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Tag: recruitment

Posted on November 25, 2024November 26, 2024

Hiring Seasonal Employees: A Guide to Minimize Legal Risks

Summary

  • Hiring seasonal employees offers flexibility during busy times of the year, but it isn’t without legal risks.
  • Employers must comply with specific employment laws and ensure seasonal workers receive the wages and benefits they’re entitled to.
  • Workforce.com helps simplify seasonal hiring and keeps compliance tight and hassle-free.

Hiring seasonal employees is a common staffing strategy during busy seasons with increased demand, such as holiday peak times, vacation surges, or festival weekends. Working with seasonal employees can help businesses scale up (and down) easily. 

But seasonal hiring isn’t without legal risks. The flexibility of using seasonal workers also creates a minefield of compliance issues. If you misclassify a worker or fail to meet requirements under wage and hour laws, you can face legal trouble. 

Seasonal employees are only with you for a few weeks or months, but there are labor laws that apply to them. Let’s look at what these are, what they mean for employers, and what best practices are to stay on the right side of the law when hiring seasonal workers.

What is a seasonal employee?

Seasonal employees work only part of the year, typically during periods of high demand. They could also be employees hired by seasonal businesses that only operate part of the year.

Some examples of industries that hire seasonal staff include: 

  • Retail stores – during demand surges such as the holiday shopping season
  • Agriculture businesses – during planting and harvesting season when they need extra help. 
  • Hospitality establishments—beach resorts, ski lodges, theme parks, and summer camps—are used during high-peak tourist months such as summer and winter.

Temporary employees vs. seasonal employees

Temporary and seasonal staff can easily be mistaken for one another, but there are distinct differences in how and why businesses hire them.

Temporary workers fill staffing needs by assuming the role of an employee on maternity leave or recovering from a disability. In some cases, employers hire them for short-term projects. Their employment length varies from a few weeks to several months, and they’re typically hired through staffing agencies. While benefits are often limited, temp jobs can sometimes lead to a permanent position. 

On the other hand, employers hire seasonal workers to handle predictable busy periods, like holidays or harvest seasons. These demand spikes are typical in the retail, agricultural, and tourism industries. While some seasonal employees return year after year, their jobs generally end once the season ends. 

What does the law say about hiring for seasonal work?

FLSA

According to the Fair Labor Standards Act, non-exempt seasonal workers must at least receive the minimum wage and overtime pay for any hours worked beyond 40. Generally, the FLSA doesn’t limit the number of hours an employee can be scheduled to work per day or week, except for youth workers.  

Federal law limits how much minors under 16 can work. They can work up to 8 hours a day and 40 hours a week when school is out. However, when school is in session, they can only be scheduled to work for 3 hours per day and 18 hours per week. Additionally, minors under 16 can’t work after 7 pm and before 7 am. From June 1 to Labor Day, minors under 16 can only work until 9 pm. Remember that states may have their own labor laws for minors, so it’s always a good idea to double-check those regulations as well.

Also read: Child Labor Laws by State + Federal (2024)

But some amusement or recreational businesses can be exempt from the FLSA rules around minimum wage and overtime rules as long as they satisfy any of the following conditions: 

  • If they don’t operate for more than seven months in any calendar year. 
  • If their average receipts for six months during the preceding calendar year is at most 33.33% than the receipts of the other six months. 

The first condition is simple—it’s all about how long a business operates during the year. So, if a business is only open during summer, typically from June to August, it meets the criteria. 

The second condition deals with revenue. Even if the business operates for over seven months or year-round, it can still qualify for the exemption. How? If the revenue earned during the six busiest months is 33.33% or less compared to the slowest six months, the business can be exempt from wage and overtime rules under the FLSA.

IRS

When it comes to taxes, the IRS treats seasonal employees just like any other workers. 

You’re responsible for withholding, depositing, reporting, and paying employment taxes. Seasonal employees must also be asked to submit necessary tax forms to you, and you must turn those in to the IRS and Social Security Association (SSA). 

But just like the FLSA, there can be stipulations here, too. Take the Affordable Care Act (ACA), for instance.  

Under the ACA, not all companies must provide health benefits, but Applicable Large Employers (ALEs)—those with an average of 50 or more full-time employees—must offer affordable healthcare coverage. So, how do you know if a seasonal employee is eligible for ACA coverage?

One way is to use a look-back measurement period to track an employee’s hours over 3 to 12 months. They may be considered full-time if they average 30 hours or more per week during the look-back period. If they qualify, employers must provide healthcare benefits for as long as the measurement period, which can be up to 6 months. Even if their hours decrease later, their benefits must remain in place. The look-back method helps businesses that experience fluctuations in their schedules stay compliant and avoid penalties.

Seasonal workers vs. seasonal employees under the ACA

Labor compliance is always about making sure you get the wording right. Under the ACA, seasonal employees and seasonal workers may mean different things because they are applied in different contexts. For instance, “seasonal employee” is used to determine if an employee is full-time under the look-back method. “Seasonal workers,” on the other hand, is used to determine whether an employer needs to follow the ACA’s employer mandate based on the total number of employees for that year. 

