2025 W-2 Forms are now available in your GMS Connect employee portal here.

Request a call Login

  • It’s time to dust off your HR processes and give them a thorough review. HR laws and guidelines are subject to change, and your HR policies must reflect those changes. Though auditing your HR procedures may seem like a hassle or something that can wait, if found noncompliant, you could incur significant penalties and reputational damage that can take months or years to set right. HR can be complicated and confusing to understand. We’ve compiled a short guide to help you start your audit.

    Why Are HR Audits Necessary?

    HR audits aren’t mandatory, but they can help protect your business and save you time and money in the long run. HR audits carefully examine your business policies and procedures as they relate to federal, state, and local laws such as the Fair Labor Standards Act (FLSA) and the Americans with Disabilities Act (ADA). They help find outdated policies misaligned with current laws or practices, and also identify areas negatively impacting employees that need improvement.

    In addition, HR audits can:

    • Help improve your processes and policies. HR audits can highlight inefficiencies by thoroughly examining existing HR procedures, from recruitment and onboarding to performance evaluations and compliance with labor laws. Audits can help organizations foster a more engaging and responsive workplace environment, ensuring policies are not only compliant but also aligned with the strategic goals and expectations of employees.
    • Reduce turnover. HR audits can help you identify reasons employees are leaving and assist in developing a plan to boost retention. These audits examine various aspects, including job satisfaction, management practices, career development opportunities, and workplace culture. By gathering and analyzing exit interview data, employee surveys, and other relevant information, you can identify patterns and pinpoint specific areas for improvement.
    • Address and prevent harassment. Creating a safe and respectful workplace is a non-negotiable for modern organizations. HR audits can help ensure you have proper policies to prevent harassment or bullying affecting team morale, productivity, and more. They review existing policies, complaint procedures, and how past incidents are handled to assess their effectiveness. Through reviewing compliance with current laws and best practices audits can help determine areas for improvement and develop new strategies to better protect employees.
    • Improve workplace safety. HR audits can provide a comprehensive review of safety practices, incident reports, and compliance with occupational health and safety regulations. By analyzing data on common workplace injuries, such as when and where they happen; you can identify any underlying safety hazards, such as faulty equipment, fatigue, understaffing, etc.

    HR audits can drastically improve areas of your business while ensuring you avoid lawsuits, fines, and reputational harm. Think of them as preventative care that keeps your organization healthy and capable of recovering from potential setbacks.

    Types Of HR Audits

    Beyond a general HR compliance audit, there are a few other audits to choose from: best practices, strategic, and function-specific. Each is helpful and can help safeguard your business.

    Best practices audit

    This audit examines your HR practices holistically and compares them to proven best practices. It helps identify areas for improvement while assessing your competitive advantage.

    Strategic audit

    Strategic audits are particularly helpful if your business is growing. They help identify strengths and weaknesses in your HR processes and ensure they align with your business’s strategic plan.

    Function-specific

    These audits focus on one or a few areas within your HR practices, such as payroll, hiring, and onboarding.

    How To Conduct An HR Audit

    Once you’ve selected the right audit for your business, there are a few critical steps to consider. First, determine who will be conducting the audit. While internal audits are possible, and you can run them yourself, partnering with a professional employer organization (PEO) can save you time and energy, ensuring you don’t miss any vital elements.

    After determining who will conduct the audit, start planning the details, when it will take place, the type of audit, and your goals. Inform your team, including information about audit meetings, what to expect, questions they will be asked, or information they will need to locate.

    Now that you’ve laid the groundwork to conduct your audit, consider the following:

    1. Check federal and local laws and industry regulations 
    Start by reviewing employment laws. Ensure you thoroughly understand them and employee forms such as W-2, I-9, etc. Stay updated with your industry’s specific regulations and review your department’s practices for potential risks. This foundational step ensures your audit is grounded in the latest legal requirements and industry standards.
    2. Evaluate current processes  
    Audits not only evaluate your policies and procedures but also their implementation. Technically speaking, your practices could be compliant and efficient; however, you could still have issues if poorly implemented. 
    3. Secure sensitive information
    Audits go beyond reviewing employee handbooks; they often require examining employee paperwork. This means handling sensitive information, and you’ll need to ensure it stays protected, digitally or otherwise, throughout the process. 
    4. Create your audit report
    Write up your findings. Include the specific areas you examined, any areas that need to be addressed, and the plan to manage them. Give this report to senior leadership and key stakeholders who must stay involved.
    5. Communicate changes with your team
    Transparency and communication are crucial to implementing changes effectively. Keep your staff informed about any policy or process adjustments resulting from the audit. Early and frequent communication helps to secure team buy-in, which is vital for successful implementation.

    HR Audits With GMS

    HR audits can get complicated quickly; you risk overlooking critical elements when handled internally. Partnering with a PEO like GMS can help. You’re an expert in your field but probably not an expert in HR. Our HR professionals stay up to date on employee laws and regulations. No matter what type of HR audit you need, with GMS, you’ll gain access to a dedicated HR specialist who:
    • Takes the time to learn how your HR functions are currently being handled
    • Drafts a comprehensive report that outlines your current HR status
    • Provides recommendations on how you can improve your internal HR processes
    • Offers recommendations on HR functions that can be outsourced

    Contact us today, and let us take the administrative HR burdens off your plate.

