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  • We’ve discussed how to have a successful onboarding process for remote workers, what you should ask yourself before considering remote work for your employees, and how to manage your remote team more effectively. Now, it’s time to take a deep dive into how you can ensure a secure cyber environment for this class of workers.

    A report showed that 20% of organizations experienced a security breach in their system because of a remote worker. A security breach is any incident that results in unauthorized access to computer data, applications, networks, or devices. In addition, it was revealed that the average data breach cost increased by over $1 million whenever remote work was a factor. The importance of having the proper software to protect your employees from a breach is critical. Cyber attackers are becoming smarter and smarter, and as an employer, you must stay up to speed with technological advancements, especially among your virtual workers.

    Secure Your Employees’ Remote Work Environment

    You must take additional precautions to ensure a secure work environment when you have remote employees. With nearly one-half to two-thirds of U.S. employees working at least part of their time remotely, what will you do as an employer to help these employees protect at-home networks? Consider the following tips:

    • Install security software: This is a perfect starting point if this hasn’t been implemented from the beginning. This software prevents malware, viruses, phishing attempts, and other potential threats.
    • Connect to a virtual private network (VPN): A VPN allows remote employees to become an extension of the network as if they’re in the office with the same security and connectivity benefits.
    • Use a router that’s up to date: The longer a router ages, the more likely it is to be compromised by cyber hackers who are ready to steal and monetize your data.
    • Enable encryption: Data encryption is a computing process that encodes plaintext/cleartext into ciphertext accessible only by authorized users with the right cryptographic key. It adds a layer of protection for businesses and remote workers.
    • Adhere to a strong password policy: Long and complex passwords offer a valuable method of protecting computing resources. If you have easily guessed passwords, they’re more likely to get attacked. Strong passwords protect your accounts and devices from unauthorized access, keeping your employees’ sensitive personal information as safe as possible. A strong password is hard to guess, but it should be easy to remember. Consider utilizing the following characteristics of a strong password:
      • At least 12 characters 
      • A mixture of uppercase and lowercase letters 
      • Use letters and numbers
      • Include at least one unique character 
    • Train your employees: To minimize the risk of a cyber-attack, your first line of defense is implementing employee training. Utilizing a learning management system (LMS) to implement training courses periodically or have company-wide training is a critical step in creating a secure cyber environment. 
    • Use multi-factor authentication (MFA): MFA is an authentication method that requires the user to provide two or more verification factors to gain access to a resource such as an application, online account, or a VPN. It ultimately enhances your organization’s security by requiring users to identify themselves with more than a username or password.

    Brett Kowalski, GMS’ IT Director, expresses, “Enhancing your company’s cyber security is extremely important in today’s business environment. With many employees working remotely, it’s essential that companies ensure that remote workers have secure methods to access their company’s data. Using multi-factor authentication and other security login protocols is crucial. When employees connect from all over the world, having a secure login process can help prevent the potential of a cyber-attack.”

    GMS Can Protect Your Business

    As remote work continues to dominate the workforce, new cyber risks have emerged. As a business owner, it’s time to think outside the box and consider utilizing a professional employer organization (PEO) such as GMS. When you partner with GMS, we can help develop and implement policies and procedures that address remote work and cyber security. This can include guidelines for using personal devices, correctly accessing company data, and reporting security incidents. In addition, we can provide cyber security training to employees to help them identify and prevent cyber threats such as phishing, scams, malware, and social engineering attacks using our LMS. Interested in learning more about how GMS can protect your business and employees? Get a quote now.

  • It’s no surprise that businesses faced an onslaught of challenges in recent years. From the ongoing COVID-19 pandemic to The Great Resignation, employers needed to adapt in order to maintain a positive, efficient working environment.

    The future of work is rapidly evolving, and those same changes have led to new human resource trends geared toward addressing employee retention, operational efficiencies, and other critical issues. While many of these trends were created by trying times, they now provide employers with new opportunities to strengthen their business.

    Let’s break down some of top HR trends for 2022 and how you can apply them for your business.

    Hybrid Working Arrangements

    While the pandemic necessitated many businesses to utilize remote working arrangements, the demand for telecommuting isn’t slowing down. According to a WeWork survey, “75% would give up at least one benefit or perk for the freedom to choose their work environment.”

    That desire for flexible working accommodations is attractive for both current and future employees – and an important focus for many businesses in 2022. That same WeWork survey found that nearly 80% of C-Suite employees would allow workers to split time between traditional office space and remote working as long as their jobs didn’t require them to always be on premises.

    What does this trend mean for your business? Hybrid working arrangements are becoming the norm. A flexible work environment directly impacts employees’ wellbeing and helps keep them engaged. Now that employees and businesses have found that they can both succeed remotely, companies must either pave the way for remote work or compete against other employers that provide that level of flexibility.

    Of course, there are some steps employers and HR teams need to take in order to transition to a hybrid workplace. The following steps are all essential parts of a hybrid working arrangement.

    • Identify which staff is eligible for hybrid work (and to what extent).
    • Enact a work from home policy for proper social distancing, measures for dealing with any exposures, and any other relevant procedures that employees should know.
    • Ensure your office is tech-ready for remote work. This process includes setting up Virtual Private Networks (VPN), preparing work devices for at-home use, and enacting strict cybersecurity measures.
    • Use communication channels available to both on-site and remote workers to communicate and share information consistently among all employees.