Family Medical Leave Act (FMLA)

Seasonal workers can qualify for FMLA, especially if they are recurring seasonal employees who have worked regularly for the same employer over the years. 

The Family and Medical Leave Act requires employers to provide up to 12 weeks of leave to eligible employees under certain circumstances. It applies to employers that employ 50 or more individuals during each of 20 or more calendar workweeks in the current or preceding calendar year. Under the FMLA, seasonal employees count toward the 50-employee requirement.

How do you know if a seasonal employee qualifies? If they worked for an employer for at least 12 months, which can be accumulated throughout their employment. Aside from that, the employee must have worked at least 1,250 hours during the 12 months. 

Tips for minimizing the legal risks when hiring seasonal workers

For many employers, hiring seasonal employees is a must during the holiday season. As employers depend on seasonal employment to beef up their staff in anticipation of a holiday shopping rush, it is important to remember that hiring seasonal employees—as with hiring any employee—requires adherence to specific employment guidelines. To minimize some of the issues associated with hiring seasonal employees, employers may want to consider the measures outlined below.

Avoid litigation land mines.

Hiring seasonal employees comes with its own set of legal challenges, and employers need to be vigilant. Make sure you’re up to date on employee classification and compensation rules. If anything seems unclear, seeking legal advice is always a smart move to ensure compliance.

Employers must also remember that federal, state, and local laws prohibiting employment discrimination, harassment, and retaliation apply with equal force to seasonal employees. Accordingly, employers should take the same care in preventing and addressing allegations of discrimination, harassment, and retaliation against seasonal employees as with regular employees.

Make it clear.

Although seasonal employees are generally aware that they have been hired only temporarily, employers must specify the limited duration of employment upfront. Employers should consider requiring seasonal employees to acknowledge, in writing, that they understand they were hired for a limited duration. Employers should also clarify to seasonal employees that they are “at-will” employees: Their employment may be terminated with or without cause at any time (even before the end of the holiday season).

Provide proper paperwork.

Seasonal employees must complete all paperwork required for employees under federal or state law. For example, all seasonal employees must complete federal I-9 forms to prove their employment eligibility in the United States. Additionally, employers should ensure that seasonal employees who are minors have acquired permits authorizing them to work.

Keep track of hours and overtime.

Employers must make sure they follow all state and federal wage-and-hour laws during the holiday season. This includes ensuring that employees take required meal breaks and that overtime is accurately recorded and paid. Also, employers must comply with all wage-and-hour laws applicable to minor employees.

Consider NDAs.

Protect confidential information when filling a seasonal role. If seasonal employees can access the company’s confidential or proprietary information, an employer may want to consider requiring a nondisclosure/confidentiality agreement.

Simplify seasonal hiring with Workforce.com

Seasonal employees provide flexibility to handle busy periods, but managing them can get tricky. Workforce.com can help streamline some of the things involved with managing seasonal employees. Here are some of the ways:

Hiring

Workforce.com’s applicant tracking system speeds up the hiring process for seasonal positions. For instance, you can set pre-qualifying questions to quickly filter out candidates who meet your requirements so you can move them straight to interviews. Every step is tracked and documented, keeping applicants in the loop and ensuring your hiring process runs smoothly.

Onboarding process

Seasonal employees still have paperwork. Workforce.com’s onboarding system makes it easy for new hires to submit their information, sign contracts, and complete forms quickly.

Time and attendance tracking

Time and attendance tracking is crucial for managing seasonal employees, especially when determining their eligibility for certain benefits. Workforce.com ensures that everything is logged accurately.

Payroll

With automated timesheets and correct classifications, Workforce.com’s payroll software ensures your seasonal employees get paid on time and correctly, including any overtime or taxes owed.

No matter the time of the year, managing seasonal employees can be easy with Workforce.com. Stay organized and compliant with Workforce.com. Book a demo today to get started. 

Posted on November 21, 2024November 26, 2024

7 HR Tactics for Handling the Retail Holiday Surge

Summary

  • Retail businesses are expected to add 520,000 seasonal jobs in the last quarter of 2024. While this number is slightly lower than last year’s, the race to hire seasonal workers remains tight.
  • Labor forecasting is vital for retailers to determine the ideal staffing levels they need in time for the holiday shopping peak season. On top of that, they must speed up hiring and onboarding for seasonal roles.
  • Workforce.com can help retailers stay ahead with smart labor forecasting, easy hiring and onboarding, and streamlined workforce management.

The holiday shopping season is fast approaching, and retail businesses must be ready for surging foot traffic and online sales. But it’s not just how you manage inventory or come up with marketing strategies to attract shoppers. It’s about having the right staffing strategies in place to provide the best customer experience whether in-store or online. And the onus is on HR and managers to recruit and onboard seasonal workers, manage unpredictable schedules, and avoid burnout during a very busy time of year. 

Typically, retail businesses hire seasonal workers such as sales assistants, warehouse staff, stockroom workers, delivery drivers, and customer service representatives to handle the surge in demand and ensure a smooth shopping experience.