  • In today’s globalized economy, workplaces are increasingly diverse, reflecting a variety of cultures, languages, and backgrounds among employees. In such environments, effective communication is paramount for fostering inclusivity, productivity, and understanding. One critical aspect of communication in multilingual workplaces is crafting notices and announcements that resonate with all team members. Striking the right balance in multilingual workplace notices is not only about translation; it’s about conveying the message effectively while honoring linguistic and cultural diversity.

    Tailoring Communication

    One size does not fit all when it comes to workplace communication. While English may be the primary language in many organizations, it’s essential to acknowledge that not all employees are proficient in English. Providing notices in multiple languages ensures all team members receive information clearly and promptly. However, the challenge lies in striking a balance between inclusivity and practicality.

    Prioritizing Information

    In multilingual workplaces, it’s crucial to prioritize the information conveyed in notices. While translating every word and detail may seem comprehensive, it can clutter the message and dilute its effectiveness. Instead, focus on conveying essential information briefly while providing options for more detailed explanations or clarifications in different languages upon request.

    To avoid this issue, employers must consider their workplace demographics. Not every employee needs every notice in every language. Instead, a targeted approach is key. The following are strategies:

    • Legitimate need: Post notices in foreign languages only when there is a legitimate need. For instance, if a significant portion of the workforce speaks a particular language, providing information in that language makes sense.
    • Thresholds: Consider setting language-specific thresholds. If 20% or more of your employees are literate in a language other than English, prioritize posting in that language. For less common languages, electronic versions on online bulletin boards could suffice.
    • Remote workforce: In the era of remote work, electronic postings can meet federal requirements. If all employees work from home, bulletin boards become obsolete.

    Navigating State And Local Requirements

    The U.S. Equal Employment Opportunity Commission (EEOC) doesn’t mandate specific multilingual posting requirements. However, employers should remain vigilant. A proactive approach ensures that employees receive critical information without drowning in notices. On the other hand, some federal statutes and agencies sometimes require postings in other languages. For example, the Family and Medical Leave Act enforced by the U.S. Department of Labor (DOL), requires business owners to provide notice in a language in which employees are literate where the workforce has a significant portion of workers who are not literate in English. A proactive approach is essential to ensure that employees receive critical information without drowning in a sea of notices.

    In addition, Spanish-language labor law postings are sometimes required by the federal government for the following reasons:

    • All H-2A employers that have a significant portion of their workforce made up of non-English-proficient, Spanish-speaking employees, addressing their rights under the program
    • All H-2B employers, with a significant portion of workers who aren’t fluent in English but are in Spanish, posting about workers’ rights under the program
    • All federal contractors that have a significant portion of their workforce made up of non-English-proficient, Spanish-speaking employees, informing them of their National Labor Relations Act rights
    • All federal contractors and subcontractors using E-Verify, including the right-to-work and program participation posters
    • Agricultural employers, agricultural associations, and farm labor contractors informing workers of their Migrant and Seasonal Agricultural Worker Protection Act rights

    Several states and localities require notice postings in Spanish under anti-discrimination laws, minimum wage laws, right-to-work laws, human trafficking laws, and workers’ compensation laws.

    GMS Is Here To Help

    Navigating multilingual workplace notices requires a delicate balance between inclusivity, clarity, and cultural sensitivity. Organizations can create an environment where every team member feels valued, understood, and empowered by understanding the diverse linguistic and cultural landscape of the workforce, tailoring communication strategies, leveraging technology, seeking feedback, and cultivating inclusivity.

    However, as a small business owner, implementing this on your own can be challenging. That’s where we come into play. As a professional employer organization (PEO), our HR experts offer comprehensive HR solutions, including multilingual communication support. We allow business owners to deliver clear, inclusive notices that resonate with every member of the team. This partnership allows business owners to streamline their communication processes, foster a culture of inclusivity, and focus on what truly matters – building strong, diverse, cohesive teams. Contact us today to learn more!

  • On January 20, 2024, New York City implemented a groundbreaking law that empowers employees to take legal action against employers for violations of the Earned Safe and Sick Time Act (ESSTA). This new law, passed by the New York City Council on December 20, 2023, is set to transform the landscape of employee rights and employer responsibilities within the city. Let’s dive into the key provisions and implications of this significant development.  

    Private Right Of Action 

    The new law introduces a private right of action, enabling employees to file lawsuits in court alleging breaches of the ESSTA. This allows individuals to seek legal recourse within two years of discovering a potential violation without necessarily filing a complaint with the Department of Consumer and Worker Protection (DCWP).  

    Understanding ESSTA 

    The ESSTA, a cornerstone of employee rights in New York City, grants eligible employees the privilege to use safe and sick leave for personal or family care and seek legal and social services in cases of domestic violence, unwanted sexual contact, stalking, or human trafficking. Employers must provide between 40 and 56 hours of paid or unpaid leave, depending on their size.  

    Implications For Employers 

    New regulations 

    In October 2023, the DCWP finalized new regulations to the ESSTA, clarifying employer size determination, remote worker inclusion, notice requirements, and accrual methods. Employers need to familiarize themselves with these updated regulations to ensure compliance.  

    Penalties and remedies 

    The new law alters the civil penalties for ESSTA violations, with fines ranging from $500 to $1,000 per violation within two years. Additionally, plaintiffs can now seek injunctive and declaratory relief, attorneys’ fees, costs, and other appropriate damages in addition to compensatory damages.  

    Legal recourse 

    Previously, individuals could only file complaints with the DCWP, which would then investigate the claims. However, the new law expands this process by allowing individuals to simultaneously file a civil action in court and a DCWP complaint for the same alleged violation.  

