again, follow up in writing.
Thank your attendee….it’s just business!

PJ
☎ 020 89310165
☏ 07900537459
✉ pushkar.joshi@apjaccountancy.com

Delegate For Happier Employees & To Reduce Your Stress!

Delegate: To entrust a task or responsibility to another person, typically one who is less senior than oneself.
Sometimes you’ll feel overloaded, and there’s only so much you can do. One hundred things need doing, and unless you’re superhuman, it’s physically impossible to get everything done.

So what do you do? Well, you do something. Anything that makes you stressed can’t be ignored! You weren’t born to place a heavy burden on yourself all the time.

Take action by delegating. The very word ‘delegate’ can send a shiver down your spine. But delegating isn’t a bad thing. It can benefit you and your team.
It benefits you by:

• Saving you time
• Relieving stress
• Employees acknowledging your leadership skills

It benefits your employees by:

• Developing their skills in new areas
• Testing their imagination and how they handle more responsibility
• Retains your hard workers

These are just a few of the advantages. There is, however, a fine line between delegation being beneficial and detrimental to your relationship with employees.

If you don’t delegate properly, you risk employees feeling like you’re overloading them with work. They become stressed, unhappy and feel ill-treated. But doing it correctly actually enhances your employees’ job satisfaction.

There will be a point when you have to delegate with your team because you have new projects, the firm is growing or you need to balance the workload. Change your mindset from thinking ‘I have too much do to and need someone to help’ to ‘How can I challenge my employees so they’re happy and feel fulfilled whilst enabling me to focus on other things?’ 

When To Delegate:

The process should never just be about you. Handing out extra work due to your poor timekeeping will decrease employees' loyalty to you.

But don’t hold a huge weight on your shoulders just because you’re worried about how employees will react (more on how to approach employees later).

Have you considered your team’s workload? Are they in the middle of a huge project right now? If so, it’s not the best time to ask them, or maybe they’re not the right person to ask. Their workload will become too much and the task won’t receive the level of care and perfection it needs.

How To Delegate:

To avoid confusion and unhappiness, tell the person who is completing the work why they are. Explain how you came to this decision, including how they will benefit from it, and why you aren’t taking on the responsibility.
Here are a few points to help:

1. Choose the right people for each task.

In order for it to develop your employees’ skills, dedicate each task to those who will a) Enjoy it, b) Have time to do it, c) Want to develop skills in the area.

2. Be patient.

Your employees will probably have lots of questions and at points will be confused. It could take time before they know exactly what is expected of them.
Not only this, but you shouldn’t approach them one day with a list of things you “need doing by the end of the week”. Allow a reasonable timescale for completion. If that means someone else handling some of the work, then so be it.

3. Communication is key.

Nobody likes to be in the dark. If you think something might change, tell your team. If the deadline needs to be shortened, tell your team.

4. Provide clear instructions.

Right from the get-go, make it clear to your employees exactly what is expected of them.
Could you build a car without instructions? Anyone can do anything if they’re told how.

5. Be aware of their workload.

Do you know what your employees’ workloads are like?
Rather than dropping a bomb on them unexpectedly one day, listen to how much time they have available. You don’t want the project to be rushed, nor your employees to be stressed.
At this stage, you may even choose to reduce their normal activities to prioritise the new work.

6. Give credit.

And when it’s all over, don’t forget to say “thank you” and “well done”. Taking all the credit for something you didn’t do is a sure way of your employees not helping you out again.
If you delegate often, your employees may be thinking towards the end, ‘What am I getting out of this?’ and you need to have an answer.

How Not To Delegate:

There are wrong ways too. When I say ‘wrong ways’, I mean approaching the situation with demands that make your employees unhappy coming into work, which will tarnish their relationship with you.

1. Only delegating when you feel overwhelmed. 

This tells employees that you’re unorganised and unwilling to be a team player.
2. Don’t be a perfectionist.
Perfectionists don’t usually delegate effectively. You’d be right in wanting something to be completed to a certain quality, but not everyone works the way you work. Don’t be too specific in your instructions, or not clear enough. Strike the balance.
3. Don’t keep extending work.

Have you ever done something and then been told it wasn’t needed? If yes, your time and skills were wasted.

Don’t cause confusion by constantly changing what you originally asked for. It’s unfair and stressful.
I could have written pages and pages on how to make this process enjoyable for everyone, but these are the main points. If you don’t make delegation a negative process, it won’t be.

PJ
☎ 020 89310165
☏ 07900537459
✉ pushkar.joshi@apjaccountancy.com

7 Tips for effective Employee Management!

Working with the guy who shows up at 9.15am with the remainder of last night’s party on his breath is fun for no one. Nor is dealing with the undecider who takes days to produce a one-page report.
Difficult people can drive you batty, but there are effective ways to tolerate this in the workplace.

1. Listen

We’re all human - we have bad days, but bad days shouldn’t turn into weeks and months in the workplace. If an employee is difficult, it may be because they are unhappy in their position, or there are personal issues. As a manager, you should always give your employees the opportunity to express their side first. Don’t be a school teacher where you don’t give your team the chance to explain their side first, before jumping to the dark side.