According to the National Retail Federation (NRF), 200.4 million people shopped from Thanksgiving, Black Friday through Cyber Monday in 2023. Both online and brick-and-mortar stores felt the rush, with 121.4 million people making in-store purchases and 134.2 million buyers online.

While spending may slightly cool down this year, retail businesses still need to prepare for higher demand than other quarters. And prices and offers aren’t the only areas where competition is fierce. Retail businesses should also step up to strengthen staffing and recruitment strategies.

The race to attract seasonal workers

Although slightly lower than last year, market projections show that the retail industry is still expected to add 520,000 seasonal jobs in the last quarter of 2024, down from 564,200 seasonal jobs in 2023. That said, the competition for seasonal workers remains tight, and retailers must act fast to fill staffing gaps before the shopping rush hits.  Big retailers are not holding back. They rolled out aggressive tactics like nationwide hiring events and on-the-spot interviews. They know that while consumer spending may dip, shoppers will still spend—just more carefully. If you have a solid client base and strong customer loyalty, you need to be prepared for your demand to soar. Here are seven practical tips to help you prepare:

1. Identify your unique staffing needs.

Labor forecasting software integrates with your point-of-sale system, using its historical sales data to predict upcoming labor needs. You can also manually upload other kinds of demand data like appointments, foot traffic, and more – just use whatever makes the most sense for your business. A machine learning algorithm combines all of this data with economic trends, weather forecasts, and staff availability to let you know exactly how many workers you need for each shift; this makes your scheduling and hiring decisions much easier. Plus, it’ll help you determine whether you need more seasonal hires or if adding extra hours and overtime will do the trick.

2. Strengthen your hiring strategy.

As you gear up for the shopping season, a robust hiring system is vital to attracting top talent without getting buried in admin tasks. 

Job boards are great for spreading the word, but why stop there? An applicant tracking system (ATS) like Workforce.com lets you generate QR codes for your job openings, print them, and place them in your retail stores. Interested applicants simply scan the code and submit their application. 

To save time, you can set up pre-qualifying questions about availability, experience, and credentials. This way, only the best candidates move forward to interviews, and you only spend time with those who meet your criteria. 

Workforce.com’s ATS helps you track applications, spot roadblocks, and identify what’s causing delays. This will ensure that you lock in the workers you need for the season.

3. Fast-track onboarding and training for seasonal hires.

The thing with the shopping season is that you need to onboard seasonal workers fast. Unlike regular hires, you don’t have the luxury of 30-60-90 day milestones to fully integrate them. Seasonal workers need to be onboarded and be up and running right away. A good onboarding system will let you do just that. 

Start by streamlining the paperwork. Workforce.com captures all the necessary new hire information—personal details, bank information, W-4s, and more—all without the hassle of paperwork. Newly hired seasonal workers can log into the system and input their information directly, eliminating manual data entry. 

While seasonal employees might have fairly straightforward jobs, they still need training. Even experienced sales associates need orientation about popular items, store layout, and return policies.

Even if you’re running an e-commerce platform, seasonal workers still need to learn how to navigate the online store, order queues, waybill processing, inventory management, and checkout process.

To get seasonal workers up to speed, consider implementing a buddy system where you pair them with full-time employees so they can learn the ropes faster and be ready to perform their best.

4. Streamline how you delegate tasks.

Operations during the peak holiday season will only be as smooth as how you communicate tasks and expectations. When working with seasonal workers, you must assign responsibilities clearly and precisely.

Workforce.com’s task management system allows you to delegate responsibilities and send out to-do lists. Seasonal workers are instantly notified of their tasks, can check off completed items, and even provide proof of completion, all in real-time, through the Workforce.com app. It’s a simple way to ensure everything gets done right when needed.

5. Optimize schedules based on demand.

Understaffing can be a disaster, but overstaffing isn’t cost-effective either. To remain profitable, you need to schedule shifts based on demand. 

While you can’t predict demand perfectly, there are plenty of indicators to guide your scheduling decisions. Looking at historical data is a great start (as we covered earlier), but scheduling isn’t a “set it and forget it” task. You’ll need to keep optimizing as the season unfolds. 

When the season is in full swing, you must monitor your wage cost metrics and see where to optimize. How much foot traffic are you getting? Is there a weather forecast that can affect that? Do you need to add more workers? Cut back on hours? Or maybe just shuffle your workers to balance overstaffed and understaffed areas? 

At the same time, you can also tap your team for feedback. Workers are on the front lines and can give you valuable insights on what’s happening on the ground. Have them rate their shifts and share where improvements are needed and what’s working well. Their feedback can provide information to fine-tune your schedules and operations.

Workforce.com’s scheduling system allows you to do just that. You can compare scheduled wage costs with sales data in real-time, seeing where to optimize labor levels. It also has a shift rating system where your team can provide feedback about things like communication, management, and more.

6. Ensure complete oversight of your workforce.

The holiday rush can get hectic, and managers need a streamlined way to oversee their teams. With orders to fulfill, shipments to send out, and a store to run, it can take time to juggle staff scheduling, time tracking, and attendance issues. 

