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  • Employee handbooks are not just an easy-to-access resource for your team but an essential component of your company’s infrastructure. They provide employees with a clear understanding of company policies, expectations, and culture, making it crucial to have a comprehensive and up-to-date handbook. However, the value of an employee handbook diminishes if it’s not regularly reviewed and updated.

    Leaving your handbook unattended on the shelf year after year without revisions can result in several negative outcomes, such as reinforcing outdated and potentially non-compliant laws and regulations. Employment laws, workplace safety standards, and industry regulations evolve. Failing to update your handbook accordingly can leave your business vulnerable to legal challenges, financial penalties, and damage to your business’ reputation.

    What Is An Employee Handbook?

    Employee handbooks are an excellent tool for business owners to share relevant information with employees. Separate from an employee agreement, which details salary, job title, job description, etc.; employee handbooks are an opportunity to provide easy-to-understand explanations of your policies and procedures, including company programs such as paid time off (PTO), sick leave, and more. While you should regularly share reminders with your team regarding specific policies and company programs, employee handbooks allow staff to review information whenever needed.

    Benefits Of Having An Employee Handbook

    Handbooks are a foundational tool for everyone on your team, from your newest hire to senior leadership and managers. They ensure everyone operates from the same set of standards, which is essential for creating a cohesive company culture. In addition, they help set expectations and provide clarification when challenging questions or situations arise.

    For new hires, employee handbooks are an excellent resource for learning about your company’s mission and values. Onboarding is an overwhelming time for new employees; providing them with a handbook can help them review important information later when they are more comfortable in their new position.

    Furthermore, a well-structured employee handbook can significantly enhance decision-making by providing a clear framework for managers and employees. This clarity reduces the time spent on deliberations and increases the efficiency of resolving issues, allowing for more focus on productive work and innovation.

    Why Update Your Handbook?

    As your business grows and develops, so should your employee handbook. As laws evolve and new technologies emerge, your internal policies must adapt accordingly. Since your handbook is a key reference point, outdated information could lead to unintentional non-compliance. It’s essential to inform your team about these updates and incorporate them into your handbook. This ensures that everyone is in sync with your policies and procedures.

    In addition, updating your handbook helps:

    • Adapt to organizational growth: As your business grows, it may become subject to new regulations. For example, exceeding 20+ full-time or full-time equivalent (FTE) employees will bring your business under the purview of the Age Discrimination in Employment Act (ADEA). It’s crucial to regularly review and revise your policies to ensure compliance with applicable laws as your business evolves.
    • Health and wellness: Policies must stay current to reflect the changing health landscape and societal needs. The COVID-19 pandemic highlighted the need for flexibility in policymaking, as companies had to introduce or revise policies concerning leave, remote work, and bereavement to accommodate unprecedented circumstances. Your handbook should be responsive and allow for quick policy changes when needed.
    • Align with the current company mission: As your business develops, your core mission and goals may shift. Ensuring your handbook is updated will help keep your managers and employees aligned with your mission. This alignment is essential not only for internal work but also for presenting a consistent message to your clients and stakeholders. 
    • Ensure fair treatment: An updated handbook ensures you have proper policies to address potential issues. This includes establishing clear protocols for dealing with harassment and outlining the steps to take when employees do not comply with established guidelines. Such measures are crucial for maintaining a workplace where every team member is subject to the same rules and expectations, which in turn help promote a culture of fairness and respect.
    • Hold your team accountable: A handbook can safeguard your business. Having a paper trail of your policies and their updates in your handbook shows that you communicated them to your team. It keeps your staff aligned with your goals, and should any situation escalate to the point of employee termination, this documentation provides solid justification for the action taken due to non-compliance.

    When And What To Update

    Most information in your employee handbook won’t need updating very frequently, but it’s good practice to review your handbook on at least a yearly basis. Delaying this review can result in a backlog of necessary changes, significantly extending the time required to update the handbook. Unless your organization is experiencing rapid growth or undergoing shifts in its mission and values, an annual review will be enough to keep your handbook current and relevant.

    During your review, be sure to examine the following:

    • Federal and local laws and regulations
    • Wage and hour policies
    • Staff training and processes
    • Leave and benefits
    • Employee conduct policies
    • Technology and systems policies

    Reviewing your employee handbook will take time and can be done internally; however, it’s essential that an HR professional checks it. If you don’t have a designated HR professional on staff, partnering with a professional employer organization (PEO) is one way to ensure you’re up to date with best practices and are compliant with legal regulations.