    Reskilling, Upskilling, And Flexible Development

    Work environments aren’t the only part of your company that may need to adapt. The people within your organization will likely need to evolve as well.

    According to Gartner, “nearly one in three skills that were needed for a job in 2018 will not be needed by 2022 – and that the average number of skills per job is increasing steadily.” Between new workplace technology and greater internal needs, 2022 is an important year for skills-building. Here are a few ways that businesses can help employees develop in 2022.

    • Invest in training programs to help reskill and upskill employees.
    • Allocate an education and improvement budget for employees to purchase books, attend events, and pursue other learning opportunities.
    • Set company-wide learning goals and tie them into your business goals.
    • Encourage peer learning so that employees can share their experience and abilities with other and help each other grow.

    These measures have dual benefits. First, employees will be able to learn the skills required to stay efficient and effective. Second, a dedication to reskilling and upskilling individuals shows workers that your business is invested in them. In turn, these efforts can help improve the employee experience and keep them engaged.

    Leadership Training And Internal Mobility

    Talent retention has been critical for a long time, but the aftermath of The Great Resignation has spurred more businesses to put measures in place to keep top employees. That desire to retain and train key workers is why more employers plan to focus on developing leadership training and an internal mobility program in 2022.

    There are plenty of practical benefits to hiring internally – lower costs, shortened onboarding times, etc. A true leadership and internal mobility program takes those benefits to the next level. Businesses can utilize training programs, upskilling initiatives, and leadership coaching to turn high-value employees into decision makers who are invested in the process.

    Employees can also see the value in leadership and internal mobility initiatives. This practice allows employees to give employees a clear means to advance their careers within the company and become future leaders. This ability to grow and attain long-term career goals is a great retention tool that can help businesses retain more top talent in 2022.

    Embracing Data Through People Analytics

    Business technology grows more sophisticated each year, and people analytics and other data-driven initiatives are set to be a big opportunity in 2022. The adoption of new digital tools are giving businesses the ability to use existing data and make informed decisions. There’s just one big problem – most businesses don’t quite know how to properly use that data.

    According to Deloitte, nearly three quarters of companies view people analytics as a high priority, but less than 10% have usable data or know how apply that information. Fortunately, new technology can help make data more accessible.

    A good HRIS system and other increasingly popular HR solutions have made it easier for businesses to track data. For example, the following metrics are hugely beneficial when it comes to talent management and overall operational improvement:

    • Revenue per employee
    • Cost per hire
    • Average time from candidate application to employment offer
    • Early turnover rates
    • Annual absenteeism rate

    Increased Automation Efforts

    Another major advantage of improving technology is that it’s now easier for businesses to automate various processes than ever before. There are several HR functions and other internal business needs that require a lot of manual labor. Automating different workflows, communication efforts, and other components of your business is a simple way to improve efficiency for you and all your employees.

    Automation can also do more than just save time. An HRIS and other computerized tools can gather more data than what is possible through manual means. Meanwhile, automated HR tools limit the opportunity for human error, which is especially important for payroll tax compliance and other regulatory concerns. These benefits are why the following types of HR automation tools should continue to grow in popularity in 2022:

    • Payroll tax automation software
    • Online employee onboarding processes
    • Open enrollment portals
    • Time tracking and scheduling systems
    • Instant manager approvals
    • Chatbot services
    • Data reporting, analysis, and alerts
    • Employee self-service capabilities

    Take Advantage Of New HR Trends With GMS

    Change is inevitable, especially when it comes to managing an efficient workplace. Between new regulations, cultural shifts, and other challenges, it’s not easy to stay on top of the latest news and HR trends.

    Fortunately, GMS is here to help business owners simplify their business and stay competitive. Our dedicated experts and cutting-edge HRIS technology allow us to modernize your workplace and keep you up-to-date with all the latest news and legislation. In turn, you can spend your time on growing your business while our HR professionals deal with payroll, benefits administration, and other time-consuming tasks.

    Ready to prepare your business for 2022 and beyond? Contact GMS today to have us take on your toughest HR challenges.

  • Thanks to technological advancements in the modern workplace, remote work, or work-from-home (WFH) jobs have become increasingly more common. According to the Global Workplace Analytics’ analysis of 2018 American Community Service data, work-from-home jobs have grown 173 percent since 2005—11 percent faster than the rest of the workforce. Remote work has likely grown even more so as a result of the 2020 outbreak of COVID-19, which prompted many employers to shift to a remote work model to limit the spread of the coronavirus. 

    Telecommuting can be an attractive work option for both employees and employers. For employees,  flexible work hours and more time to spend with family can make remote work an ideal situation. For employers, hiring remote workers can save money and increase productivity if you manage your remote team effectively. 

    As more businesses implement work-from-home policies, employers will need to consider how the trend will impact HR initiatives. Here are some best practices for managing HR for remote employees.

    A small business employee working from home.

    Remote Employee Performance Management

    How do you manage an employee that you don’t see face-to-face every day? With technology and some effort, it may not be as hard as you think it is. In fact, some evidence shows that working remotely can improve performance. 