That’s where Workforce.com can step in and make things easier. The app lets managers see who’s clocked in and who’s running late. In case of no-shows or last-minute absences, you can automatically offer vacant shifts to available, qualified staff. Filling the gaps only takes a few clicks, whether via desktop or mobile app. Need to send a quick message to the team? The app has that covered, too. 

Workforce.com also notifies managers if an employee is about to go into overtime. Before they clock in the extra hours, you can decide whether it’s worth extending their hours or if their tasks can wait until the next day.

7. Know what labor laws apply to seasonal employees.

Hiring seasonal employees allows you to scale your team during busy periods. However, you must also be aware of any labor laws that apply to seasonal workers to ensure they are paid correctly and treated fairly, safeguarding you from legal issues.

According to the FLSA, non-exempt seasonal workers should receive minimum wage and overtime pay if they work more than 40 hours a week.

If hiring students or teens for seasonal work, you must also be mindful of child labor laws to ensure they’re only scheduled for the appropriate number of hours and times of day.

Also read: Child Labor Laws by State + Federal (2024)

What about taxes? Per IRS rules, the same tax withholding rules apply to seasonal employees as that of other employees. 

Plus, depending on specific criteria, seasonal employees may be entitled to benefits such as unemployment insurance, workers’ compensation, healthcare, retirement benefits, and paid sick leave.


The holiday shopping season is a massive opportunity for retailers to boost sales, increase brand recognition, and gain new customers. To make the most of it, you need a solid plan and an efficient system to help you stay agile and organized. Workforce.com is the perfect system for this busy time of year, giving you the right tools to optimize your staffing levels as the season unfolds.

Discover how Workforce.com can help you stay ahead not just this holiday shopping season but all year round. Book a demo today.

Posted on October 26, 2023September 12, 2024

Employee onboarding checklist: the basics [Free Template]

Astronaut Dog holding a clipboard and pen

Summary

  • Effective employee onboarding is vital for retention. It should be an experiential process as much as an administrative one that makes a good impression on new hires.

  • 50% of hourly workers leave a job within the first 120 days, wasting recruitment and training costs.

  • Click here for an employee onboarding checklist template.


You’ve been recruiting for a vacant position, and a candidate finally accepted a job offer. That’s great! But now comes the more crucial part — onboarding. Believe it or not, onboarding new hires involves more than a welcome email and signing an employment contract. 

Webinar: Best Practices for Onboarding Hourly Staff

Employee onboarding sets the tone for new hires; employers must show competency, inspire trust, and reduce friction. It is also where new hires get their first impression of company culture and see if the work aligns with what was discussed during the recruitment stage. 

*Psst! Click here for a free onboarding checklist. It’s comprehensive and all you should need to get started. 

The make-or-break stage

Half of hourly workers leave a job within the first four months or 120 days, according to SHRM. Turnover like this can be mitigated with proper onboarding techniques. 

While primarily an administrative process, onboarding is also an experiential process – this cannot be overlooked.

The most surface-level way to fulfill the experiential part of onboarding is to make it feel good. You also need to make it easy. Consider whatever system you use for onboarding; does the user interface (UI) delight the user? Is the user experience (UX) easy to navigate?

The experiential aspect of onboarding does not end after a pleasant-looking checklist is completed. You also need to integrate new hires successfully into the team and provide them with a sense of belonging. Typically, this takes at least 90 days.

Attracting candidates is only half the battle. The other half is retaining them, and that starts with onboarding.

How to improve your employee onboarding process

Employee onboarding can be daunting, especially considering its administrative and experiential aspects. A new hire checklist goes beyond gathering direct deposit information and signing tax forms. Here are some best practices to help you navigate this stage and ensure better employee retention.

Use employee onboarding software

If you find paperwork tedious, so does your new hire.

An effective onboarding platform significantly reduces the admin burden for the human resources team, hiring managers, and incoming employees. It streamlines the necessary paperwork and ensures data integrity by taking out manual processes.

Ideally, most onboarding-related admin tasks should be accomplished before the first day. For instance, with the Workforce.com onboarding system, new hires can upload the necessary pre-employment documents before they begin work. That means that contracts, W-4s, bank details, and employee personal information are all lodged into the system well before their start date. When these are done, you can focus on making a new hire’s first day more meaningful and productive. 

Prepare equipment and tools ahead of time

Aside from lengthy paperwork, you also need to ensure that tools and equipment related to the job are ready before a new employee’s start date. This includes uniforms, access to company systems and software, office equipment, or even vehicles if they are working on-site. 

The last thing a new hire should face on the first day is incomplete equipment or confusing guidelines. Welcome merch is all fun and good, but having the necessary work items and equipment ready can help your new hire settle in faster.  

Answer potential workplace questions before day one

Taking on a new role is exciting, but it’s normal for new hires to feel anxious about a new job. Much of this anxiety comes from the anticipation of meeting new teammates, acclimating to a different work environment, and easing into the organization’s culture.

Aside from discussing new hire paperwork and eligibility for benefits, it also helps to review smaller things like dress code, shift swap policies, unavailability, and day-to-day tasks.

Give managers support

Employee onboarding is a tall order, and the onus is on the team leaders and managers to ensure its success. 