    HR Outsourcing With GMS

    As a business owner, you may discover that you no longer have the capacity to manage administrative tasks or keep up with the ins and outs of HR. That’s where we come in. PEOs like GMS can manage a range of responsibilities for your business. By outsourcing aspects such as payroll tax to employee benefits and more, we save you time and money while ensuring your business’ compliance with local and federal laws. We focus on administrative work so you can focus on what matters most in your business.

    Our HR professionals are ready to help make your business simpler, safer, and stronger. Contact us today!

  • As we usher in a new year, now is an ideal time for companies to reassess, revamp, and realign their strategies. Amidst the flurry of resolutions and fresh starts, updating the employee handbook is one essential yet often overlooked aspect of this renewal process. This crucial document is the cornerstone of your company’s policies, guiding principles, and expectations for your workforce. Let’s take a closer look into the importance of revitalizing your handbook and how it can lay the groundwork for a successful year ahead.

    Reflecting Current Standards And Practices

    The business landscape is constantly changing, influenced by technological advancements, industry changes, and evolving societal norms. As a business owner, your employee handbook should mirror your organization’s current standards and practices. Updating your handbook ensures that your policies align with the following:

    • Latest legal requirements 
    • Industry best practices
    • Internal adjustments within your company 

    Fostering A Positive Workplace Culture

    Beyond legal compliance, the handbook is a tool for fostering a positive workplace culture. Emphasizing your company’s values, mission, and vision in the handbook reaffirms your commitment to creating an inclusive, diverse, and supportive work environment. Integrating policies that promote work-life balance, mental health support, and professional development opportunities underscores your dedication to employee well-being and growth.

    Promoting Clarity And Consistency

    Within any organization, clarity in communication is paramount. An updated handbook minimizes ambiguity by offering clear and consistent guidelines on company policies, procedures, and expectations. This clarity reduces misunderstandings and mitigates potential conflicts, allowing employees to navigate their roles confidently and align their actions with organizational goals.

    Adapting To Technological Advancements

    The rapid evolution of technology often introduces new tools and methods that streamline workflows and enhance productivity. Your handbook should reflect these changes, offering guidance on using new technologies, remote work policies, data security protocols, and any other technological advancements relevant to your industry.

    Strategic Steps For Handbook Enhancement

    As a business owner, we get that time is of the essence, and updating your employee handbook might feel daunting. Fortunately, we’ve got your back and have come up with four quick steps to spruce up your employee handbook without getting lost in the details.

    1. Comprehensive review: Begin with thoroughly reviewing your current handbook, noting outdated policies or areas requiring updates. 
    2. Legal compliance check: Collaborate with legal counsel to ensure all policies comply with current employment laws and regulations. 
    3. Engage employees: Consider seeking input from employees to identify areas for improvement or clarification in the handbook. 
    4. Communication strategy: Once updated, communicate the changes effectively to all staff members, ensuring accessibility and understanding. 

    GMS’ HR Account Manager Claire Dobish added, “Handbooks set clear expectations regarding their rights, responsibilities, and overall company standards. Keeping your handbook up-to-date reduces the risk of misunderstandings and issues between employees and employers. GMS updates their handbooks yearly to ensure state and federal compliances are in place to assist small business owners.”

    Still Feel Like A Daunting Task?

    Understanding the demands of your time is crucial, and revising an employee handbook may seem like an additional mountain to conquer. Yet, the significance of this document for your business remains undeniable.

    Meet Group Management Services (GMS), a distinguished professional employer organization (PEO). We take on the intricacies of your business’s operational aspects, including the burden that revising your handbook can impose. Our expertise becomes your advantage in streamlining this process.

    With our tailored solutions, we aim to alleviate the weight of administrative tasks, allowing you to focus on propelling your business forward. Elevate your handbook seamlessly and let GMS empower your business with an updated, compliant, and finely tuned handbook for 2024. Your time is precious – let us ensure it’s spent on strategic endeavors, not administrative challenges. Ready to redefine your employee handbook? Partner with GMS for an efficient, compliant, and confident future. Contact us today.

  • If you’re currently running a business, one of the most important aspects to consider is what your rules, policies, and expectations are. You wear many hats, and setting expectations through word-of-mouth or meetings simply doesn’t cut it when managing employees effectively. The likelihood of your employees remembering these various policies is slim and may lead to misunderstandings or confusion. For this to work, you need a solid system in place to deliver such information. That’s where an effective employee handbook steps in.

    You may think you don’t have time to create an employee handbook, however, creating one is essential to the success of your small business. An employee handbook is a set of guidelines for your employees and a great tool to help maintain company culture and keep expectations in check.