    According to the Society for Human Resource Management (SHRM), “77 percent [of employees] reported greater productivity while working offsite.” In addition, the article cites a U.S. News & World Report story that states “Telecommuters log five to seven more hours per week than non-telecommuters” With good management, remote employees can be a boon for business.

    Of course, this can all depend on making sure that proper employee performance management practices are in place to monitor performance and make sure that employees stay engaged. In terms of monitoring performance, timesheets or online time tracking can help you keep track of employee productivity.

    It’s also good to set up phone or video check-ins to see how they’re doing (but not so often that it feels like they’re being micromanaged). In addition, regular facetime can help remote employees feel like they’re a part of the company.

    While telecommuters can have flexible schedules, it’s a good idea to make sure that part of their schedules overlap with office workers and that they work together via Skype, Zoom, Slack, or other communication programs. 

     

    Payroll for Remote Employees

    Managing payroll can be a complex and time-consuming task for any business owner. However, remote employees might be subject to different payroll regulations and laws depending on where they’re located. Each state, county, and even city can have its own stipulations on how much people are paid and how it happens. This can affect multiple aspects of payroll compliance, including:

    Employers must also find a way to display federal and state labor law posters for remote employees. You can electronically share the posters via email or in an employee online workplace portal, or you can mail copies for the employee to keep.

    In addition, employers need to be aware of any state requirements for the reimbursement of business expenses that remote employees may incur, such as Internet access from a home office. Where the expense may be used for business and personal use, such as having a stable WiFi connection, consider a system to help employees monitor and record how much of the cost is related to business activities and reimbursing employees at least that amount.

    Nobody wants to be hit with costly non-compliance penalties, especially for infractions that could be easily avoided. If your employee works in a different city, make sure that you or your payroll provider checks each state’s payroll regulations to make sure that your business is compliant.

     

    Hiring Remote Employees

    While some HR functions may be impacted more by remote work locations, the hiring process can be very similar to what it would be for anyone who works on location. Aspects of the process like creating face-to-face time for an interview, assessing skills, and determining if someone is a good culture fit all apply to remote employees as well.

    While it’s not always possible to have remote applicants sit down for an in-person interview, technology gives you a way to conduct a “face-to-face” interview. Video interviews through Skype, Zoom, and other tools allow you to still get a more personal feel for how an applicant would fit through nonverbal communication and body language.

     

    Terminating Remote Employees

    As for termination, you need to take the same precautions that you would for someone located in your office. Create a checklist of matters to address when an employee is terminated, such as final pay requirements, removing IT and security access, and retrieving any company property in their possession (if the employee has anything). If the employee is out of state, make sure to review the laws in that state. For example, final payment laws can differ, impacting what’s included in a final paycheck and deadlines for when it must be provided.

    Another item to consider is how you inform your soon-to-be former employee about the termination. Even if he or she telecommutes, it’s good to let an employee hear the news face-to-face, whether it’s for an in-office meeting or through a video conferencing tool like Skype. The latter may not be as personal, but it’s much better to let someone know about a dismissal during a video conference than via email.

     

    Workplace Safety Concerns for Work-from-Home Employees

    Even though remote employees may not work in your office, they still may be subject to health and safety regulations. The level of responsibility an employer has regarding workplace safety for remote employees is hazy. 

    According to SHRM, OSHA is on record as saying that it “will not conduct at-home workplace inspections and that it will generally not hold employers liable for at-home safety issues.” However, the article also cites attorney Alec Beck stating that “OSHA continues to maintain that employers are responsible for safe working conditions regardless of location.” 

    As a result, the best plan of action is to create safety reporting systems and policies that can help protect you and your employees. SHRM suggests the following risk management strategies to help reduce the chance of claims against your business:

    • Create an at-home work policy and disseminate it to all employees.
    • Require that remote employees create and provide evidence of a dedicated work area at home that has been set up according to your specifications.
    • Periodically follow up to ensure compliance.
    • Require employees to have homeowner’s or renter’s insurance that covers any potential equipment damage or liability.
    • Review the employer’s insurance to make sure that all contingencies are covered—including business travel incidents.
    • Make it clear that computer security issues are monitored and that employees wishing to use their own computers must have safety protocols installed.

     

    Manage HR for Remote Employees with a PEO

    It takes a lot of hard work to run a business. Telecommuting adds yet another layer of complexity to HR management, a task that already requires plenty of time and know-how. This amount of work and expertise is a big reason why many businesses turn to a professional employer organization (PEO) to help manage HR.

    At GMS, our experts can help you save time and strengthen your business through payroll management,  benefits administration, and other key functions. Contact GMS today to talk to one of our experts about how we can help your company manage remote employees.

  • It’s already difficult to manage payroll for a small business, but it can get even trickier if you have employees who work out of state. Whether you have remote employees, live near a border, or have any other reason for an employee to complete their work in a different state, there are certain rules set by the Department of Labor (DOL) and other federal and state agencies that you need to follow when handling payroll for those workers.

    A map of the U.S. for out-of-state employees with certain payroll requirements.

    Who is Considered an Out-of-State Employee?

    Identifying an out-of-state employee is pretty simple – it’s an individual whose primary work is completed outside of the state where your business is registered. However, the tax implications of out-of-state employees aren’t quite so simple.