    Reporting Requirements  

    The new law also mandates the DCWP to report the following on its website annually:  

    -Number and nature of filed complaints, including unsubstantiated complaints and notices of violations issued 

    -Number of civil actions filed, provided the DCWP was informed of such actions 

    -Number of opened and closed investigations, along with the average time for complaint resolution  

    -Average time it takes for a complaint to be resolved  

    Advice For Employers 

    In light of these changes, New York City employers are advised to revisit their safe and sick leave policies, ensuring alignment with the amended ESSTA and the updated DCWP regulations. It becomes imperative for employers to uphold their obligations under the ESSTA to avoid potential liability from employees. 

    In navigating the evolving landscape of employment laws, including the recent changes to ESSTA, small business owners in New York City may find value in partnering with a professional employer organization (PEO) like GMS. GMS’ experts can offer vital support by providing access to comprehensive HR solutions, ensuring compliance with ESSTA and other labor regulations, managing payroll and benefits, and offering expertise in navigating the complexities of employee-related matters. By leveraging the resources and expertise of GMS, small business owners can focus on growing their business while entrusting critical HR responsibilities to a trusted partner, thereby fostering a more efficient and compliant workplace environment. Interested in learning more? Contact us today! 

  • The H-1B visa program has long been a topic of discussion and scrutiny due to concerns regarding misuse and fraud. In response to these concerns, the U.S. Citizenship and Immigration Services (USCIS) has announced a significant change to the H-1B visa registration selection process. This change, scheduled for publication on February 2, 2024, aims to prioritize the workers named in the registrations, aiming to reduce the possibility of misuse and fraud.

    The Current Process

    Under the current process, the number of registrations submitted by employers on behalf of an individual directly impacts the individual’s chances of being selected in the H-1B visa lottery. This has led to certain practices that raise concerns about the integrity of the selection process, such as the submission of multiple registrations for the same worker to increase the chances of selection.

    The New Proposal

    Under the new proposal, each unique individual who has registration submitted on their behalf will be entered into the selection process once, regardless of the number of registrations submitted for them. This significant change is designed to improve the chances of legitimate registrations being selected and eliminate the practice of submitting multiple registrations for the same worker to increase their likelihood of selection.

    Additional Requirements

    Starting with the fiscal year 2025 registration period (March 6-22, 2024), USCIS will require visa beneficiaries to provide valid passport or travel document information with the registration. Each beneficiary must be registered under only one passport or travel document. This additional requirement is aimed at further enhancing the integrity of the registration process.

    Addressing Fraud And Misuse

    USCIS Director Ur Jaddou emphasized the agency’s commitment to bolstering integrity and curbing potential fraud while improving and streamlining application processes. The proposed improvements are expected to make H-1B selections more equitable for petitioners and beneficiaries.

    The move to shift the focus of the selection process reflects USCIS’s response to concerns about potential abuse of the H-1B lottery system. Reports of ineligible registrations submitted by multiple employers conspiring together have raised red flags about the integrity of the process. USCIS revealed that several dozen technology companies colluded to submit registrations for the same 96,000 workers, totaling 408,891 entries, in an attempt to increase their odds of selection in the H-1B lottery.

    Future Changes

    The change to the registration selection process is a pivotal part of the proposed rule overhauling the H-1B visa program. USCIS is still reviewing the bulk of the H-1B modernization proposed rule and intends to publish a separate final rule to address the remainder of the provisions in the proposal.

    The Assistance Of A PEO

    These changes are poised to impact the fairness and transparency of the H-1B visa lottery system, ultimately benefiting both employers and visa beneficiaries. Considering these changes, GMS is here to help small businesses with the H-1B visa registration selection process. GMS, a professional employer organization (PEO), offers invaluable support by providing guidance on compliance with evolving immigration regulations, streamlining the visa application process, and ensuring adherence to the new requirements set forth by USCIS. By leveraging the services of GMS, business owners can navigate the intricacies of the H-1B visa program with confidence, knowing they have a knowledgeable partner by their side. Contact our HR experts today.

  • In the bustling world of small businesses, where every decision counts and every action shape the company’s identity, core values serve as guiding stars, illuminating the path to success. But how do small business owners move beyond simple words on paper and root these values in their organization? Continue reading to learn how to go from articulating to implementing, exploring how core values can transcend and become the driving force behind every decision and interaction.

    Defining Core Values

    Core values are the deeply ingrained principles that guide a company’s actions; they serve as its cultural cornerstones. They encapsulate the beliefs, principles, and philosophies that define a company’s culture and identity. For small business owners, defining core values is not simply a box to check but a foundational step in shaping the company’s principles and direction.

    When considering core values for your business, choosing those that reflect the company’s identity, culture, and aspirations is essential. The following is a list of essential core values to consider:

    • Integrity: Upholding honesty, transparency, and ethical behavior in all business dealings.
    • Customer centricity: Prioritizing customer satisfaction and delivering exceptional experiences.
    • Teamwork and collaboration: Fostering a culture of collaboration, mutual respect, and shared goals among employees.
    • Innovation: Encouraging creativity, adaptability, and a willingness to embrace change to drive innovation.
    • Respect: Valuing diversity, treating everyone with dignity, and maintaining a respectful work environment.
    • Adaptability: Being flexible and responsive to changing market conditions, customer needs, and industry trends.
    • Inclusivity: Creating an inclusive environment where diverse perspectives are welcomed, respected, and valued.
    • Sustainability: Committing to sustainable practices and minimizing environmental impact in business operations.
    • Innovation: Encouraging a culture of creativity, experimentation, and forward-thinking to drive growth and differentiation.

