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Got Employee Issues? -- Document
Your Case
Documentation of your employees’ performance and their conduct at work is
becoming one of the most important tasks of management. It requires attention to
detail that’s time consuming but it can save your company thousands of dollars
if an employee relationship goes sour and you need to justify disciplinary
action or even termination of their employment.
Take a typical case of an employee whose performance is substandard. You will
usually have a discussion with them in which you outline their performance
problems and suggest corrective action. The same situation applies to employees
whose personal conduct at work is unsatisfactory. Behavior such as persistent
bullying or foul language should lead to disciplinary action, but before you
take such action you need to be sure you have the legal basis to do so.
In either case, if there are any future repercussions, such as a claim of
harassment or unfair dismissal against you then a documented record of actual
events and discussions is your best defense.
Establish a Firm
Legal Footing Before Acting
Most employers are legally constrained in their ability to discipline employees
or terminate their employment. The burden of proof is usually on the employer to
show that an employee’s performance or conduct is so poor that it merits
corrective action or dismissal.
Documentation is an essential part of this proof. If an employer takes accurate
and detailed notes of all actions and conversations related to disciplinary
matters and these notes were made at the time, or shortly after the time the
actions and conversations took place, courts are more likely to see the
employer’s side of the argument than if the defense is based on memory.
Having a detailed record of an employee’s performance or conduct issues can even
help avoid a lawsuit ever eventuating in the first place. The employee’s
attorney will be less likely to proceed with a lawsuit and more likely to accept
a compromise if your records are comprehensive and detailed than if they are
sketchy or nonexistent.
Recording the
Proceedings
A formal process is useful to ensure all necessary actions get covered off. You
need a formal outline to guide any disciplinary meeting as well as to help you
record details of what happened and what was said. Begin with a note of the date
and time of the meeting, the names and job titles of those present, and the
meeting’s location. Before the meeting begins write down all the reasons for
holding it; this includes full details of the employee’s performance or conduct
issues and the points that you intend to raise with them at the meeting.
Take notes during the meeting and do a complete write-up immediately afterwards.
Where possible, record the actual quotes from all parties instead of just
outlining what was said. If you give the employee a course for improvement and a
deadline for accomplishing the corrective measures, note this as well.
Record the details of your company’s policies that the employee has contravened
if this is the case. If you provide the employee with anything in writing,
append a copy to the meeting record. If the employee’s supervisor has also taken
notes, ensure these are fully written up by them immediately after the meeting
and that they are appended to the record of proceedings. Remember that this is
confidential information and restricted to people on a ‘need to know’ basis.
Allowing it to spread throughout the business could expose you to a lawsuit even
if everything you’ve done is justified.
There’s Always Risk
If an employee sues your business for wrongful termination you may find that the
outcome is dependent on a jury’s decision. Juries are far more likely to side
with an employer that can prove they acted fairly and impartially by presenting
an accurate record of everything that’s happened including any pre-dismissal
counseling and the performance or conduct that led to the dismissal.
Terminating any employee always involves an element of risk and justifies the
effort you put into following proper procedures. It’s also best to obtain legal
advice before terminating an employee so that you are aware of just how much
risk there will be.
But documentation in human resources management isn’t just for that purpose. It
offers the much more positive aspects of tracking employee performance so they
can be commended on their achievements for instance, and of reviewing what
training they have had when a promotion opportunity comes up. Keeping records of
information like this contributes to a better, more efficient workplace overall.
Harness the Power of
Partnership Marketing
 Partnership
brand marketing brings together two different organizations
and brands, each of whom already has its own brand
equity and its own channels of distribution. Whether it’s a partnership between
a chain of pizza restaurants and a chain of video stores or between an airline
and an apparel manufacturer, the aim of the partnership is to gain new customers
for each by linking their brands and creating incremental marketing exposure.
Marketing
partnerships are nothing new. Two businesses in related fields that both sell to
the same customer base have often teamed up to create special events for their
mutual advantage, but now the strengths of partnership brand marketing are being
extended into strategic activities with the deliberate purpose of acquiring new
customers in all the channels of distribution used by both partners.
Partnership
brand marketing takes a longer view of marketing activity than its
promotions-based predecessors. The objectives now include the creation of a
foundation for joint sales and marketing activities that incorporate shared
distribution channels and dual-brand merchandising. Partnership marketing
programs can also establish a base on which to create a higher level of
perceived value for the consumer.