    An employee’s resident state is where that person makes their permanent home. On the flip side, a nonresident state is any state where that employee commutes to or spends some time in for work. While it may be easy to assume that out-of-state employees live and work remotely in their resident state, that’s not necessarily the case. Any of the following workers count as an out-of-state employee.

    • Someone who lives and works in a state outside of your business’ registered state
    • Someone who lives in the same state as your business, but travels to and works in another
    • Someone who lives outside of your business’ state, but travels to a separate state and works there

    For example, let’s say your business is registered in Ohio and you have an employee who lives and works remotely in Florida. That individual is an out-of-state employee. However, let’s pretend that the employee lives right by the Ohio border and rents office space in the Buckeye state. In this case, the employee would technically be an in-state employee since he or she completes his or her primary work in Ohio, despite it not being the resident state. There’s also the case that if your employee lives in Ohio, but travels to and works in Michigan, that person is an out-of-state employee. 

    In general, an employee whose primary work is not in your business’ state is essentially an out-of-state worker. This makes it important to ask your employer where they perform the majority of their work – the answer will play a big role come tax time.

    Key Differences When Handling Payroll for Out-of-State Employees

    Once you’ve identified which of your employees qualify as out-of-state workers, it’s time to handle your payroll. When it comes to out-of-state employees, there are three big steps you need to take.

    Register with any necessary state tax agencies

    While your business is already registered in your home state, that’s not enough for employees in other states. You’ll need to register your business with the tax agency of every state where any official employees complete their primary work, whether that’s one additional state or several. 

    You’ll also need to check with that tax agency to see if you’ll also need to register with that state’s labor and unemployment agency. If not, that state government may come calling at some point, and they won’t be pleased.

    Follow the local laws of applicable states

    While you may understand all of your state’s laws regarding payroll policies, outside regulations can create a whole new challenge. There are several different pay and labor laws that can impact your out-of-state employees’ paychecks. As such, it’s important to make sure you look into several different areas to see if you need to modify your payroll.

    Minimum wage

    If you have out-of-state employees who make minimum wage, you’ll need to make sure that you don’t just follow your own state’s rate. For example, an out-of-state employee who works in Michigan is entitled to $9.65 an hour, so that person won’t be pleased if you pay them at Ohio’s $8.70 rate.

    Certain states also have special rules aside from flat rates or have plans to escalate rates over time. South Carolina has no state minimum wage law, but employers that fall under the Fair Labor Standards Act are required to use the federal rate of $7.25. New Jersey plans to increase its rate each year until it hits $15 per hour in 2026. If you have an employee in another state, you’ll need to pay close attention to the DOL’s updated list of minimum wage laws to make sure you don’t miss a special rule or accidentally get caught paying an old rate.

    Pay frequency

    Depending on where your employee works, he or she may have a different payday than the workers in your state. Certain states have set requirements on how often you should pay employees, while others give owners leeway into setting paydays, whether it’s weekly, monthly, or some other option. The DOL tracks each state’s payday requirements, including if employers need to provide written notice or seek permission for certain pay periods.

    Overtime

    There are states that simply observe the federal overtime rules, but others apply their own laws that can add an extra wrinkle to your payroll. Some states like California have daily overtime laws that kick in when employees work more than 12 hours in a day. Others may set different weekly hour requirements. In general, the DOL notes that if state and federal rules conflict with each other “the employee is entitled to overtime according to the higher standard.” Regardless, you’ll want to check with any applicable state labor office to get a definitive answer on your obligations.

    Workers’ compensation and disability insurance

    Like the other considerations, you’ll need to check with your employee’s state to see if it has any notable differences in purchasing workers’ compensation. Texas is the only state where workers’ compensation is optional, but other states can have some disparities from your local requirements. Some states, such as Ohio, require you to purchase insurance from a monopolistic state fund. Other states ramp up the penalties for not carrying workers’ compensation. Either way, check in with the official state organization to make sure your out-of-state employees are covered.

    There are also some locations that add some payroll requirements for disability insurance. Five total states require you to withhold state disability insurance from paychecks, which means you need to factor that into your calculations if you have an employee who works in the following places.

    • California
    • Hawaii
    • New Jersey
    • New York
    • Hawaii

    Paycheck delivery

    While the Fair Labor Standards Act (FLSA) requires that employers keep accurate records of every employee’s hours and wages, it does not require you to provide those employees with pay stubs. However, certain states have different standards for how employers need to deliver pay information. Depending on location, states may:

    • Have no requirements about providing pay information statements to employees.
    • Require employers to provide or furnish a statement of pay information that each employee can at least access electronically. The majority of states fall under this group.
    • Require employers to provide written or printed pay statements and give employees the ability to print electronic statements.
    • Give employees a chance to opt out of a paperless pay program and receive paper pay stubs.
    • Allow employees to opt-in to a paperless pay system if an employer wishes to offer one.

    In addition to paystubs, states can have differing rules on when you need to provide an employee’s final paycheck when he or she leaves or is terminated. As such, you’ll want to look up those terms if an out-of-state employee is no longer with your company.

    Withhold taxes based on your employee’s work location

    In addition to workers’ compensation, overtime, and other key considerations, withholding taxes plays a major part in managing payroll. Depending on where employees work, you may need to withhold state and local income taxes from their paychecks if it’s required in your employee’s city or county. 