Ensure managers have the support and tools to help them successfully onboard new team members. One way to do this is to let new hires fill out their own onboarding information rather than HR. When this kind of admin burden is taken from managers and placed on the employee, managers can focus on creating a better and more personalized onboarding experience for their new hires. 

Integrate onboarding with recruitment

Recruitment is how you attract top talent. Onboarding is how you keep it.

Recruitment is not just about selling the role to potential candidates and finding the best fit. It’s about setting expectations and painting a picture of what the position entails and what working for the organization is like. While the goal is to attract top talent, it’s detrimental to over-promise in terms of benefits, work environment, and growth opportunities.

Onboarding is the stage where the organization must meet the expectations set during the hiring process. This is the stage to follow through a good first impression. If employees find that the work is far from what was described during recruitment, they tend to quit even before they are fully onboarded. 

Recruitment and onboarding must go hand in hand. You must integrate them to avoid unnecessary recruitment costs, staffing issues, and high turnover rates.  

Set onboarding milestones

Tracking new hire onboarding success is best done with a roadmap that includes a set of milestones. 

What do you want new hires to learn or achieve within specific timeframes? Typically, onboarding programs last at least 90 days. If that’s the case, you can set milestones for 30 days, 60 days, and 90 days. Goal setting is crucial for successful onboarding. A roadmap provides new hires structure and specific objectives to focus on and helps managers track and measure a new employee’s progress. 

Give and gather feedback

Giving and gathering employee feedback is a massive part of onboarding. While feedback is typically given during milestones or scheduled check-ins, it should be more fluid and quick and can be part of daily job training and interactions. Feedback doesn’t always need to be a sit-down meeting. It’s also helpful when it’s quick and more spontaneous. 

Constant feedback is essential for developing new hires, but managers also need it to improve the onboarding process or operations. When new hires feel that their feedback matters to the team, employee satisfaction matters. When they feel heard and valued, they are more likely to see themselves in the organization for a long time.

Also read: How to improve internal communications with your hourly workers

Consider using templates

You would likely onboard new employees for certain positions more than once, especially when you run an hourly workforce. You’d probably do a lot of onboarding during peak seasons, especially when hiring seasonal or contractual staff. Using templates means that you don’t need to spend as much time curating an onboarding plan each time. 

Templates in the form of checklists, training materials, and video guides are helpful. However, remember to update them to reflect any procedural or policy changes. 

Make sure that such materials are accessible to new hires, mainly since they would most likely refer to them in the course of the onboarding period. A sound self-service system is vital to this, as it enables new hires to find answers to FAQs, and managers can focus more on clarifying more complex questions or matters. 

Incorporate fun elements

The onboarding process is crucial but doesn’t have to be boring. 

You can insert some fun elements to help new hires feel at ease as they integrate into the team. For instance, teammates can record a short video message that describes what the team or department does in a fun and informal way or tidbits of non-work related information such as the best place to go for meal breaks or coffee. Short and informal all-hands sessions also help familiarize a new hire with other team members. If your company provides a standard welcome kit or swag bag to new hires, consider adding a short welcome letter from the team for a personalized touch. 

Fun elements for onboarding don’t have to be full of fanfare, but incorporating those helps enrich the early stages of onboarding. 

New employee onboarding checklist template


The onboarding process takes place before the new employee’s first day. Here’s a checklist of key things you must remember during onboarding. Feel free to copy and paste for your own use or download a document here.

New hire documentation

  • Accepted and signed job offer/job description
  • Tax forms 
  • Insurance paperwork
  • Employment contract
  • Compensation and benefits package

Guides and policies

  • Employee handbook
  • Job description
  • Safety procedures/manuals
  • Security rules and policies

Accounts, devices, and equipment

  • Setup company email
  • Provide time clock access
  • Secure work uniforms
  • Setup credentials or access to necessary software tools such as HCM systems and project management software
  • Add new hires to relevant work chats or email distribution lists
  • Issue work phone, tablet, or computer
  • Assign workstation/workspace

First day

  • Team introduction
  • Workplace tour
  • Give welcome kit/company swag bag
  • Finalize other administrative paperwork, if any.

Orientation

  • Run through paperwork and make sure they’re complete
  • Briefly go through job roles, benefits, and insurance plans
  • Go over essential points in the handbook. Inform them where they can find a copy.
  • Discuss important company policies briefly.
  • Assign a mentor or onboarding buddy.

Development plans

  • Create 30-day development plan
  • Create 60-day development plan
  • Create 90-day development plan

Milestones and follow-through

  • Check-in after the first week
  • Check-in after 30 days
  • Check-in after 60 days
  • Check-in after 90 days

As you follow through and provide feedback, optimize if your development plan needs tweaking.


Simplify your employee onboarding

The template provided above is just to get you started. For more on how to optimize your onboarding process, check out our free webinar below featuring NBC-HWC certified coach Laura Timbrook:

Webinar: Best Practices for Onboarding Hourly Staff

Are you eager to streamline your onboarding right now? Discover how to reduce onboarding tasks to just 3 minutes with  Workforce.com’s self-service employee onboarding by booking a call today. 