    Why Your Small Business Needs An Employee Handbook

    An employee handbook is a living, breathing document and a foundation for your employee relations efforts. It should be a carefully considered compilation of policies and procedures to help managers guide employees in their daily tasks. This handbook serves as a hub of information that your employees can reference at any time, be it allotted time off, your company dress code, or workplace safety policies. It not only protects your business, but it protects your employees, provides valuable resources to your team, and may even serve as a legal document in case of litigation.

    Writing an employee handbook might seem like something that only occurs at large corporations with many employees, but it’s a good place for any business to start. Employee handbooks are beneficial for any company as they establish your company’s core values and culture.

    If you have been operating your small business for a while, chances are you’ve experienced turnover. This could be due to a myriad of reasons, such as budget constraints, family commitments, or simply personal choice. No matter the reason employees may leave, it’s critical that you document your business policies in the event that they will need retraining in the future.

    Elements Of An Effective Small Business Employee Handbook

    Your small business is an extension of yourself, so it makes sense to consider how you would like it to be represented by your employees. When discussing your employee handbook, you’ll want to think about what kind of language you’re comfortable with. What tone will you take? Will deadlines for different tasks be made explicit? The elements of an effective employee handbook include the following:

    Good organization

    You want your document to be easy to read, easy to understand, and laid out for success. A well-organized handbook is going to be key in these areas. A table of contents at the beginning of this document will help with navigation and ensure that you don’t miss any key components. Adding headers, bullet points, and well-defined sections is key when creating a lengthy document.

    Thoroughness

    Another crucial component: covering all your bases. Your handbook shouldn’t leave anything to the imagination. You’ll want to be concise and clear, especially when it comes to policies and legalities.

    A proper representation of your brand or business

    Your handbook should be an accurate representation of who and what your company is. This includes company values, culture, and mission. A handbook is a place to ensure that rules are being followed, sure. But it’s also a place where you can talk about how you reward your employees and include exciting information. For example, if your business offers unique perks such as seasonal sports tickets or a home office stipend, you can mention these more in-depth in your handbook.

    Inclusion of your brand tone and voice

    Lastly, your handbook should sound like you. Not sure what we mean? Every business or brand has a tone of voice. For some, that may mean a very professional-sounding document, but for others, casual may be the way to go. Any important document is an extension of your business, and because of that, it should be branded! Even if it will only be used for internal purposes.

    What To Include In Your Employee Handbook

    Creating a clear and concise handbook for your employees, that’s easy to read and understand can keep them motivated, focused, and engaged. The first time many employees will read your handbook is when they are hired — so your handbook may be one of their first impressions of your business as an employee. But what should this document include? Some handbook contents may be optional, while others are non-negotiable.

    Employment at-will

    Employment at-will is a legal understanding that allows an employer to dismiss an employee at any time, for any reason, or for no reason at all. It also means the employee is free to leave at any time as well. Typically, at-will employment exists for a 90-day period. This way, either the employee or employer can part ways if the role isn’t a good fit. Employment laws in some states and countries allow this kind of employment, and your business may be one of them. If that’s the case, this should be included in your employee handbook.

    Harassment and bullying

    If you want a happy and motivated workforce, harassment and bullying will not be tolerated. Many companies think their employees know their behavior is inappropriate, but that isn’t true. In fact, an estimated 48.6 million Americans are bullied at work. Effective organizations should have a clearly defined and communicated employee code of conduct that distinguishes unacceptable from acceptable workplace conduct.

    Equal employment practices

    The Equal Employment Opportunity (EEO) is a federal law that prohibits discrimination in employment based on race, color, religion, sex, and national origin in companies that have at least fifteen employees and work for the Federal government. There are separate laws with similar objectives at the state level. In all countries, there are also laws to prevent discrimination on the basis of sexual orientation in the workplace. A company’s employee handbook can be used to keep track of all rules, regulations, policies, and procedures regarding Equal Employment Opportunities.

    Compensation and benefits

    Your employee handbook is the perfect place to break down how compensation works at your company and what benefits you offer to your team. Even if all your employees are paid different wages, knowing where they can access compensation information or whom they can speak to about these matters is a priority.

    Pay period and payroll

    Every business does payroll differently. You may be on a biweekly schedule, weekly, or even monthly, so it’s important to distinguish these details in your handbook. Here you can also provide information on how employees are paid and whom to contact if there are payroll issues.

    Dress code

    Dress code may not matter for all industries, but for some, it’s a major touchpoint. Being clear about your dress code clears up any confusion and informs your employees on what wardrobe they’ll need to be successful at work.