    As you’d expect, your withholding responsibilities depend on where your employee works. Seven states don’t have income taxes or only have them on dividend and interest income. As such, you wouldn’t need to withhold income taxes for an out-of-state employee who works in Florida or any of the other six states. As a bonus, you also won’t need to register with the tax agencies for states where you don’t withhold income tax.

    There are also 16 states that require employers to withhold local taxes in addition to income taxes. As such, you’ll need to research and withhold both taxes from paycheck based on that state’s rates.

    Reciprocal states

    If that doesn’t sound tricky enough, some states have tax reciprocity. Essentially, reciprocal states have agreements in place with other specific states that allow employers to withhold taxes based on the state of residence instead of where an employee works. As such, an employee can give you a reciprocal withholding certificate if they wish to request you withhold taxes for their home state instead of the work state if both locations have an agreement in place.

    Here’s a breakdown of existing reciprocal tax agreements, listed by an employee’s home state in bold. (Note: People who work in the District of Columbia can live in any state) 

    • Illinois – Iowa, Kentucky, Michigan, Wisconsin
    • Indiana – Kentucky, Michigan, Ohio, Pennsylvania
    • Iowa – Illinois
    • Kentucky – Illinois, Indiana, Michigan, Ohio, Wisconsin, West Virginia
    • Maryland – District of Columbia, Kentucky, Maryland, Pennsylvania, West Virginia
    • Michigan – Illinois, Indiana, Kentucky, Minnesota, Ohio, Wisconsin
    • Minnesota – Michigan, North Dakota
    • Montana – North Dakota
    • New Jersey – Pennsylvania
    • North Dakota – Minnesota, Montana
    • Pennsylvania – Indiana, Maryland, New Jersey, Ohio, Virginia, West Virginia
    • Ohio – Indiana, Kentucky, Michigan, Pennsylvania, West Virginia
    • Virginia – District of Columbia, Kentucky, Maryland, Pennsylvania, West Virginia
    • Wisconsin – Illinois, Indiana, Kentucky, Michigan
    • West Virginia – Kentucky, Maryland, Ohio, Pennsylvania 

    Feeling Overwhelmed? Simplify Your Payroll with GMS

    Whether you need to plan for out-of-state employees or simply need to manage payroll for your in-state office, the process is a lot of hard work. There’s also the issue that even after investing a lot of time in payroll, a simple mistake or two can lead to upset employees and non-compliance issues with various federal and state agencies.

    If you’re fed up with the time and stress involved with managing payroll, GMS can help. As a PEO, our experts can manage your company’s payroll, decreasing your workload and liabilities so you can focus on growing your business instead of calculating paycheck deductions.

    Ready to free up your calendar while streamlining critical HR functions? Contact us today to talk to one of our experts about your company’s HR needs.

  • It’s not easy running a business. In trying times, it becomes even harder. Disasters, pandemics, and other events can wreak havoc on your business. While property damage and other issues can be calculated, it’s difficult to measure the impact these events have on a key element of your business – your employees. 

    Difficult times can have a direct impact on your employees both professionally and personally. Supporting them during these times can help ease your employees’ situation, which can both resonate with your workforce and help improve productivity. Here are five steps you can take to make a difficult situation better for you and your employees.

    An employee working from home during a pandemic.

    Frequent, Clear Communication

    During difficult times, a lack of information will only create bigger problems. It’s important to act as a voice of reason, providing a clear sense of what’s going on at the office, what’s expected of employees, and providing comfort as necessary.

    While disasters, pandemics, and other events may create unusual working situations, good communication can help ease concerns and restore some sense of normalcy. Trying times call for straightforward messages that should be supportive and convey both confidence and security. Be open about the situation, tell them how your business will adapt, and make yourself and other company leaders available for questions. You also want to be very specific about next steps for the company. You may not be able to address everyone’s  concerns immediately communicating these next steps can keep everyone on the same page and eliminate confusion that will only lead to other problems.

    In terms of how to communicate these messages, there are a variety of means at your disposal. Certain channels may be more realistic than others depending on the size and nature of your business, but consider using several of these methods to make sure you can reach everyone in your company.

    • Company-wide and department-level emails
    • Posts on company intranet and internet sites
    • Updates on internal communication apps like Slack or HipChat
    • Video meetings through platforms like Zoom or Microsoft Teams
    • Personalized emails or texts
    • Signs posted onsite

    Connect with the Team

    While it’s helpful to let employees know that you or a relevant team leader is available for questions, don’t be afraid to take the first step as well if you see individuals who need help. Check in with your employees to see how they’re doing. Even if there’s no update, it’s good to show employees that they’re not alone and that their input is valued.

    It can also be beneficial to try and connect the rest of your team when separated due to disaster, pandemic, or other unexpected reasons. Video conferencing and group chat technology can help employees keep in contact and feel less isolated, so utilizing these means for business meetings or even social events like work happy hours can help improve morale in trying times.

    Mitigate Risks if Necessary

    While clear communication plays a big role in easing concerns, it’s also important to take any necessary actions as well. This includes taking measures to let your employees know that you’re taking their safety seriously. 

    Mitigating risks can take many different forms depending on the nature of your business. For a pandemic, this could involve providing facemasks, creating hand-washing stations, and adding measures to enforce social distancing. For a disaster, it could mean fixing any property damage and putting in additional safeguards, such as reinforced windows or other preventative means. Safety training can also educate employees on ways to protect themselves while showing your support for their wellbeing.