    Small business owners must lead by example, living out the core values they proclaim and rooting them into all aspects of the business.

    Nurturing A Value-Driven Culture

    In small businesses, culture doesn’t happen by chance; it’s a deliberate creation nurtured by every interaction, decision, and celebration. Fostering a values-driven culture requires intentional efforts, from hiring practices and onboarding to performance evaluation and recognition. Aligning these practices with core values reinforces their significance and empowers employees to embody the company’s culture.

    Integration Into Daily Life

    Core values should fill every aspect of business operations, from the big strategic decisions to the smallest day-to-day interactions. Small business owners can weave their values into operational frameworks and decision-making processes. By embedding values into daily practices, businesses ensure that every action reflects their principles and contributes to their vision.

    Open Communication And Trust

    Transparent communication is the lifeblood of a values-driven organization. Small business owners should foster open dialogue, inviting feedback, and fostering constructive conversations around core values. Transparent communication builds trust, resolves conflicts, and empowers employees to uphold the company’s values, even in challenging situations.

    Embracing Change And Growth

    As small businesses evolve, so do their core values. Embracing change and remaining adaptable allows businesses to develop their values alongside their growth. Small business owners should regularly revisit and reassess their core values, ensuring they remain relevant and reflective of the organization’s journey and aspirations.

    The Assistance Of A PEO

    When integrating core values into your business culture, professional employer organizations (PEOs) serve as a strategic partner. A PEO like GMS provides expertise and support to ensure your values fill every aspect of your organization seamlessly. From recruitment and training to day-to-day HR functions, a PEO enables businesses to establish cultures rooted in integrity, collaboration, and excellence. By partnering with GMS, businesses uphold their core values and gain the freedom to concentrate on strategic growth initiatives while leaving HR complexities in our hands. Contact us today!

  • In today’s job market, employees have high expectations for employers beyond benefits and compensation packages. In addition to competitive compensation, employees desire a workplace that values and respects them and prioritizes a positive culture. Employees are quick to switch jobs if they encounter a negative or toxic work environment. To attract and retain top talent, it’s vital that, as a business owner, you understand what employees are seeking to address any issues preemptively.

    Employees seek out companies whose actions align with their communicated values. In other words, if you say work-life balance is essential, but the level of work assigned requires regular overtime, or you preach education as a company pillar but rarely offer training or pay for external certifications, your values and actions are misaligned. Employees will take this to heart, which can negatively affect morale, productivity, and more.

    Strong Company Cultures

    Company culture may seem abstract however, there are tangible ways it impacts your business. Company culture is a work environment’s shared values, attitudes, behaviors, and standards. It describes not only your staff’s experiences but also how customers experience your brand.

    Positive cultures tend to include:

    • Clear and open communication. Between employees, across departments, and with management – open and non-ambiguous communication is a critical factor for a healthy culture. Managers should offer plenty of opportunities for their team to provide feedback and be readily accessible to help guide employees and provide clarity when needed.
    • Professional development opportunities. In addition to open communication, companies with positive company culture offer employees the opportunity to grow professionally. Access to training, education stipends, mentorship programs, and other resources can help employees to succeed. In addition, communicate a defined process to the team that explains how employees can get promoted or receive a raise.
    • Collaboration mindset. Positive cultures allow plenty of opportunities for teams to collaborate. Although rewarding individual contributions is essential, a positive work culture fosters a deep sense of belonging through consistent collaboration with peers and across departments. Individuals who feel supported and part of a team often experience more job satisfaction, which boosts productivity and retention.
    • Defined purpose and core values. Core values should be purpose-driven and align with long-term company goals. For example, environmentally conscious companies may aim to become carbon neutral by a specific date – their decisions and actions on a small and larger scale are then all informed by this value. Positive cultures have a clearly defined purpose and core values are easily accessible to employees.
    • Intentional focus on boosting morale. Positive work cultures aren’t built overnight. There is a careful strategy behind them. Leadership plays a critical role in building and maintaining a positive culture, from hiring staff that aligns with company values to creating opportunities for team bonding and implementing recognition and reward programs.
    • Employee recognition. Recognizing the achievements of individuals and departments is essential to a healthy work environment — monetary rewards, public recognition during meetings, a social media post, bonus days off, etc. Positive cultures value acknowledging the efforts of the team regularly.

    Negative Company Cultures

    Even if your company has one or several characteristics of a positive culture, your business might still struggle with culture. Generally, you can identify the health of your work environment by looking at employee engagement, productivity, turnover, and absenteeism. Ensure you look at historical data to identify abnormal spikes and patterns. Suppose a specific team or role has a perpetual turnover or struggles with productivity. In that case, it might be time to carefully examine the team manager, offer additional leadership training, or restructure the role.

    Another way you can assess your work culture is by how often your team stays late, skips lunch breaks, or works on the weekends. When staff consistently work overtime, they likely have too much on their plate and need additional resources to accomplish their tasks. When overtime becomes a pattern, employees can suffer from burnout and increased health issues, which can ultimately affect your bottom line.