    Performance evaluations

    Performance evaluations are a key component of a job; however, it can be easy to forget about them amidst the hustle and bustle of work tasks. Be sure to include your evaluation schedules in your handbook, whether they’re twice a year, quarterly, or yearly. This will help your employees be prepared and set reasonable expectations from day one.

    Work hours, breaks, and scheduling

    For some roles, tasks may need to be performed outside regular business hours due to the nature of the job and/or deadlines. In these cases, overtime may be required. In addition, employees are entitled to scheduled break periods in addition to lunch breaks. Breaks will not be unreasonably withheld or delayed and must last at least five minutes under federal law. Meal breaks are typically an hour long, with a 30-minute minimum allowed by law (unless otherwise negotiated with the employee). These details are best presented in your handbook, where employees can access this information at any time.

    Vacation time, sick days, and leaves of absence

    Similar to work hours and breaks, clarifying how much vacation time and sick days your employees are allotted helps with planning purposes. If you have a system where hours are accrued over the course of a pay period, be sure to mention this in your handbook. Leaves of absence can also be a tricky subject with its own set of stipulations, so explaining how to begin this process can aid your employees in the event of health emergencies and life circumstances.

    Workplace safety policies

    The dangers of the workplace, and more specifically, employee safety, are significant issues that help employees, employers, and society as a whole. For any company, it’s important to ensure your employees are properly trained in safety procedures and informed on how to correctly protect themselves from workplace injuries and the policies in place to protect them.

    Employee discipline and termination policies

    There are many reasons why employers need to have policies in place that address employee discipline and termination. However, human resources can be a difficult area to navigate. Making your policies known in your handbook protects you in these cases.

    How To Get Started

    You may have all your policies and work regulations in place but may not know how to get started with making your own employee handbook. Plus, you may not have a dedicated HR department in place, which means that you must take the lead when it comes to setting it up. Appointing who will have a role in the creation process is a major first step. Once that’s settled, here’s a rough outline of what to do next:

    • Meet with your employees and HR: Your employees can be the best way to receive feedback. Ask them questions about what they’d love to see included in your handbook, what’s confusing about your policies, and more. Then meet with your HR department to review ideas and get their input. If you don’t have an HR department, decide who will oversee this project or whether you will contract out this work.
    • Ask yourself what you need to include: By now, you should have a good idea of what to include in your handbook. Asking professionals and researching will also play a big part in this step.
    • Create the handbook outline: Once you’ve decided what to include, it’s time to create an outline. This will serve as a guide for whoever writes your handbook.
    • Write and edit your handbook: This may be something you decide to do on your own or contract out. Regardless of what you decide, this process will take some time, and you will need several revisions to ensure your handbook is written clearly and grammatically.
    • Get the legal stuff handled: Once your handbook looks good, it’s best to have a legal team do a final review. This will help you catch any final policy errors or inconsistencies.
    • Get the handbook to your employees: Now that your handbook is ready, it’s time to get it in front of your employees and add it to your onboarding process.

    Overall, an employee handbook is often a very important aspect of running a successful company. A handbook tells your employees what their basic rights are and what they should expect from their workplace environment. This resource can offer benefits to the entire staff in the form of policies that protect them, educate them, or simply save them time. It’s a crucial document for businesses of any size.

    GMS Can Help You Build A Quality Employee Handbook

    If you’re unsure where to start or have employees who weren’t around when your handbook was last updated, consider partnering with GMS. We can help you design a comprehensive employee handbook that addresses your unique needs and concerns while guiding employees from their first day of work to their last. Contact us today to get started!

  • As we all began to have high hopes that COVID-19 could be over, a new variant has become prominent in the United States. XBB. 1.5. variant, or the so-called “Kraken” variant, has been circulating in many countries and has quickly become the newest dominant COVID-19 strain in the U.S. Experts have reported that this variant is more contagious than many of its predecessors, going from 4% of sequences to 40% in just a few weeks. Similar to every other variant we’ve experienced, employers must take steps to ensure that their employees are protected and feel safe coming to work.

    Steps To Take As A Small Business Owner

    Luckily, we’ve all been taking steps to prevent the spread of COVID-19 in the workforce. Business owners need to re-evaluate their current pandemic plans to ensure they’re taking the necessary steps to prevent the spread. The following are additional steps you can take:

    • Ensure employees are washing their hands frequently
    • Place hand sanitizer in easy-to-find places for your employees
    • Offer your employees a remote option if they feel uncomfortable coming to work
    • Be mask friendly
    • Offer paid time off to allow those who aren’t feeling well to stay home and prevent infecting other employees

    Unfortunately, COVID-19 doesn’t seem to be going away. While there are many ways to prevent the spread within your workplace, you can’t necessarily keep it from coming in. As a business owner, you need to stay up to speed with the latest news and different procedures other businesses are implementing to protect their employees.