    Create Flexible Working Situations

    In a time when people may be worried about working in close proximity or need to be closer to their loved ones, a little flexibility can go a long way. If employees are concerned about coming into work, consider letting them work from home if it’s feasible. You could also loosen up restrictions on work hours so that employees could shape their schedules around personal needs. Not only can these accommodations help create a more family-friendly working environment, it can help alleviate anxiety for any concerned employees.

    Don’t Rush a Return to “Normal”

    After an event changes the way you do business, it can be tempting to try and get everything back to normal as soon as possible. However, it’s important not to force the situation until you reach a point where you can return to business as usual. 

    A disaster, pandemic, or some other trying event is a stressful, even traumatizing time for you and your business. Rushing everyone back in the office before you’re ready can lead to unfocused, upset employees who won’t be able to do their jobs appropriately. It’s best to take everything one step at a time until you can finally return to normal working conditions.

    Difficult times make hard choices even harder. Fortunately, you don’t have to navigate through these decisions alone. As a PEO, Group Management Services can take the administrative burden off your shoulders and provide guidance through pandemics, disasters, and other events. Contact GMS today to talk to one of our experts about how we can support both you and your employees.

  • Like it or not, remote work is here to stay. In 2023, 12.7% of full-time employees were remote, and 28.2% were in a hybrid model, and those numbers are expected to increase in the coming years. With 98% of workers wanting to work remotely at least part of the time, all industries, specifically more remote-friendly roles and sectors such as administration and staffing, should expect a continued push for remote work. As the landscape of work continues to evolve, it’s crucial for employers to stay informed.

    Technological advances have made it easier for employers to provide work-from-home privileges to employees. However, this increase in remote and hybrid roles raises an important question: How does workers’ compensation apply to employers who work from home? Whether your employees are temporarily working from home or are full-time telecommuters, it’s your responsibility to understand exactly how workers’ compensation applies to remote employees and what steps you should take to protect yourself and your workers.

    Are Remote Employees Eligible For Workers’ Compensation?

    In short, yes. Even if your employers work from home or some other remote location, they are covered under workers’ compensation. A work-related injury is compensable under workers’ compensation regardless of where the injury occurs. In general, the courts found that hazards in a remote employee’s home also count as a work hazard if that person completes their duties in that space. This means employers are still responsible for providing a safe work environment, even if that environment is not on company property. However, workers’ compensation is designed to protect both employers and employees in these situations.

    It’s essential to understand that not every injury or illness suffered in a work-from-home space is automatically considered work-related. To be eligible for workers’ compensation, a remote employee must experience an injury or illness that “arises out of and in the course of employment,” which refers to the employee’s actions and the timing of the injury. These two details are crucial because remote employees must demonstrate that their injury or illness occurred while acting in their employers’ interests. Having a clear understanding of these criteria will empower you and your employees to confidently navigate the workers’ compensation process.

    Carpal tunnel syndrome is an easy example of an injury that could happen at home and would be covered by workers’ compensation. Repetitive injuries, brought on by excessive typing, occur in many desk workers, whether in the office or at home. Though you can offer ergonomic desk equipment to limit the chance of this happening, it does not guarantee the prevention of this syndrome. Therefore, workers’ compensation would still apply.

    How Can I Limit Workers’ Compensation Liability For Remote Employees?

    While you can’t monitor employees who work from home as closely, you can still take measures to limit work-related injuries and protect your business. This process begins by creating and implementing a detailed at-home work policy outlining remote work expectations. This policy should include general expectations and reporting procedures and offer safety guidelines for a home office or designated work area.

    Moreover, you can limit your liability through the following:

    • Defining core work hours and specific job duties for each employee: By providing your team with an established role, you ensure that every employee is equipped with the necessary training and knowledge, minimizing the likelihood of errors or accidents that could result in injuries. Setting core hours also aids in safeguarding against employee burnout and the risks associated with overworking.
    • Providing training on ergonomic workstations and safety measures: This involves training your team on workstations that can promote good posture, reduce strain, and enhance overall well-being. In addition, it includes educating them on essential safety practices to prevent workplace-related injuries, specifically in a home environment. In most cases, injuries from slips, trips, and falls at home are covered in workers’ compensation, so stay vigilant and train your team.
    • Conducting periodic home office checks: When appropriate, reviewing an employee’s remote office can help identify and eliminate work area safety hazards. This doesn’t mean barging into an employee’s home unannounced; instead, it should be offered as a safety initiative employees can opt into.
    • Setting fixed meal and rest periods: Establish fixed meals and breaks outside of core hours, specifically for telecommuters. If an incident does occur, these defined hours can help determine whether an injury was “in the course of” employment.
    • Requiring homeowner’s or renter’s insurance: Most employees will already have this but making it a requirement for remote privileges can help cover any potential equipment damage or liability if anything happens in their home. Be sure to review said insurance to ensure all contingencies are covered.

    It’s also important to note that states can have differing laws about what constitutes a work-related injury. These laws can shift over time, so try to keep up to date with your state’s rules and regulations to help keep your workers safe and protect your business against improper claims.