Posted on July 13, 2020October 4, 2021

Human capital management: Enriching your human resources

human resource management

Human resource management is an ever-evolving discipline in business management. 

Dating back to the early 1900s, experts recognized that managing a workforce goes beyond carrying out transactional tasks and ensuring that there are hands on deck to get the job done. Gradually, more attention is given to understanding employee well-being and its importance in delivering quality work. 

One expert who delved into the study of the workforce was James R. Angell, president of Yale University and the Carnegie Corp. He started a joint initiative between the Engineering Foundation and National Research Council to propel a research movement that looks into the science behind workforce management through unifying modern engineering, labor management, and educational bodies. It has given birth to Workforce.com today and for 98 years, this initiative has delved deep into the issues within the workforce and understand best practices in human resource management. 

As market trends change and employee behavior and preferences shift, an organization’s human resources management practices should also pivot to meet these developments. Today, it is all about engaging the workforce to push the business forward and is a key component of business success. 

Human Capital: Investing in your organization’s best asset

Human resource management, as its name suggests, is an area of business management that ensures a holistic experience for the organization’s most important resource — its people. It’s involved with the following:

  • Recruitment: Recruitment is the core foundation of building an organization’s human capital. It is involved in identifying the needs of the company and the particular roles that can fill those gaps. Attracting, screening, and onboarding candidates are all part of the recruitment process. The goal of the recruitment process is to successfully find candidates whose skills, values and motivations are aligned with the organization’s goals and culture. 
  • Compensation and benefits: Compensation and benefits refer to what the company gives its employees in exchange for their work or service, and they include monetary and non-monetary components. A company’s compensation and benefits package includes an employee’s salary and government-mandated benefits. Other perks and incentives can be part of the deal such as insurance coverage, gym membership, housing allowance, company-sponsored trips and events. 
  • Labor law compliance: Running an organization is governed by employment laws. Human resource management is involved in creating company policies that comply with labor regulations. Labor law regulations vary per region and they can change from time to time. That being said, a crucial part of human resource management is staying at pace with these changes and ensuring that company policies remain compliant. 
  • Training and development: Training and development are focused on nurturing the potential of employees. Training refers to programs that are geared toward improving skills or learning new technical knowledge needed to perform tasks. Meanwhile, development is focused more on programs that enrich an employee’s overall growth concerning soft skills, leadership, communication, and adapting to certain situations. 
  • Retention and engagement: Human resource management is also involved in creating strategies to keep employee turnover to a minimum. Retention and engagement programs are proactive steps to ensure that employees are motivated to perform their best not just for a paycheck but because they have a clear alignment of values with the organization. All of these parts should move cohesively to ensure the best experience possible for staff at every stage of the employee lifecycle. 

Overcoming human resource management problems

Human resource management involves a lot of moving parts and these can come with their own sets of challenges. Here are common challenges in human resource management and ways to solve them. 

Difficulty in attracting the right talent.

Delays in hiring can be costly, but an unfit hire can also be detrimental to an organization. So how do you know a candidate is fit for the role? While skills and experience are important in assessing whether an applicant is qualified or not, it’s also essential to look into whether they can fit into your company culture. 

How to solve: 

It’s all about clarity and a good candidate experience. Create your job ad in such a way that it highlights what you’re looking for and what’s in it for a qualified candidate when they get in. Provide information about the working style and culture that you have in your company. This will attract people who both have the required skills and similar values as you. At the same time, this can also filter out candidates who have a different working style and culture preference. Another common challenge is convincing candidates who are highly skilled and qualified yet passive. These candidates are most likely in touch with a lot of recruiters and are considering more than one job offer. How do you stand out? Look into what motivates this type of worker. Investigate what that person is looking for in an employer and see if that aligns with your goals, culture and compensation package. Customize your messaging accordingly. 

Boosting your brand as an employer can also help increase your chances of attracting the right talent. According to research from Glassdoor, organizations that invest in employer branding are three times more likely to make a quality hire. 

Poor candidate experience can also be the thing between you and a quality hire. Communication is at the core of solving this. Make sure that all details and instructions are clear at every stage of the process. Timely feedback and response are also crucial. Take a look at your current process and see how it’s affecting candidate experience and employer brand. Glassdoor found that organizations that create a strong experience for candidates improve their quality of hires by 70 percent.

Dealing with too much paperwork.

Human resource management deals with a lot of information — from employee details, company policies and other essential business documents. And too much paperwork can be a burden, especially when done manually. It can take time away from more valuable tasks like strategizing and optimizing programs and processes. 

How to solve:

There are digital solutions that can remove the tedious task of processing paperwork. For instance, digital employee onboarding solutions help eliminate the long forms that new hires need to fill. They enable new staff to log in their information and upload important documents online. This ensures better accuracy of information, improves the employee onboarding experience, and allows for a better way for a new hire to spend his first day at work. 

Understanding and applying labor laws.

Staying compliant with labor laws is a must. However, understanding regulations, applying them in policies, and staying at pace with labor law changes can be very challenging. 