    For more information on how you can protect your employees, click here.

    Partner With GMS

    When you partner with GMS, we help you update your employee handbook to ensure everyone’s on the same page. Whether there’s a new COVID variant or not, you should be updating your handbook at least once per year. Our HR experts work with you to ensure your procedures and processes are up to date and are exactly what you want for your business. Contact us today to learn more.

  • Ohio Governor Mike DeWine signed into law Ohio Senate Bill (S.B.) No. 215. This will permit any “qualifying adult” to legally carry, possess, or conceal a handgun without a license, background check, or training requirements.

    Individuals who are considered a qualifying adult include:

    • Those who are 21 years of age or older
    • Legal residents
    • Not a fugitive 
    • Not a subject to a protection order
    • Have not been hospitalized or adjudicated mentally ill
    • Have not been dishonorably discharged from the military 
    • Do not have a conviction or delinquency for a felony, a drug offense, domestic violence, one misdemeanor offense of violence within three years or two within five years
    • Are not otherwise forbidden under state or federal law

    Before this bill, in order to obtain a concealed handgun license in Ohio, an Ohio resident must:

    • Submit an application to the county sheriff
    • Pay an initial $67 fee
    • Pass a background check
    • Complete eight hours of training
    • Pass a written exam

    What This Means For Employers

    The law still authorizes employers to establish, maintain, and enforce policies prohibiting individuals from carrying handguns or firearms in company buildings or within company vehicles. Private employers are “immune from liability in a civil action for any injury, death, or loss to person or property that allegedly was caused by or related to a [person] bringing a handgun onto the premises or property of the private employer, including motor vehicles owned by the private employer, unless the private employer acted with malicious purpose.”

    The main change for employers to be aware of under the new law involves the storage of its employees’ guns in parked cars on company property. A law passed in 2017 allowed employees with a valid concealed carry license to bring firearms and ammunition in their privately owned vehicle onto their employer’s parking lots, as long as they follow specific guidelines. Senate Bill 215 now gives all qualifying adults the same rights effective June 13th, 2022. Employers should consider revising their current employment policies to reflect the new law.

    Protect Your Employees And Your Business

    Since rules and regulations are constantly changing, keeping your business operations up to date is important. Partnering with GMS will provide your business with experts that will handle these ever-changing rules and regulations. Are you worried about Ohio’s new firearm law’s effects on your business? GMS will provide onsite training to ensure your employees are compliant with the law. Do you need to update your employee handbook? Employees at GMS will work diligently to create a handbook corresponding to Senate Bill 215 and identify specific steps employees must take. Get a quote today.

  • Whether you need to follow legal regulations or simply have some company rules, workplace compliance requirements are crucial for any small business. Unfortunately, it’s not always easy to get employees on the same page. 

    It’s important for small businesses to take some steps toward encouraging a compliant workplace. Encouraging this type of culture can help businesses save on workers’ compensation, create a safer workplace, and help everyone stay on the same page. Let’s break down what you can do to get your employees to buy in to your company’s rules. 

    How to Ensure Compliance in the Workplace

    There are a few different steps that employers can take to help cultivate compliance in the workplace. Here are six ways that you can make sure that your workforce complies with existing policies and procedures.

    Document any rules your employees need to follow

    The first step toward workplace compliance is to make sure everyone knows your policies and procedures. It’s important to document your company’s rules in your employee handbook. This way you can give each employee a handbook so that they can review the regulations you have in place. 

    This process will not only give everyone a document to review their rights and obligations, but also serves as a compliance tool in case there are any occasions where people violate company policies. You can have employees sign off on receiving and reviewing your handbook. You can also create checklists to ensure employees understand all the right steps for certain procedures.

    It’s also important to make sure your policies and procedures stay up to date with any new federal laws or business trends. You can update your handbook to add new policies or tweak existing rules, just make sure that every employee has a means to access these rule changes so that they can stay compliant. Finally, these documents should be easily accessible so that employees can review them at their own leisure.

    Consistently apply those policies and procedures

    Having policies and procedures in place is one thing, the way you apply them is another. Your compliance rules affect everyone at your company, from the top executive to the newest member of your team. 

    It’s important to make sure that you consistently apply those policies and procedures equally so that your whole organization sees that there isn’t any special treatment. If employees see that the rules aren’t applied equally, they’ll be much less likely to buy into them. That disenchantment can quickly lead to non-compliance.

