Preserving the Employee Lifecycle During Difficult Times

?Having a Sense of Normalcy in Abnormal Times

During times when things are less than normal it takes discipline and consistency to be able to thrive. Organizations engaging and supporting their employees in difficult times, will likely see most, if not all, aspects of their business move forward as normal as possible. Difficult times could mean that some organizations do not have the flexibility to offer the same kinds of pay increases to employees that they normally do. However, that should not halt the performance management process. That is one example of how business leaders can help to retain employees during these times and keep business processes as normal as possible. Organizations seeking to preserve the employee lifecycle, even during a pandemic, should:

Remember why the employee lifecycle is important. It is crucial for organizations to keep the employee lifecycle as whole as possible, even during a pandemic. To be able to do so leaders should take stock of why the various phases of the employee lifecycle exist and why each is important. The process surrounding each phase of the employee lifecycle is important and should be revisited. Some steps might need to be adjusted or removed, but these decisions should be made carefully. If some functions are now remote, determine what role that plays in the process and communicate it to those affected. While it is important to keep processes alive it is imperative to do so with all current changes in mind.

Keep hiring practices focused on preserving the culture of the organization. The recruitment process is the time when organizations showcase their culture and determine if candidates will complement the current employees. It is so critical to ensure that hiring practices are consistent and that all hiring managers are aligned. While leaders might be working with a lean staff and some of the employees who usually assist in the hiring process are working in multiple roles, or no longer with the organization, I encourage leaders to enforce previous processes that worked.?One way to do so is to have and follow a hiring checklist.?Though a checklist may have been a normal part of business operations in the past, it should be redistributed to ensure it is not forgotten.?Interviewers with responsibilities of ensuring the culture is preserved, could assume things have changed and it is best to remind them of the processes in place, prior to the pandemic, and that they should remain.

Onboard employees as close to normal as possible.?Adding a new employee to the workforce and skipping some of the steps of the hiring process will serve as a disadvantage for the new employee.?The new employee will not receive the real introduction to the culture of the organization and that may have a negative effect on their employment at some point in their tenure.?While face-to-face might mean a video meeting, versus sharing a conference room table, it is best to make the experience as close to what it was under normal circumstances.?If employees are working remote and would have received company swag on day one, mail those items to them so they have it at home, before they start to work.?If employees are in the office, have a welcome gift or gesture of appreciation ready for them to show appreciation on day one.?Many organizations had welcome breakfast or lunch for new employees.?While that is not encouraged now, offering a gift card to a local business will support that business and show employees that the leader cares.

Keep employee skills sharp and introduce new skills, as appropriate.?Training and development is an on-going process and should not stop as a result of the pandemic.?In some ways being deliberate about developing employees’ skills could seem misplaced.?However, not developing employees to be better could have negative effects, and those will likely be evident sooner rather than later. There are barriers to employee training and development and the organizations that overcome those will be glad they did.?While business operations are different and possibly less than normal, it is a great idea to hold regular training sessions and get employees to regularly share what they need to do their best work.

“……While these are abnormal times, employees are craving for normalcy and employers have the unique opportunity to provide some calm during these times……..”

?Acknowledge that performance management is more important now than ever. Some leaders have been conflicted regarding performance management and whether it is important to review employee's performance during this time. I have been sharing that it is more important now than ever to review employee performance. Employees coming to work during these times are loyal and should be acknowledged for doing so.?Whether employees are remote, or in the office, any work being done now is more difficult than before.?Employees doing good work should know that it is appreciated.?Those struggling to be productive should also receive communication and support to do better.?As I have shared before, communication is an integral part of managing employees.?Leaders communicating during this time will be able to determine, what if anything can be adjusted to help employees succeed. Leaders should focus on having the best employees in the workplace right now.?Most leaders would prefer to avoid moving an employee to termination and should focus on bringing employees up if they are not at the level that is best for the organization.?

Adjust policies and procedures to match the times.?If the HR policies are not up to date, leaders could be faced with employment liability. Organizations should take the time to review current policies and procedures and make adjustments to include changes, specific to the pandemic.?It is unlikely that with the pandemic restrictions all policies remain the same.?If the changes are carefully reviewed and communicated to the employees, it will prevent ambiguity or miscommunication.?While employees are facing many changes in their personal lives they could assume the organization is not affected and the regular procedures remain in place.?Leaders should take the time to highlight and communicate changes and be clear about the plan to change back to normal when the time is right.?If the changes are temporary, it is important that employees understand that.

?Share how benefits are affected by the changes caused by the pandemic. Some organizations are saving on benefits such as retirement company match.?Many organizations are no longer able to continue to match their retirement accounts as they have done previously.?Those organizations faced with the need to remove this, or any other benefits, should communicate the reasons to the employees and share future goals for possible reinstatement. Leaders should share metrics that drive the need for the change.?If revenue percentages compared to a year ago are at 30%, that should be shared to ensure transparency and a complete understanding of the necessity of the change.?Many employees are working with less resources and are forced to make financial decisions in their lives.?Leaders who explain the reasons for any benefit changes will be more likely to be appreciated by their employees.?The same goes for any perks that need to be removed.?While some perks such as breakroom amenities may be removed for safety reasons, more so than financial restrictions, it is best to give employees a full and clear picture of the reasons for each decision.?Leaders are best served by introducing new, no or low cost benefits and perks, while taking away others to help with the delivery of the message.?Offering employees flexible hours and days of work, at a time when many are faced with juggling more responsibilities outside of work than they are used to, will go a long way.?Introducing or reintroducing an employee assistance program when stress levels are high for various reasons, will also be welcomed by most.??Legal insurance, additional coverage for those who are high risk for critical illnesses, fitness and meditation resources are among popular and well needed benefits during these times.?It is also important to help employees think about their budget. I believe employees are reviewing and adjusting their budgets and are thinking about it daily and any offer of assistance will go a long way.

Host employee events that are safe and fun.?Though many organizations are not able to have the usual events that are specific to keeping employees engaged, the normal way, I have been encouraging leaders to host as many events as they can and make them as fun and safe as possible.?Creativity is important especially now. I know one organization that moved their town hall to a pizza party and everyone that was on the town hall had pizza delivered to them, and it didn’t cost the organization because they partnered with a local pizza shop that sent the pizzas to the employees for free. While not all organizations can do the same, there are other ways to get together safely in or out of the workplace and even across different time zones. Other organizations host weekly coffee breaks and town hall meetings and employees look forward to joining and connecting in the new normal.??There are many examples of ways that Human Capital Management providers have engaged employees in various ways and different organizations received employee feedback and acted on suggestions for virtual events.?Employees want to connect and the organizations that find ways to make it happen will be stronger at the end of the pandemic.

Leaders are stretched thin as they manage the effects of the pandemic on the organization.?Managing employees and keeping the employment lifecycle alive has always been a tedious process.?With the added pressures brought on by the pandemic these responsibilities are even more difficult, but no less important.?Organizations being deliberate about attracting, retaining and developing their employees are more likely to be stronger on the other end of the pandemic.?Employee changes should be clearly communicated and reasons for any changes shared, as appropriate.?It is also best to give as much as possible to employees during this time.?Advice and resources on how employees can stay whole will go a long way.?If employees are not performing up to standard, ensure that it is documented and shared with the employee with specific action items on how to improve their performance and get them to where they need to be. Implement ways for employees to hear from the leaders and also share, regularly.??Everyone is affected by the pandemic and employees will appreciate an employer recognizing that and taking steps to help them cope.?An employee’s job should be one less area of stress. While these are abnormal times, employees are craving for normalcy and employers have the unique opportunity to provide some calm during these times.??