How to solve:

Implement a compliance strategy to avoid any potential financial and reputational repercussions of failing to comply. A compliance strategy is a set of programs and processes that’s geared towards ensuring regular updates and audits of policies and communicating any changes with staff promptly. Given the ever-evolving nature of regulations, it’s best to build a strategy and assign a working group to focus on compliance. Technology is also helpful in staying at pace with changes. For instance, some solutions automate labor law updates and ensure that these are reflected in the payroll computation. 

Retaining employees.

Attracting the right talent is just half of the battle. The other half is retaining them and keeping them satisfied with their role, especially those that are performing above and beyond. 

How to solve:

It’s all about consistent growth and learning. Employees are more likely to stay the course when they are given opportunities to grow and are recognized as a vital part of the organization’s success. 

Training and development programs are essential to retaining employees. But creating these programs is not a one-time thing. That’s why it’s important to have regular alignments with your staff. Regular check-ins can help you get a pulse on their current sentiment about working in the organization, satisfaction with their roles, and the challenges or gaps they’re facing. From there, you can customize programs or identify next steps that can help them stay engaged. 

It also pays to have a competitive compensation and benefits package. One of the things to keep employees happy and make them know that they are valued is by providing not just what they need to get their job done, but also offering other incentives that will motivate them to perform better and stay aligned with the values of the organization. 

Engaging talent at every stage of the employee lifecycle.

Human resource management plays an important part in engaging employees, and it is a continuous process throughout every stage of the employee lifecycle, from onboarding up until the time an employee leaves an organization. All of these stages affect culture, staff morale, and the success of the company.

An organization is only as good as its employees. It’s imperative to nurture and cultivate staff no matter where they are in their tenure with the organization. Doing this takes time. That’s why it’s important for human resources to have the right technology in place so that they can reduce time on administrative tasks and focus more of their energy on engaging employees.

Posted on November 5, 2019June 29, 2023

Getting Schooled on Diversity

diversity in education and leadership positions

As the 21st century dawned, enrollment in university MBA programs was a virtual rainbow of diversity. In the early 2000s, MBA graduates were comprised of 36.2 percent people of color and 40.7 percent of grads were women, while 39.1 percent were white males.

At about the same time, chief executive roles were predominately occupied by males, most of whom were white. More than 89 percent of white men and women occupied the chief executive’s chair as of 2005, with 76 percent of those executives being male.

Considering that getting an MBA is generally a key element to a career path leading to the C-suite, the following years should have seen a succession of female and minority executives ascending to leadership roles.

That doesn’t appear to be the case, according to the research department of Human Capital Media, Workforce’s parent company, which compiled data from the Bureau of Labor Statistics and the National Center for Education Statistics annual digest. The data show that diversity in the C-suite has not kept up with MBA graduation patterns of the past two decades.

In fact, little appears to have changed since that graduating class of 2000-01. As of 2018, the most recent data available, the numbers have barely budged, with 73.1 percent of chief executives who are men and 89.5 percent who are white.

Yet mounting evidence points to diverse leadership as an economic driver. “Delivering Through Diversity,” a 2018 study by consulting firm McKinsey & Co., found that gender-diverse companies are 21 percent more likely to outperform their non-gender-diverse peers financially, and that the number for ethnic and cultural diversity is 30 percent.

A September 2019 report released by global communications company Weber Shandwick meanwhile found that when diversity is closely aligned with the overall business strategy, companies see a positive impact on reputation, employee retention and financial success. Among organizations that align their diversity strategy with their business strategy, 66 percent of diversity leaders said that D&I is an important driver of financial performance, the study found.

Even so, government data show that a diversity shortage continues to afflict executive level positions.

Author Pamela Newkirk

With research showing that the executive pipeline has been filled with diverse MBA graduates for two decades, it begs the question of where did these candidates go? And if diverse leadership indeed pushes the financial needle, as the evidence shows, then why has corporate America turned its back on this pipeline of ready-made diverse executives?

“In the 1960s, we had begun to see change. The doors were finally open to people who had historically been left out,” said Pamela Newkirk, a professor of journalism at New York University whose new book “Diversity, Inc.” takes a deep look into how workplace diversity efforts have done little to bring equality into America’s major industries and institutions.

The 1960s specifically saw efforts like affirmative action implemented to make up for the legacy of slavery and the legal discrimination that followed the end of slavery, she said. These efforts were beginning to see positive results but ultimately saw adverse responses from people who challenged affirmative action with claims of reverse discrimination.

By the 1970s, diversity numbers were barely seeing change in fields from corporate America to higher education to major media.

“Society has not been able to come to terms with ways to address this that don’t trigger the kind of backlash we’ve seen time again,” she said.

With research showing that the executive pipeline has been filled with diverse MBA graduates for two decades, it begs the question of where did these candidates go?

Rethinking the Talent Pool

Most leaders don’t know what it means to lead diversity, said Courtney Hamilton, managing director at The Miles Group, a management consulting company based in New York. Consciously or not, they may lean toward conformity and then lose the wider talent pool along the way.

Building a diverse pipeline for organizational leadership comes down to what companies are doing in hiring and promotions, she said.