    Employee Safety With GMS

    Every year, U.S. businesses suffer the consequences of workplace injuries. Not only do these injuries result in lost time, but safety violations can and will lead to costly fines. Ensure your team has the tools they need to succeed while creating a culture of safety. Professional employer organizations (PEOs), like GMS, can help you take a proactive approach to workplace safety.

    Want to take the appropriate steps to stay current on labor regulations and protect your business? Contact GMS today to talk to one of our experts about professional risk management and other workplace safety issues.

  • When the COVID-19 pandemic hit, businesses of every size had to pivot to a work-from-home model for non-essential employees. While larger firms typically had some infrastructure in place to enable remote work, small businesses were left wondering exactly how to handle the situation.

    While cybersecurity has always been essential, the increasing number of remote employees has made it mission-critical for business of all sizes. Fortunately, there are steps every small business can take to step up its cybersecurity game. Regardless of how long remote work lasts, here are some tips that will help shore up any security protocol.

    A remote employee working from a laptop set up for cybersecurity threats.

    Set up VPNs Correctly

    Virtual Private Networks (VPNs) are internet tunnels that allow access into companies’ internal networks. While VPNs were initially intended for letting employees access company resources from any location, they are also a prime target for hackers. 

    A VPN is a standard measure for remote employees, but a hastily implemented network will pose problems. These VPNs are widely available, but you need to do more than download an app to truly secure your company’s data. You’ll want to identify a VPN with secure communication protocols that can keep you and your employees safe. While there are free VPN services out there, it’s best to find a safe, secure solution even if it’s an added cost. 

    Another key step is to make sure employee access is controlled – you don’t want one login to access the whole network. Configuring access on an application level means employees can get to files and web applications without allowing root-level access. If one connection is hacked, the hackers won’t get the keys to the entire kingdom.

    Set Password Policies

    Employees must also use a password to access the VPN, as well as many other company resources. Weak passwords are one of the biggest security threats to anyone connected to the internet. 

    While you can’t stop your employees from using their cat’s name as a password on their personal computers, you can set password policies on your company’s software and hardware. Those policies should require a minimum length, a combination of characters, and other requirements that create a harder-to-hack password. You should also require passwords to be changed at specified intervals. 

    Use Two-Factor Authentication

    Passwords – even strong passwords – aren’t necessarily good enough anymore. Two-factor authentication (2FA) is an extra precaution that can make a massive difference if somebody’s password is compromised. 

    2FA requires two different factors to allow access into a device or program. There are generally three factors recognized as authenticators – something you know (usually a password or PIN), something you have (a smartphone or key), and some form of identity confirmation (fingerprint or face ID).

    The most familiar form of “something you have” is the text message sent to your cell phone – but hackers can steal SIMs and easily gain access, so it’s not necessarily the best. More secure methods include authenticator apps and security keys. Finally, as more hardware devices come with biometric sensors built in, “something you are” fingerprint and face ID authentication are becoming more commonly used factors.  Regardless of the approach you use, 2FA adds another step that hackers must figure out in order to access your sensitive information.

    Keep Software and Systems Updated

    Out-of-date software is one of the biggest security threats to any company. The cyberthreat landscape is constantly evolving, and software manufacturers must continuously update their products to keep up with those threats. “Patches” are often issued to fix areas of vulnerabilities. Failure to apply these patches can be a massive issue for your company. 

    A notable example of this is 2017’s WannaCry ransomware attack. These cyber attacks resulted from hackers exploiting unpatched Microsoft systems. Although Microsoft had issued a patch just before the attack, many organizations had not applied it, leading to mass data breaches. Additionally, some of those systems attacked were using older systems that had passed end-of-life, meaning Microsoft was no longer issuing patches or updates for those systems. This is why it is essential that your organization keep up with any changes for your software and update it regularly.

    Educate Employees About Cyber Threats

    Hackers depend on non-tech-savvy users to welcome them into systems through phishing or social engineering schemes. The growing trend of remote employees has only made this more apparent, as hackers fed on the double-whammy of a remote workforce and a concerned population. 

    A joint alert from the U.S. Cybersecurity & Infrastructure Agency (CISA) and the U.K.’s National Cyber Security Centre warned of “a growing use of COVID-19-related themes by malicious cyber actors.” This included phishing and malware attempts such as emails with “coronavirus update” subject lines or SMS messages about COVID relief packages. These cyber attacks encouraged recipients to open a malicious file or visit a phishing site that asks for credit card numbers and other personal information.

    Social engineering is another scheme that has become more prevalent. This involves a technique in which a hacker manipulates a victim to get information about a company. In a high-profile example, hackers took over several celebrity Twitter accounts as a result of social engineering – hackers gained access to these accounts by manipulating Twitter employees for information. 

    While security audits, penetration testing, and other high-level security testing are important to ensure total security, small attacks can terrorize small business owners everywhere. Take some time to teach employees how to recognize phishing emails or social engineering attempts to protect your small business.

    Secure Home Offices

    When employees were safely on your company network and behind the firewall, some of their risky behaviors were slightly less threatening. Once they’re at home, your company is more reliant on their home Wi-Fi networks. 

    These networks can be incredibly insecure. Often, default passwords haven’t been changed – if there is one at all. Do a home audit of work-from-home staff to make sure they have configured settings on their home Wi-Fi correctly. This is perhaps the most basic security measure, but one of the most necessary.