Examples of Successful
Partnership Brand Marketing
Two
northern California transportation systems with several interchange points that
provide complementary services in neighboring areas have created and marketed a
range of products that extend travel into the other operator’s territory,
thereby increasing the total passenger traffic of both systems.
Food products
manufacturers, Lay's and Masterpiece, teamed up to create and jointly market
Lay’s BBQ Chips made with Masterpiece BBQ Sauce. Lay's enhanced its customers’
perceptions of product quality, while Masterpiece acquired greater brand
strength and a major new customer.
Two
pharmaceutical companies, one with stronger product development capabilities and
the other with a stronger sales force, teamed up to create and launch a new
bronchodilator that has become a leading brand in its market.
A telephone services provider has teamed with a security firm
to set up a company that provides back-to-base security systems to households
and businesses. The telephone company provides the leads and the telephone
lines; the security firm handles the sales and installations.
Putting Together a
Brand Marketing Partnership
Brand
marketing partnerships may take some negotiation effort to create but they can
really be worth the effort and become a major business growth driver. Like all
business arrangements they need to be carefully thought through before
implementation. These are some of the proven rules for building a successful
partnership:
The partners must commit to working together to make
the partnership successful
There must be ongoing and effective communications
between the partners at all times
The partners should have similar corporate values,
goals and ‘personalities’
Creating strong, relevant and effective partnership brand
marketing programs can be the basis of a company's entire marketing efforts.
Leveraging the strength of partnership brand marketing to gain increased
marketing exposure and extend into new distribution channels is a valuable
opportunity for marketers who want to increase their competitiveness in today's
rapidly changing marketplace.
The Great Computer Debate -- Laptop or Desktop?
Not so long ago the
decision to buy a laptop or desktop for small business use was a no-brainer –
desktop every time. They gave more computing power dollar for dollar, were
typically easier to upgrade, had a wider variety of audio and video options and
a screen size that didn’t require a magnifying glass to read the text.
But times change
rapidly in the world of computers. And new ways of running a business have
emerged that require access to a computer outside the office as well as in. Now
the decision may not be so clear cut. From the point of view of computer
technology, laptops now come with pretty much any functionality you can get on a
desktop. They are very reasonably priced. You can expand their capacity, and
flexibility, with memory sticks. And while they get thinner and less weighty
some have increased their screen size for easier viewing.
So now the
choice may not be about dollars and computing power but about purpose – what do
you want to be able to do with this computer in your business. If it is just to
sit at a workstation for general use, or if it has to run a particular process,
then you might still go for a desktop. But these days you may need something
that can match the flexibility of business practice – taking work home; getting
information while on the road; running a presentation or sales pitch with a
client. The portability of a laptop opens up these possibilities.
Best of Both Worlds
Laptops are
usually criticized, from a usability perspective, on two main issues - the
laptop’s keyboard isn’t nearly as easy to use as the desktop’s and the laptop’s
finger operated pad, sometimes called a ‘mouse pad’, is nowhere near as
efficient as a conventional mouse.
There are simple
solutions to both these issues. The business office can have a desktop with
‘docking’ capability. The laptop can be linked (docked) to the desktop when not
on the road and the desktop’s keyboard and mouse used. Or a mouse can be added
to a laptop.
For continual
use at a desk the laptop is definitely less comfortable and slower to use than a
desktop setup unless you add the separate keyboard and mouse.
Working with Laptops
Because of their
nature, laptops are particularly susceptible to damage and theft and typically,
because of the integration of their components, they are more expensive to have
repaired.
Being more
susceptible to damage makes sense considering they’re often moved around while a
desktop just sits there. But the problem is exacerbated by the fact that spare
parts for laptops are usually more expensive than a comparable desktop
component.
Perhaps the
biggest threat to laptops comes from theft. Because they’re on the move a lot
they can be stolen – and they frequently are. The loss can involve more than
just the laptop - with it can go all sorts of confidential intellectual property
such as customer lists, information about new products, and even your own
identity details including credit card numbers and bank account passwords.
Laptop users do
need to be particularly careful about securing the physical safety of their
computer and ensuring they have strong data security and backup procedures in
place.