    Furthermore, conducting surveys and feedback sessions can offer valuable insights. These should include questions about job satisfaction, relationships with managers, and perceptions regarding the company’s values. When employees leave your organization, ensure exit interviews are part of your off-boarding process. While regular feedback sessions with current employees are helpful, individuals who are leaving may feel able to offer more honest answers.

    Align Your Actions And Values

    Creating a positive culture takes work. You need to establish your values and create a clear implementation plan. Ensure you include your team in decisions affecting their day-to-day and implement their ideas when possible.

    In addition, make sure your leadership team is embodying your values. If collaboration is something you value and there’s a lot of unhealthy competition within a particular department – investigate where that is coming from. Train your managers regularly so they don’t inadvertently promote behaviors misaligned with your values and know how to interrupt them as they arise.

    GMS Resources

    Your employees are your biggest assets, and investing in creating a strong work culture, ensuring your team is engaged, valued, and supported will positively impact your business in the long run. Partnering with a professional employer organization (PEO) like GMS can allow your small business to offer competitive benefits so you can attract and retain top talent. Beyond benefits, GMS can also help you assess your company’s HR practices.

    Ignoring the need for effective HR management is a recipe for disaster. Deficiencies in any HR function, such as payroll, workplace safety, or performance management, could result in the following:

    • Non-compliance fines
    • Miscommunication between departments
    • Slow productivity growth

    Inefficiencies in your HR processes can lead to unforeseen costs that weigh heavily on a small business. PEOs like GMS can perform human resource audits to review your current HR policies, procedures, documentation, and systems. By conducting an HR audit, we can help your business reduce costs and improve its HR functions in a fraction of the time. In addition, HR audits can help assess compliance with ever-changing rules and regulations to minimize legal and regulatory liability.

    Let us help you maintain or improve your competitive advantage. Connect with an HR expert today!

  • As concerns pile up, employee morale can quickly go downhill. The challenge of losing valuable employees becomes particularly daunting in today’s competitive job market, where it takes an average of 24 days to fill a position.

    While hiring managers look for replacements, the remaining team members may find themselves taking on extra work. This additional workload can make staff feel overwhelmed and resentful, exacerbating existing issues within your organization – causing more team members to leave. The domino effect is real and immediate, so you must act quickly before the topple becomes unstoppable. Because staffing is such a pressing concern, hiring decisions often become rushed, leading to hiring mistakes that inadvertently undermine retention efforts.

    While some turnover is expected, careful planning leveraging people analytics can help avoid its normalization. However, if you’re experiencing perpetual turnover, it might be time to examine your company culture. Attracting and retaining talent requires finding underlying issues and creating a strategy to address them.

    What Causes Employee Turnover? 

    Employee turnover happens for various reasons, often interrelated, and understanding these can help your organization develop strategies to retain talent. Key causes include the following:

    • Low pay and inadequate benefits. According to the Pew Research Center, 63% of employees cited low pay as a leading factor in seeking alternative employment.
    • Lack of professional advancement opportunities. Employees often aspire to grow their skills and advance their careers. If they perceive a lack of opportunity to grow within your organization, they are more likely to look for one that will.
    • Negative company culture. Another common reason for high turnover is a toxic or unsupportive company culture. This includes issues such as a lack of diversity and inclusion, poor work-life balance, and poor management practices.
    • Lack of professional respect. Employees want to feel valued and respected for their contributions. Lack of respect can manifest in several ways, including not listening to employee feedback, ignoring achievements, or generally undervaluing an employee’s role in your organization.

    If your your organization is experieicning high emploee turnover, fixing every issue overnight is impossible. It will require careful planning and time to fully address the root causes. 

    Addressing High Employee Turnover

    High turnover can create a stressful environment for your entire team, and while you can’t simply flip a switch to fix everything, addressing the root issues as quickly as possible is essential to avoid long-lasting detrimental impacts.

    First, it’s vital that you take an honest look at your company. One way to do this is through utilizing exit interviews. Exit interviews should be a routine part of off-boarding, where you can gather insights. From an employee’s first to last day, the company’s core values should guide their experience. The exit interview is no exception.

    It’s never easy to hear criticisms and concerns, but you’ll never get to the root of problems without asking questions and then listening. This isn’t the time to defend your company. Departing employees need to feel heard. Use this time to probe into factors that made them want to leave. If candid feedback is the goal, then direct managers shouldn’t conduct interviews. Nobody wants to burn bridges, so hiring a reputable third party is considered the best practice.

    In addition, you can start to address issues through:

    Taking action

    Once key concerns are uncovered and exposed, act immediately. It’s easy to get distracted and not follow through. To offset that tendency, create a team responsible for moving things forward and implementing changes.

    This team can analyze gathered data and market intelligence to create an employee retention plan. If there’s a manager with high levels of turnover, use feedback to coach them. Any new changes instituted show current and former employees that you genuinely care. If left forgotten or unfinished, that sends a clear message as well.

    Hire strategically

    After identifying and addressing areas of improvement, take a look at your hiring process. Employee retention is about hiring the right person. Skills are typically a top consideration when speaking with candidates, but you must also assess how they will fit with your company culture. A skilled new hire needs to experience a sense of belonging to consider it a long-term fit.

    There are a couple of strategies to aid this process. First, ask behavioral interview questions to gauge how they respond to common company scenarios. Then, give them a tour and introduce them to various employees. This is helpful for both of you. You can observe how they interact, and they can get a sense of the workplace culture and if it suits them.