    Protect Your Business from Remote Cyber Threats

    As companies like Google and Twitter set the stage for remote work to become permanent, many smaller companies will follow suit. If your business relies on remote employees, it’s essential to have a remote cybersecurity setup that will work for the long term. 

    Cybersecurity is just one of many responsibilities small business owners bear that can take time away from one key goal – to grow their business. Between security concerns to administrative efforts, it’s hard to focus on ways to build your business. Fortunately, you don’t have to carry the latter burden alone.

    As a Professional Employer Organization, GMS has the experts and means available to help simplify your various administrative needs. We can help you identify ways to protect your company while also managing payroll administration and other time-consuming tasks. Contact GMS today to talk to us about how we can help you protect your business through professional HR management.

  • Working from home creates a few challenges – more distractions, an inability to work in the same room as your coworkers, etc. Each of these realities can have a direct impact on productivity. With more employees working from home than ever before, it’s important to take steps to set telecommuting employees up for success. Here are four ways that you can help your employees stay productive when working from home.

    A remote emplyee using video conferencing technology to stay productive. 

    Set Regular Check-ins

    Just because you’re not in the same place as your employees doesn’t mean you can’t connect with them. While emails and group chat platforms are helpful for regular communication, regular face time is still very important. As such, consider scheduling regular check-ins that can help you or appropriate managers set work priorities and build a rapport with the team.

    In terms of facilitating these check-ins, phone calls and video chats can help employees hear other people’s voices and even see faces to help create a sense of normalcy. Depending on the size of your company or specific departments within your company, you can hold group check-ins and sprinkle in some one-on-one meetings as well. You’ll also want to figure out a frequency that makes sense for you and your employees. For some groups, you may want to consider daily check-ins. That may sound like a lot, but a 10-minute video chat every morning can mean a lot if it helps employees set priorities and feel less separated from their coworkers.

    Use Technology and Productivity Tools to Your Advantage

    Speaking of group chat platforms and video conferencing technology, you should consider investing in some tools to help everyone stay connected. These tools can take on a few different forms, including:

    • Group chat
    • Video conferencing
    • Project management platforms

    Group chat tools like Slack and HipChat are a great way for people to quickly connect with each other in a way that’s more convenient than an email chain. Whether someone has a quick question or needs to pose a question to a group, these tools can help people communicate in a more natural and immediate way. Similarly, video chat platforms like Zoom or Microsoft Teams add an even greater level of connection – when someone is stuck at home, seeing a friendly face can help increase engagement between coworkers and even clients during meetings. 

    Finally, project management platforms like Trello and Asana allow people to track tasks, share details, and set deadlines and priorities in a place where multiple people can see them. That level of transparency can be very helpful when you or a manager needs to identify which tasks are falling behind or need more attention.

    Help Establish Dedicated Workspaces

    Not only are dedicated workspaces a good safety measure, they can make a big difference in terms of productivity. Working from home offers a lot of advantages for employees – no need to commute to work, more time with your family, etc. Those same advantages can also tank employee productivity if they’re not careful.

    While you can’t completely cut out the normal distractions of home life, dedicated workspaces can help mitigate their impact on your employees. If you haven’t already, encourage your employees to create some form of home office that helps separate them from communal spaces and potential disruptions. You can also give them some pointers as to how they can help improve at-home work life. For example, you can share these tips from Fast Company with your remote workers.

    • Follow ergonomic rules to create a healthy working space
    • Embrace natural light when possible and use lamps to provide ample lighting when necessary
    • Set up a storage system to make sure you have papers and files on hand when you need them
    • Create some comfy space for occasional breaks or if you need to work in a different position
    • Personalize your space and rotate items to add some spark to your environment
    • Hide items you don’t want to look at, such as bulky power cable or items that will distract you 
    • Overstock on items you may need so that you don’t need to leave your workspace every time you need something

    Provide Ongoing Support

    While working from home has its advantages, it’s a much less social experience than being in the same space as coworkers. It’s not uncommon for remote employees to feel lonely or more detached. As such, it’s important to provide emotional support to employees as they’re separated from everyone else. 

    One way to offer this support is through frequent, clear communication. Regular emails, company messages, and check-in meetings can help ease concerns and restore some sense of normalcy. You also want to make employees aware that you and appropriate managers are readily available for employees. Consider setting up regular “office hours” for any employees who have questions or concerns, or share preferred ways that workers can contact you if necessary. 

    Another method of support is to encourage employees to take time to de-stress and take time to get away from work. It can be easy for remote employees to develop bad working habits when they live where they work. Take some time to stress that quality sleep, exercise, and mental health breaks are an important part of every work day. 

    Give Employees Non-Work Socialization Opportunities

    You can also help break up some of the telecommuting monotony by embracing team building events and other non-work interactions. Video happy hours, game nights, and other social interactions can help employees relieve stress and connect, so consider adding in a few regular events to give workers a chance to decompress together.

    Put Your Business in the Position to Succeed

    No matter where your employees work, it’s important to have procedures in place to help your employees succeed. Want to find out other ways you can set your business up for success? Contact GMS today to talk to one of our experts about how human resource outsourcing can help you free up more time to focus on your business and prepare for the future.