    The best way to avoid this potential problem is to reinforce how important these policies and procedures are for everyone. Have regular handbook reviews where you go over key policies and company culture with your whole staff and reinforce that it takes buy-in from everyone. By setting an example and making sure everyone is accountable, you can instill a culture of compliance and avoid issues stemming from inconsistent treatment.

    Take a positive approach instead of just saying “no”

    If you want people to truly buy in to a culture of compliance, it’s best to focus on what they should do instead of telling them what not to do. Taking an “anti” approach with workplace policies is like telling someone “no” over and over – at some point, they may stop listening.

    This natural reaction to being told what not to do is why it’s better to focus on proper behaviors and educate employees on why that approach is best. If you have certain safety rules in place, create policies of what employees should do and why those behaviors are best. 

    For example, lay out guidelines on the safety equipment employees should use and how that equipment keeps them safe and healthy. That type of message will naturally hit home harder than simply saying “don’t work without a harness.” By providing positive instructions and providing the reason behind it, your workforce can at least understand why those rules are in place, even if they don’t like it.

    Invest in employee compliancetraining

    Once you have your policies in place, you’ll want to do more than just communicate them with employees. Training will help reinforce those compliance procedures and policies so that they’re less likely to make mistakes. These training sessions should cover the following topics.

    • Safety and health policies, goals, and procedures
    • Functions of the safety program
    • Proper contacts for any questions or concerns about the program
    • How to report hazards, injuries, illnesses, and close calls/near misses
    • What to do in an emergency

    Training should also be more than a one-time event. An ongoing training program can help your employees stay aware of company policies and procedures, especially if there are any changes to your compliance guidelines. 

    Use positive reinforcement for doing the right thing

    Let’s be honest, the average person doesn’t think of workplace compliance as a fun topic. That doesn’t mean the subject has to be a drag. Utilizing positive reinforcement to reinforce your policies and procedures can not only help prevent problems, but also encourage your employees to actively participate in workplace compliance measures.

    There are several different ways that you can go about this process. If you’re trying to get people into compliance training, the company could buy lunch for employees to get them more excited about the session. You can also incentivize employees by setting up a small rewards program for people who actively engage in compliant behaviors. If you make compliance a positive experience, employees will be much more likely to follow company policies and procedures.

    Keep employees engaged

    Positive reinforcement is one step in the right direction, but don’t forget that compliance is a two-way street. It’s critical to keep communication open for any employees who want to talk about workplace compliance. Those conversations will not only help your employees feel heard, but also uncover some potential opportunities for improvement.

    Sometimes these conversations aren’t exactly enjoyable. If someone breaks company rules about safety, harassment, or something else, it’s time to have a serious discussion about unacceptable behavior. It’s important to foster a compliant work environment, so these conversations are necessary to explain why an employee’s behavior went against company policy and how to move forward.

    It’s also important to keep an open dialogue with employees to see what’s going on around the workplace. If employees are experiencing difficulties with certain policies or have some feedback about how to create a safer work culture, let them know that management is there to listen. Allowing people to share what they’re experiencing can help foster a more engaged workforce and help identify potential opportunities to improve compliance. 

    Create a Culture of Compliance

    From safety regulations to parking policies, it’s important to make sure that everyone buys in to your company’s rules. Fortunately, you don’t have to go through this process alone.

    GMS works with businesses to develop a culture of workplace compliance and help them save time and money through expert HR outsourcing. Our team can help instill a culture of compliance through employee training, documentation, and other measures to help prevent future issues.

    Ready to make your company simpler, safer, and stronger? Contact GMS today about how we can support your business through comprehensive human resource services.

  • When I was little my mother always told me that “patience was a virtue”. That was always her response when my sister and I would bother her with the all too famous phrase of “Are we there yet?” during our annual family vacation trips. Little did I know that the phrase she would tell us would come in handy down the road in my career and more specifically, in the realm of unemployment claims management.

    The first thing I ask our clients when discussing a disqualifying separation of an employee is whether they followed their progressive disciplinary policy and if they kept a clear and concise record of the infractions that the employee committed. Every once in awhile they will respond with “Jane Doe was simply a poor worker who couldn’t get the job done. I knew that she wouldn’t be able to improve so I went ahead and let her go.” Because the State of Ohio is an At-Will State, this is perfectly fine and the employer is within their right to do so. Unfortunately, At-Will termination does not equal “for cause” termination, especially when it comes to unemployment claims management and ODJFS. When an employer discharges an employee, the burden of proof that the termination was with just cause is on the employer. Whether you terminated the individual within the first 90 days of employment or 5 years after hire, ODJFS will ask for a thorough record of evidence that establishes the claimant’s actions were a disregard for the standards of behavior the employer can rightfully expect form their employees. This is why having a comprehensive handbook and a thorough progressive disciplinary policy is important.