    Compensate adequately (beyond salary)

    While happy hours and team outings are absolutely appreciated (and an essential part of building a culture), they don’t pay the bills. Research the market value and typical benefits for critical roles in your region. If you want to compete for top talent, you must offer a competitive benefits package that reinforces your company’s value. Packages include salary, paid time off (PTO), vacation time, sick days, benefits, etc.

    Look beyond money

    As the saying goes, money doesn’t solve everything. Millennials rank giving back as a top priority. That translates into taking jobs where they make a difference with society’s more significant issues. Is community involvement a core value or a PR opportunity? For candidates who care, they’ll know the difference.

    The following are more win-win strategies you can incorporate:

    • Recognition motivates employees and makes them feel respected
    • Understanding aspirations and providing a career path keeps them inspired
    • Flexible work schedules show trust and reinforce the value of work/life balance 

    Ultimately, you want to craft an atmosphere that supports happy, productive employees. Collaborating with experts who understand HR best practices can be beneficial Working with a professional employer organization (PEO), specifically GMS, allows business owners to outsource all or part of their HR to help build these cultures and programs to retain employees.

    GMS Can Help

    GMS has advised companies for more than 20 years on how to evolve to meet growth and talent goals. GMS’ HR Account Managers specialize in crafting well-defined job descriptions, ensuring you attract candidates who genuinely fit the role. They excel in creating efficient and streamlined hiring processes, saving you valuable time and resources while finding top talent.

    PEOs like GMS, understand the importance of cultural fit and can guide you in aligning candidates with your company’s values and culture. When it comes to onboarding, GMS offers structured, effective processes to ensure new employees seamlessly transition into their roles, thereby reducing the risk of disengagement or early turnover.

    Let us help improve your turnover rates and help your business retain employees to create efficiency and longevity. Contact us today to learn more about how GMS can help your business.

  • As a business owner, employee turnover is a common occurrence. Employees move on for a variety of reasons, some personal, such as moving out of state, and others professional, such as a career change or a new opportunity. When current employees leave your organization, though it may be stressful news at first, you have an excellent opportunity to gain insight into your company and culture. Exit interviews and exit surveys can help you understand areas for improvement.

    Even if you have the best relationship with your team, as leadership, there are likely elements within your processes, policies, or culture that your employees dislike but have yet to voice their concerns about. Exit interviews are your window-in. When done correctly, they’ll give you honest and in-depth responses that can help address aspects affecting employee satisfaction and retention.

    Because you can’t always predict when team members will leave your company, it’s vital to have an exit interview or survey established and integrated into your offboarding process. This ensures you aren’t caught off guard and have the tools ready to capture invaluable information.

    What Is An Exit Interview?

    Like a job interview, an exit interview or exit survey is a series of questions you ask departing employees. These questions should include their reasons for leaving and their perceptions of company culture and leadership. In addition, inquire about salary and benefit expectations to understand what it takes to retain or attract top talent.

    Generally, exit interviews and surveys should take 30 minutes to an hour, depending on how many questions you include. An HR representative or a member of senior leadership should be present during interviews to hear answers first-hand. Take thorough notes during interviews, so your team can evaluate the answers afterward.

    In addition, store all the information collected in exit interviews and surveys in a clearly defined and easy-to-access place. Keep the stored information confidential and remove anything that would identify a former employee. This ensures you can refer to past interviews and identify patterns over time.

    Questions To Ask

    While general questions are helpful, it’s essential to carefully assess your business and the specific insights that would be the most beneficial. For example, if you aren’t aware of how your staff feels about leadership or benefits, tailor most of your questions around those areas.

    We’ve gathered a list of questions to help you get started:

    Why did you start looking for alternative employment?
    Starting with an open-ended question allows you to get directly to the root of why an employee is choosing to leave. Their answer can help direct your other questions. For example, if their answer is because of a lack of professional development, you can delve into more questions about what development opportunities would be beneficial in the future.

    Did you have a positive relationship with your manager/supervisor?
    Managers play a huge role in job satisfaction. In fact, 69% of people say their managers had the most significant impact on their mental health, which greatly impacts day-to-day productivity and satisfaction. As a leader, you’re likely only hearing from your managers and supervisors; this question allows employees to share any minor and major issues they may not have felt comfortable sharing while still employed.

    What was your relationship with your team like?
    Just like managers, team members play a vital role in day-to-day job satisfaction. Unhealthy or cruel team dynamics can take a significant toll on individuals. Understanding team dynamics can help you create a better work culture.

    Was your role and responsibilities clear from the start?
    As the needs of your company evolve, roles often transform. Asking this question can assist you in identifying areas where increased transparency and clarity with your team might be beneficial.

    Did your responsibilities change since you started? If yes, did you perceive these changes as positive or negative?
    Depending on the employee’s tenure with your company, their role may change significantly. This question will provide insight into whether there are ways you can improve the experience of others at your company on similar paths. Do you need to reevaluate job titles or compensation packages when roles develop? Does your team need more say in these changes, etc.?

    What advice would you give management or your team?
    This question can lead to surprising answers and give you ideas on how to improve the experience of everyone in your company. Although there may be ideas that aren’t realistic to implement, other suggestions can prove invaluable.

    Other questions you can ask include:

    • What was your favorite and least favorite aspect of your job?
    • Would you recommend this company to a friend?
    • Did you feel valued and appreciated during your time here?
    • If you ever flagged an issue to leadership, were you satisfied with the outcome?
    • What are you looking forward to in your new role?
    • Is there anything we didn’t cover you would like to add?