Listening shows you care and it may also highlight that the solution is a quick fix solvable by you.

2. Feedback Meetings

Complaining about employees for months, or even years, is not a constructive way of dealing with difficult staff. The situation will not miraculously resolve itself. Be proactive.
Hearing you haven’t done so good on your latest task isn’t the best thing to hear, but you shouldn’t be afraid to tell staff that you disagree with what they’re doing. If your directions are clear, the meeting can lead to huge progression.

Giving honest feedback is uncomfortable for any manager, but it doesn’t have to be a dire process.
Make the meetings regular—every six months is great, because it doesn’t allow             employees to get off track.

Make feedback meetings structured, so everybody knows what is expected of them when they close the office door and sit down at their computer. Use the meeting to inspire your team to work harder. Specific targets and clear deadlines will mean that staff have no excuse for uncompleted work, unless they don’t understand - in which case, ask if they have any questions. They shouldn’t feel uncomfortable   asking. If they do, there is a definite need to make changes to your management style.

Begin feedback meetings by asking employees how they view their own work ethic. Having an understanding of how they view themselves is a great starting point. A great manager gives their employees a chance to explain their side of a story.

3. Be Consistent

If there are set rules, don’t occasionally allow some staff to break them. A person shouldn’t be punished for not doing something, and then let off the following week. This is unreliable management and staff won’t know where they stand, and the likelihood is they won’t take you seriously when they are penalised.

4. Help Staff Get Back On Track

A good manager doesn’t just tell their employees what to do, and then leave them to it. They help their employees. That doesn’t mean holding their hand and checking up on them every five minutes. But regular reviews will keep them heading in the right direction, so they don’t fall off track.

The best teachers at schools are those who explain what students need to do, and are very approachable, so students never fear asking them for help if they're confused. At times, being a manager is similar to the role of a teacher.

Coach the difficult employee through their problems and find suitable solutions if current ones aren’t working for them. Try new methods.

Don’t make employees feel like a failure, but give them time to    adjust their behaviour and        actions, with deadlines (of course, you can’t keep hoping they will change).  

5. Get Involved Soon

Don’t allow the problems to build up and spiral out of control. If an employee hasn’t worked to the company’s standards, step in. Don’t wait until there is another problem and then another, until some action is taken. This invites trouble.

It’s easier from the beginning if employees know where they stand. One problem is easier to deal with than ten.

If an employee thinks they are getting away with regularly texting during work hours and subscribing to YouTube videos, they will persistently do this, which over time is costing your business time and money.

6. Don’t Just Focus On The Negative Things

This probably goes against everything you’ve just read, but honestly, if a manager only focusses on what an employee is doing wrong, they won’t notice when something is done right.

A manager should believe in their staff; after all, they hired them because they’re skilful and talented. Baby steps in the right direction are better than continuing with a poor work ethic. Remember that.
If an employee who never gets in on time suddenly starts showing up ten minutes early, they don’t deserve a gold medal, but this progress should be recognised.

7. Know Staff

Getting to know staff can make life easier. They will feel that they can communicate their issues to their manager, and the manager can also notice when things aren’t right.

A bad manager hides in their office all day and lets their staff get on with their work unsupervised – never asking how they’re getting on. A good manager understands their staff, sees through their fake smile and     notices when they aren’t typing away like they usually are.

Having a close relationship with all staff members makes life easier. Asking regularly how they’re getting on can stimulate the quiet ones in the office to approach you if they’re quietly stressing. 

PJ

☎ 020 89310165

☏ 07900537459

✉ pushkar.joshi@apjaccountancy.com

4 Top Recruitment Tips to get the best for you!

Recruiting Is Never Easy!

A business is only as good as the people who work in it. When you are making a recruitment decision you are taking on responsibility for the cohesiveness of the staff and diversity in your workplace in addition to cherry-picking the kind of talent that can help to drive your business forward. Here are 4 top tips to get the best recruit for your company:

Rushing the Process

Making good choices about the people who will represent the company and drive it's future should not be rushed. Taking the time to contemplate the fit of a new hire can spare you a great deal of heartache and having to redo the whole process six months down the line road because of incompatibility. Having adequate software such as an applicant tracking system can help save you time by narrowing down individuals who meet the needs of the company. Your discerning eye can do the rest.

Choosing Talent Over Personality

It can be a big mistake to hire on the basis of talent alone. Some large global businesses like Google don’t pay too much attention to hiring graduates with MBAs or other heavyweight qualifications. They have come to realise that people that make it without college or University qualifications are often the most exceptional.  Of course, it's important to choose applicants that can meet the professional or creative requirements of the job, but their skill-set shouldn't be the only characteristic you vet them for.

An applicant’s personality also determines how well they'll work with others, how they problem-solve, and their likelihood to abandon the company should they be offered a bigger salary by a competitor. Aim for applicants that meet the talent quota but also deliver a personality that will work well with others.