    First and foremost, have all of your employees sign off on an acknowledgement that states they have read and understood your company handbook. This portion is overlooked more often than not and along with an excerpt of the policy, is the most common document ODJFS will request when investigating a termination. Further, always enact your progressive discipline policy. This often includes verbal warnings, written warnings, performance improvement plans/suspensions, and the eventual termination. The Unemployment Office will look for any excuse to allow a claim, so documenting that you notified the employee of their wrongdoing and provided them with a path of improvement upon their mistakes will show ODJFS that you made a concerted effort to keep the claimant employed and that you use termination only as a last resort. By following these steps you will be able to provide ODJFS a detailed log of information that accurately and factually details the reasons why the termination was for cause.

    I’m proud to say that GMS boasts a 96.7% winning percentage on all “for cause” unemployment claims, which I would largely attribute to our clients following the aforementioned advice. By taking 10 minutes out of your day to explain your handbook or enact a reprimand, you could save as much as $13,000 per claim, something to think about before you decide to terminate an employee without the proper documentation. Patience is not only a virtue, but is also a money saver. 

  • Back in January, I wrote a blog post called “Are You a Union Shop? Are You Prepared to Be?” In it, I talked about how an NLRB ruling split 3-2 along party lines was making it easier for unions to unionize a place of employment.

    A PEO like GMS can help your company by creating an employee handbook.

    Well that time has  come. In a recent article posted online, the NFIB talks about how these new rules will “bring about “quickie” union elections in as few as 10 to 14 days. This change in election rules will make it much more difficult for employers to fight a union organizing campaign and far easier for unions to win. It also goes into some suggestions about things that employers can do to put themselves in a better defensive position should this happen to them.  

    Among the four things they listed, No. 3 struck me:

    Don’t be afraid to communicate with employees. Address your business’s labor relations philosophy in new hire orientation and in an employee handbook.

    An employee handbook? Really? Exactly!

    Over the last eight years, I have spoken with business owners in many different industries and varying sizes. Some have employee handbooks and are diligent in keeping them up to date. Some have them, but don’t update as frequently as they need to. Some have thought about it, but never got around to it. Some, incredulously, don’t have one because their attorney advised them years ago to not get one and put anything in writing.

    Well, with the ever-increasing employee-related costs of government compliancy, more and more business owners are starting to see the importance and value of having this very basic Human Resource tool in their company. A handbook is just a first step, albeit, a very good one.  

    If you need help in that area or in other areas related to human resources and/or are concerned with the future of your workforce, give us a call at 888-823-2084 or contact us online.

  • Employees handbooks are more than just a stack of papers you hand to new hires. An employee handbook can be key part of informing your workers about several items, including:

    • Company philosophy
    • Conditions of employment
    • Company policies and procedures
    • Compensation and benefits

    Handbooks are great at introducing a new hire to your business, but it’s not the only role it plays. A handbook also serves as an important compliance document that shares the rights and obligations for both employees and their employers. Including certain criteria about these legal obligations and having your employees sign off that they received a copy of the handbook, can help protect your business in case there’s ever a labor dispute.

    Of course, things change. Your company can grow, opening you up to new legal requirements. Legislative changes can affect several of your policies. Over time, you’ll need to update your handbook to address these changes if you want to avoid any potential issues. 

    Opening Yourself Up to Liability

    So how much can an outdated handbook cost you? Turns out, a whole lot.

    According to a study by Insurance Journal, roughly one in every eight small- to mid-sized business are hit with employment claims. Those claims can turn into pretty expensive lawsuits, with the average charge costing around $125,000, including attorney’s fees and settlements.

    When you neglect to update your handbook, you open yourself to legal threats. For example, changes in drug policy can directly impact any language on substance abuse and drug testing in your handbook. The legalization of marijuana in certain states may force you to work with a lawyer to amend your handbook, so the specifics of your policy clear for new hires.

    Another example involves recent immigration reform updates. Federal law now requires American employers to have new hires complete the updated I-9 form within three days of their start date. Your handbook should reflect this update for any new employees.

    There are plenty of other scenarios, but it generally boils down to making sure your handbook stays current with any legislative or company changes. Without these updates, any related legal claims could become trouble.