    Next Steps

    The work doesn’t end after you’ve gathered your departing employee’s responses. Have your leadership carefully review each answer. Flag areas that need to be addressed and make a clear plan for implementing changes. Ensure you communicate any developments with your remaining team members and allow them to share ideas or pain points.

    Remember that an exit interview shouldn’t be the only time you gather your team’s input. Regularly check in during one-on-ones, team meetings, or even performance reviews. Regular feedback sessions allow you to get ahead of any issues and address concerns before an employee departs.

    While it is too late to address the concerns of former employees, the changes you implement can have lasting impacts on your business, improving job satisfaction, retention, and recruitment efforts.

    Human Resources Information System

    Partnering with a professional employer organization (PEO) like GMS gives you access to powerful tools such as GMS Connect. GMS Connect is a fully integrated, cloud-based human resources information system (HRIS) that enables your services and drives your efficiencies from anywhere and on any device with internet access. Our software allows world-class payroll, benefits, HR, recruiting, performance management, and more – covering the entire HR spectrum from hire to retire.

    If you’re looking for a secure place to store information, such as exit interviews or survey data, GMS can help. Contact us today and let us help you manage your employee data.

  • Creating a positive company culture is critical for every business. It drives recruitment and retention, increases morale, productivity, and more. Building and maintaining a positive work culture goes beyond management (though they play a significant role

    One way to help foster a positive work culture is by providing opportunities for your team to connect and show appreciation for one another. In the hustle and bustle of daily tasks, and particularly during moments of high stress, irritation can often be a guiding force in interactions. Over time, this can take a toll on professional relationships affecting organizational culture. Integrating peer-to-peer recognition programs is a proactive way to mitigate irritation and build a stronger workforce. These programs encourage staff to interact more thoughtfully, even in stressful circumstances and are crucial in cultivating a more cohesive and engaged team.

    Peer-To-Peer-Recognition Programs

    Peer-to-peer recognition programs allow your team to intentionally acknowledge another employee’s work or talent. They can take on various forms, some public and others more private. Peer recognition programs include:

    • Communication platforms: A designated Slack or Microsoft Teams channel is a great way to help employees share recognition, especially for remote or hybrid workforces. This can be department or company-wide and is a non-verbal way to celebrate peers.
    • LinkedIn endorsements: Remind your team to vouch for a peer’s skills and professional strengths on LinkedIn.
    • Team meeting shoutouts: Leave time during all team or department meetings for peers to offer verbal praise. Alternatively, read out messages from your communication shoutout channels.
    • Award certificates: Provide a small gift certificate, such as a $10-15 coffee voucher, that team members can award their colleagues.
    • Social media shoutout: Allow team members to nominate their peers for a special award – share it on company social media pages, newsletters, and company meetings.
    • Gift package: Similar to a gift certificate, team members can nominate peers for a small gift package. Customize the package to meet the recognized individual’s interests.

    Why Does Peer Recognition Matter?

    Considering how closely teams work together, peer-to-peer recognition matters. They share day-to-day challenges and see the effort that went into a project. Though managerial acknowledgment still carries value, peers have sat together in the trenches, and this deeper understanding of the completed work can equal more meaningful recognition.

    Moreover, these programs can boost employee morale. In times of high stress, maintaining positive team dynamics can be challenging. Peer recognition allows colleagues to regularly provide encouragement and words of support, reinforcing that the team values their contributions.

    In addition, these programs can:

    Reduce employee turnover

    Employees who feel valued and appreciated tend to have greater loyalty to their employer. Peer-to-peer recognition programs foster a feeling of belonging, enhancing job satisfaction and reducing turnover rates.
    Improves team rapport

    Camaraderie and team spirit can’t be manufactured externally; however, these programs offer a platform to nurture them. By acknowledging and celebrating each other’s achievements, such initiatives promote stronger, more positive relationships, thereby enhancing collaboration and communication within the team.

    Improves employee well-being

    74% of employees suffering from poor physical and mental health feel they’ve received poor recognition for their efforts. Giving and receiving recognition has been found to increase happiness and well-being. As business owners juggling many responsibilities, it isn’t always easy to offer meaningful recognition on a regular basis. Peer-to-peer programs add to managerial recognition, which can help employees feel more valued and, in turn, help boost their overall health.

    How To Create A Peer Recognition Program

    First, it’s crucial to communicate the program’s purpose to your staff. Next, gather a team to spearhead this initiative. Include members at various levels within your organization to ensure diverse ideas are included. Determine what activities to implement, their frequency, and any parameters needed. In other words, if you create a peer recognition award, decide how often the award will be given (monthly, quarterly, yearly) and what happens if multiple people are nominated.

    Actively involve your employees in the planning process. Even those not directly part of the implementation team should be able to provide feedback and contribute ideas. By including your staff in the planning process and clearly defining its purpose, you can generate more buy-in and excitement from the team.

    Pitfalls To Avoid

    Even the most well-intentioned initiatives can bring on some unintended negative consequences. This is particularly true for recognition programs, where feelings can quickly become negative if not managed carefully. It’s crucial to stay engaged and closely monitor these programs.

    Common issues include biases and favoritism, which can become more apparent. Without safeguards, certain team members might consistently receive acknowledgments and win awards. To prevent this, implement rules such as limiting individuals to winning specific awards only once per quarter or annually. If an individual receives frequent recognition or awards, find alternative ways to appreciate their contributions to give other team members opportunities for peer recognition.