Failing to Forecast

This hiring mistake can piggyback off the previously mentioned pitfall of rushing in: not anticipating company needs may cause you to make impulsive and hasty recruiting decisions. Understanding where the organisation currently is and where it's headed can add value to your recruitment selections. Before recruiting new members to your team, consider how applicants may meet existing needs but also their potential for fulfilling future needs. Otherwise, you could end up having to recruit double the staff over the long term.

Gut Feeling

Finally, learn to trust your gut feeling. If you have been in business for a long time, you will have a good idea of what your business needs in terms of its people. Let your instincts guide you - if a candidate feels right, then they probably are right.

 Post your thoughts and ideas as comments below.

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How to improve employee productivity using Virtual Offices?

What is a Virtual Office Space?

Many businesses consider the office environment to be the conventional way of functioning. With the increasing costs of office space, more and more businesses are looking out for other ways of working to cut down office space costs and the concept of remote/flexible working is getting popular. This can be facilitated through technology but requires more progressive management strategies. Virtual offices let their staffs work remotely from their home or any other location they choose with internet connection.

Why Choose Virtual Office?

The important reason for choosing a virtual office is the costs involved in the office space. Virtual offices are cheaper than renting a space in the heart of the city. This is often the driving factor for start-ups and SMEs opting for virtual space. This option is considered a lifestyle choice for the modern organisations. This works well with employees especially when they relocate or have children. It is also a good idea to set up virtual work office initially, and then changing to a physical space when profits are better. Employees can also benefit from virtual working to reduce travel costs.

Some businesses may be geographically spread across many countries. In such cases, a permanent office space does not make sense and a virtual office setup is a perfect solution.

Employee Satisfaction and Work Productivity

 

Every business strives to make its employees happy.  Allowing employees to work virtually means they get to spend more time with their family. This flexibility makes an employee happier and more productive. They no longer arrive at work after a stressful, train or bus journey. Instead they can simply work while feeling relaxed and happy. A virtual working style is ideal for people who wish to work as consultants or in desk-based roles, or for people who do not wish to relocate. This is a win-win situation for employers and employees. A physical office may be a geographical constraint for a prospective employee but when allowed to work virtually, this allows the business to hire better talent without having to force them to relocate.

Working virtually is also an advantage for people with disabilities who can work from home with all necessary help and support.

Ultimately IT is key to running a virtual office effectively. Employees need good broadband connections, secure computers provided by their employer and a proper desk, and chair. The culture of the firm is also important - a strong work ethic and adoption of practices such as video conferencing is necessary to have a productive virtual office.

Share you thoughts/experience as comments below. If you need any help, feel free to contact us.

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Managing Difficult Employees

Effectively managing hard employees can be a challenging prospect. Whether it is the employee who is consistently late, who complains incessantly or who seems to constantly upset their co-workers, every company must deal with difficult employees.

These situations drain management's time and energy, impact on the morale of co-workers and interfere with overall workplace productivity. The key to effectively addressing such situations begins with an understanding of the issues and a clear identification of the actual source of the problem.

Even the best employee can have an off-day (or week, or month). Before deciding if an employee is difficult, managers must first step back and neutrally assess the situation. The first question to ask is whether the behaviour is critical enough to implement a formal HR process. Another important concept to consider is that ‘different’ does not equal ‘difficult’. There will always be employees that a manager does not gel with, understand or even like. However, this is not enough to deem an employee difficult. To constitute a "difficult employee", behaviour must exceed acceptable standards, policies and procedures or interfere with productivity.

Define the Problem

When addressing the problems created by difficult employees, the focus should always be on job performance. It is management's duty to clearly explain why the issue is a problem, and how the problem is adversely impacting the company. At this stage it may be useful to refer to the employee's job description and the company handbook.

Clarify Roles

It is important that both the manager and employee are absolutely clear on individual roles. The manager's role is to ensure business success by leading, coaching and supporting employees. The employee's role is to meet predefined performance and behaviour standards, and function as a cooperative team member. A key concept that employees must grasp is that it is not only the level of their performance that is important, but also how their performance affects the functioning of their team, department and the company overall.

Identify Expectations

This is where the manager should clarify four things – the employee’s performance, responsibilities, impact of their behaviour and the consequences if it doesn’t change. A follow up and ongoing review should be scheduled and regular updates between the manager and the employee will help to move things forward and get the employee back on track.

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Employee Engagement & Turnover!

We all know that the best employees are engaged and highly motivated. However, most businesses don’t consider the relationship between employee engagement and turnover. Research shows that companies with highly engaged employees experience higher employee retention rates, improved profitability and better overall effectiveness.    Contrary to popular belief, those leaving at the greatest rate are not necessarily those who are the least engaged. It is those with average engagement, the passively engaged staff that leave. These employees are the solid workers that contribute reasonably well to the business. They leave because they are "looking for something better" and when they leave, they take their knowledge and abilities with them. Unfortunately, those with low levels of engagement are very often the ones who stay in the firm. Why? Because they've landed the perfect job! They are satisfied and are collecting a pay cheque each month. By measuring and making some targeted changes, employees with average levels of engagement can often join the ranks of the highly engaged. With this come the benefits of higher profit and higher productivity.