Laptop or Desktop –
Make it a Business Decision
The bottom line
on the desktop vs laptop argument isn’t just one of personal preference, upfront
cost or resale value.
Good laptops are
bringing a much higher percentage of their purchase price at resale (up to 18
months from new) than desktops. And given the changing capabilities of
computers, trading up every 18 months or so is not a bad strategy.
Up front cost is
only one component of total cost and for businesses that need to get in front of
their customers, or with employees who need to work out of the office, having a
laptop can save time and allow them to secure sales by being able to instantly
demonstrate an idea or present their product. You need to consider the
opportunity cost of not using one.
Safe Banking Practices
Almost every business
today has a relationship with a bank. Sometimes it’s only an occasional check
deposit or withdrawal, but every time you interact with a bank you need to be
careful because just doing your banking can expose your account to fraudsters.
Here’s a range of common banking related issues where you need to be vigilant to
avoid scamming of your funds or just plain clerical errors getting into your
account details.
1. Don’t Fall for ‘Phishing’
Scams
‘Phishing’ is so
commonplace these days that almost everyone has received an email purporting to
be from a bank and requesting confirmation of details like user name, account
number and password. No legitimate bank or other financial institution will send
an email asking for this kind of information; never send anyone your bank
account details via email.
2. Check for Fraudulent
Transactions
Get bank
statements regularly, monthly at least, and review each statement carefully.
Banks can make errors, but it’s also possible that your account has been debited
fraudulently. Don’t wait to find out it was the latter - follow up every suspect
transaction and be sure that every check debited against your account has been
for a verifiable transaction.
3. Keep Your Account Details
Private
All banking
documents that contain your account number should be shredded once you’re
through with them. The same applies to a deposit slip on which you’ve made an
error and to any checks returned from the bank. Treat your account details,
including your account number and the exact form of name on the account, as
confidential information.
4. Don’t Trust Wireless
Banking
Wi-fi enables
you to access your bank accounts from public places. This can be very handy,
but it’s also handy for criminals who can ‘eavesdrop’ on your transactions and
acquire your account details without your knowledge. Wireless security in public
places should never be considered sufficient enough to protect this kind of
confidential information.
5. Use a ‘Hard’ Password
There’s nothing
new in the advice to avoid using ‘soft’ passwords, and nothing new about people
not following it, either. Your banking password should make no sense whatsoever
- using things like family names and birthdates makes it too easy for
fraudsters. Passwords on accounts, both for Internet banking and over the
counter use, should be changed frequently.
6. Play it safe at the ATM
ATMs have become
the targets of some fairly sophisticated criminals who capture the details you
enter when you access your account and then proceed to empty it out. One method
they use is a hidden camera with a high resolution lens which films the password
being entered. This can then be matched with the account number on a discarded
transaction slip. Be suspicious of any strange boxes or other attachments you
see on an ATM and never leave any paperwork behind.
7. Don’t Place Blind Faith in
Bank Procedures
Sorry to say, if
you think your account is protected by requiring two signatures or even a
particular signature before a check will be processed, you need to think again.
Not all banks are as diligent as we’d like to think when it comes to verifying
signatures on checks, and sometimes even on bank withdrawal slips. This is just
another reason to carefully go through every bank statement and be sure it shows
only activity that you’ve actually authorized.
Memorable
Quotation
“The person who figures out
how to harness the collective genius of his or her organization is going to blow
the competition away.” – Walter Wriston
How to
Make the Most of Your Newsletter
Be sure to read each article with the mindset "How could this apply to our business."
Take notes as you read and commit to having the ideas implemented by the time the next edition arrives. Also, make copies for team members. To really make sure something positive happens, work with your business development specialist to talk your team through the ideas and how to set a schedule for getting them implemented.
Cornerstone Business Solutions is here to help you get started.
An Important Message
While every effort has been made to provide valuable, useful information in this publication, this firm and any related suppliers or associated companies accept no responsibility or any form of liability from reliance upon or use of its contents. Any suggestions should be considered carefully within your own particular circumstances, as they are intended as general information only.
Terms of Use
All rights to the content in this publication are reserved by RAN ONE Inc. Any use of the content outside of this format must acknowledge RAN ONE Inc. as the original source.
© 2006 RAN ONE Inc. |
Got
Employee Issues? -- Document Your Case