    Putting Together an In-depth, Updated Handbook

    An outdated handbook – or worse, no handbook at all – can be a problem. Unfortunately, there isn’t a quick solution to drafting a comprehensive handbook. This document needs to be customized around your business, so copying and pasting examples from online just won’t do. 

    To put together a complete handbook, you need to have input from all your HR functions to make sure you have every detail necessary to keep your employees informed and your business compliant. By working with Professional Employer Organization, you have access to a variety of HR experts that can provide guidance on what you need to include in your handbook and any upcoming changes that may affect it. 

    Contact GMS today to learn more about how we can help you maintain an updated handbook and other human resource risk management services.

  • Every year brings new opportunities. Unfortunately, time can usher in big changes that can leave businesses scrambling. Over time, new legislation can leave your company open to legal problems if you don’t take appropriate action. Fortunately, there is one key tool you can use to protect your business – a good employee handbook. 

    There’s more to a handbook than just basic information for new hires. This document acts as an important compliance document for your business that shares you and your employees’ rights and obligations. Unfortunately, it can be easy to let your handbook become outdated – and an outdated handbook is a serious problem for any business. As time goes on, it’s important to make sure that your handbook evolves as new laws go into effect. Here are five parts of your handbook that you should update (or create if you don’t have one already)..

    Image of a small business owner making handbook updates in 2018.

    Sexual Harassment

    Every handbook should cover sexual harassment, but you should look at ways that you can further enhance your anti-harassment policy to double down on how sexual harassment is unacceptable in the workplace. The Society for Human Resource Management (SHRM) offered up recommendations for updating your handbook’s anti-harassment policy. They suggest that your handbook includes definitions and examples of the two types of sexual harassment: 

    • Quid pro quo, in which someone demands sexual favors in exchange for certain benefits or to avoid negative outcomes
    • Hostile work environment, in which harassment is so severe and prevalent that it creates an environment that negatively impacts an employee

    Not only should you include information on what is and isn’t acceptable, but you’ll also want to have a policy in place to let employees know multiple methods for reporting incidents. There may also be specific compliance requirements depending on your state, so make sure to evaluate your local sexual harassment training requirements to ensure that your policies are up to date with the latest regulations.

    Social Media

    According to SHRM, federal organizations like the Department of Labor (DOL) and the National Labor Relations Board (NLRB) started making changes to limit workers’ rights when it comes to social media policies. According to SHRM, one big factor for this trend was that the NLRB “overruled a prior decision that placed limits on employer handbook policies that could be “reasonably construed” by workers to limit their right to engage in protected concerted activity.” 

    While this trend is favorable for employers, it’s still very important to have a section on social media to make it clear where you stand for your employees (and for any instances where you need to act on your policy. This includes details on the following:

    • Confidentiality and privacy of company information
    • Your employees’ identities online
    • Limitations on online publications
    • Creating and managing content

    Parental Leave

    If your business doesn’t have a policy on parental leave, you may want to change that. Businesses with at least 50 employees are already affected by FMLA, which allows eligible employees to take parental leave. Even if you don’t hit the 50-employee threshold, more states have parental leave laws, such as New York, California, and New Jersey.

    The other important factor to consider is that even if your business isn’t in a state that requires paid parental leave, it can be a very attractive benefit for both your current and potential employees. According to the Harvard Business Review, 42 percent of employees would consider choosing a job that offered paid parental leave over one with a higher salary or hourly rate. Of course, these policies need to be clearly laid out in your handbook. Make sure your policy is specific about your plan’s details, including:

    • Who is eligible for parental leave
    • How long the leave can or will last
    • How compensation works
    • When requests for leave must be made
    • Timelines for when leave can be taken
    • How termination affects parental leave

    Medical Marijuana

    For years, medical marijuana has been subject to ongoing legal discussions and reviews, which may mean that additional handbook updates are a part of your future. Legal shifts can put business leaders in a bind if they don’t have clear drug policies in their handbook about how to handle testing and medicinal use. This is also complicated by the fact that marijuana laws can differ greatly between states. It’s important to pay attention to any changes to your local marijuana laws so that you can adapt your company policy if necessary. In terms of your handbook, consider adding info on the following:

    • Instituting a drug-free workplace policy
    • Outline a drug testing policy pending local laws
    • Discipline standards

    Update Your Employee Handbook to Prepare Your Business for the Future

    If you think keeping your employee handbook up to date is a lot of work, you’re right. Creating and maintaining a comprehensive document of policies requires collaboration between business leadership and both legal and HR experts. As the owner of a small business, those responsibilities may fall to you if you don’t have help.

    Want to talk to an expert about your handbook and other risk management strategies to help protect your business and save you time. Contact GMS today to learn more.