    In addition, it’s essential your team fully understands the parameters of the program. Providing clear examples of meaningful recognition can help guide them in this process. It’s also beneficial to set a clear cadence of recognition through reminders. Encourage your team with weekly or monthly reminders and allocate specific time for staff to write a note of appreciation or nominate a colleague. This structured approach ensures recognition becomes an integrated and routine part of your team’s culture.

    Another common misstep is using peer recognition as a replacement for managerial and leadership recognition. These programs are best when they work in combination with other initiatives driven by leadership. Employees should feel valued and recognized by their managers in addition to the support they receive from their peers. This combined approach ensures that your team receives support from all sides.

    To summarize:

    • Avoid bias and favoritism – create opportunities for everyone to be recognized
    • Provide guidelines and examples of appropriate recognition
    • Send reminders regularly to integrate these programs into your workflow
    • Use these programs in tandem with leadership initiatives

    Employee Training And Recruiting Services With GMS

    Recruiting, hiring, and training staff is time-consuming and costly, especially for small and mid-sized businesses. Between ongoing training and employee recruitment services, finding, hiring, and developing the right people for your organization takes a significant amount of time and effort. Professional employer organizations (PEOs) like GMS give you access to the tools and resources necessary to take on these responsibilities while improving your overall recruiting, hiring, and training efforts.

    Employee training is an effective way to teach new employees and develop existing workers. Even the best employees won’t succeed without the proper training. GMS offers online employee training programs for small and mid-sized businesses targeting your employees’ specific job functions.

    Our online employee training software allows businesses to streamline job training, improve employee performance, and reduce learning costs for learning platforms and in-person training. Our user-friendly online learning management system (LMS) allows workers to access training courses to gain the skills necessary to support your business.

    If you’re looking to implement a new initiative, such as peer recognition, and are looking for ways to educate your team, our LMS could be the tool you’ve been looking for. Contact us today and let us help you build and maintain an engaged workforce.

  • On March 11, 2024, the U.S. Department of Labor’s (DOL) new rule for determining whether an employee is an independent contractor is scheduled to take effect. Health care and trucking industries that are heavily reliant on independent contractors are likely to experience disruptions in the labor supply and an increase in wages. Let’s dive into this to determine the implications this might have for small business owners.

    Understanding The New Rule

    The new rule reinstates an earlier standard that requires companies to collectively consider various economic factors to determine a worker’s classification as a W-2 employee or an independent contractor using a 1099 form. This shift rescinds the 2021 ruling, which placed greater emphasis on two factors:

    • Control over the work 
    • Opportunity for profit or loss

    The totality-of-the-circumstances analysis now incorporates the worker’s skill and initiative, the permanence of the working relationship, the worker’s investment in equipment or materials, and the extent to which the service rendered is integral to the employer’s business.

    Impact On The Health Care Industry

    The implications of the new rule on the health care industry are multifaceted, particularly for nurses and home health aides who commonly work for multiple staffing agencies. The independent contractor status has been a longstanding issue in this sector, and the new rule is expected to prompt staffing agencies and health care facilities to reassess their utilization of the 1099 model. In addition, the shortage of nurses and home health aides adds another layer of implications for this industry. This was caused by the early retirements during the COVID-19 pandemic and the increasing medical needs of Baby Boomers, further intensifying the urgency for employers to address labor classification and retention challenges. Approximately 100,000 registered nurses in the U.S. left the workplace due to the stresses of the COVID-19 pandemic. By 2027, almost 900,000, or almost one-fifth of 4.5 million registered nurses in the U.S., intend to leave the workforce.

    Impact On The Trucking Industry

    Similarly, the trucking industry anticipates significant repercussions from the new rule. The classification of truckers as independent contractors, a prevalent practice in the industry, may require a fundamental restructuring of the business model should they be reclassified as employees.

    For trucking companies, the prospect of reclassifying truckers as employees presents logistical and financial complexities. With many drivers renting trucks from the companies they deliver goods for, distinguishing between an independent contractor and employee status becomes critical. The ownership and usage of the vehicle, along with considerations of investment and opportunity for profit or loss, are central to the classification under the new rule.

    Economic Implications

    The potential reclassification of health care and trucking workers has far-reaching economic implications. Notably, the new rule is anticipated to escalate labor costs for companies, which could subsequently be passed on to consumers. In addition, if reclassified as employees, the impact on overtime pay for truckers is poised to become a significant issue given the industry’s long working hours and the entitlement to overtime pay for nonexempt workers. Under the Fair Labor Standards Act (FLSA), nonexempt employees are entitled to overtime pay, but independent contractors are not.

    The Assistance Of A PEO

    Amidst the evolving regulatory landscape and the DOL’s new rule for determining worker classification in industries such as health care and trucking, small business owners can seek support and guidance from a professional employer organization (PEO) like GMS. Partnering with GMS gives small business owners access to expert HR support, risk mitigation, compliance expertise, and talent management services, enabling them to navigate this new rule’s complex implications. In addition, GMS offers payroll and tax filing, benefits administration, compliance support, risk and safety management, and HR services, allowing business owners to focus on their core competencies. If you have a business in one of these industries, partnering with GMS is a crucial resource for you, ultimately offering you peace of mind and strategic support with evolving rules and regulations. We work with many health care and trucking companies to ensure they remain compliant and feel supported during these times of uncertainty. Interested in learning more? Contact us today to learn more.