Many companies try to “reverse engineer” diversity in their teams when a position opens up, she said. While it’s not bad to think about diversity when looking to hire, that is more of a reactive than a proactive strategy.

“What people miss in building a diverse pipeline and leading inclusively [is that it] needs to be front and center for organizations every single day. There is no Band-Aid. If you want that pipeline of talent, it needs to be a value and priority,” Hamilton said.

Data from Bureau of Labor Statistics and the National Center for Education Statistics show that diversity in the C-suite has not kept up with MBA graduation patterns of the past two decades.

Kevin Groves, associate professor of management at Pepperdine University’s Graziadio Business School, said that many organizations fall into the trap of allowing boards or management teams to follow their intuition to pick new members of the leadership team. This intuitive judgment leads to a less diverse talent pool.

There is a way around this trap, he said: a standardized review process that is not exclusively based on the board’s judgment. This formalized talent review should be parallel to but separate from the annual performance review.

Molly Brennan, Koya Leadership Partners

It’s a tough hurdle to overcome, Groves stressed. It comes naturally to employers to believe that they know their talent best and can be reliant on their own judgment for these big decisions. This isn’t to say that the executive team should ignore their judgment completely, but the starting point for the candidate pool should be something standardized and data-driven rather than intuitive.

What’s especially helpful in diversity hiring is casting a wide net and “not assuming that when it comes to placement of key executive roles, the only place that can come from is an heir apparent,” Groves said.

Deloitte is one organization that has worked to expand its talent pool. While the professional services industry has historically looked toward a small set of specific universities to recruit from, Deloitte is making room for those schools previously overlooked like state schools and historically black colleges, said Terri Cooper, the firm’s chief inclusion officer.

Opening the search to a wider range of people allows for a more diverse group of candidates. But the benefits go beyond that, Cooper said. Looking toward the future of work, candidates with specific skills — rather than candidates with degrees from a specific school — are likely to be the right fit for a role.

It’s important to “make sure that your aperture isn’t so specific that it’s preventing the opportunity to bring that greater diversity into the fray,” Cooper said.

Diversifying the C-Suite

Rising to a C-suite position is the culmination of many experiences that start much earlier in a person’s career, like the opportunity to rise through the ranks in management positions. Such management roles are not particularly diversity​-​friendly.

Terri Cooper, chief inclusion officer at Deloitte

BLS data show that 60 percent of those in management positions are men versus 40 percent who are women, and 77.9 percent of those in management are white while the numbers are much smaller for black, Asian and Latinx populations. Moving to positions higher up the corporate ladder, the gap becomes wider, with a chief executive population that is only 26.9 percent women and 14.8 percent people of color.

There’s more opportunity to tackle diversity at the management level than the executive level because the population is larger and less competitive. While management positions make up 5.3 percent of the total workforce, chief executives only make up 0.1 percent, according to 2018 BLS data.

Studies show that people in underrepresented groups face many opportunity roadblocks such as fewer mentorship or sponsorship opportunities and fewer opportunities for growth within the organization, said Molly Brennan, founding partner and executive vice president of Boston-based executive search firm Koya Leadership Partners.

“This idea that there’s not a lot of qualified candidates [from] underrepresented groups out there is a false one,” she said. “There’s a whole host of diverse, qualified people who are ready, willing and able to take on leadership roles.”

Cooper said recruiting diverse talent is not the biggest challenge most organizations have. Rather, it’s advancing them within the organization to higher positions.

A key component to ensuring that talent advances is that companies must be more intentional about what an inclusive leader is and how the organization can hold leaders accountable to supporting diversity. This doesn’t mean just the most senior level of leadership but anyone who is in charge of managing people.

Deloitte relies on six components of an inclusive leader, Cooper said. They include a personal commitment to diversity, creating a work environment that allows people to identify bad behavior and being curious about others’ backgrounds and heritages.

The fundamental component here is that leaders make sure individuals can be their most authentic self at work, she said. If people are experiencing bias, it has a negative effect on their productivity, happiness, confidence and well-being, she added.

“Ultimately, if you’re experiencing that, of course you’re going to leave the organization. You’re going to look to find somewhere else where you feel you’re accepted for who you are,” she said.

There are many ways in which organizations can hold leaders accountable, Cooper said. They can set specific diversity goals for leaders and measure their success reaching those goals. They can also have leaders share specifically what initiatives they have taken to create an inclusive environment and what their recent experiences have been on mentoring or sponsoring people who don’t look, think or sound like them.

Further, other people should be able to comment on their leaders, Cooper said. Deloitte holds an expansive talent survey annually, and eight to 10 questions are specifically geared toward how inclusive of a culture they experience. Questions include: Do you feel like you’re being professionally developed? And do you feel as if you belong on your team?

Dissecting this talent data allows Deloitte to see aggregate data at a particular client site, for example, and identify the lead partner there. They can help show if this partner is truly creating an inclusive work environment for their employees.

Deloitte is careful with this data so that no one can be identified based on their answers, and the information “enables us to determine where we need to focus to move the needle,” Cooper said.

A Partnership Between D&I and Recruiting

Lee Jourdan, chief diversity officer at Chevron

Focusing on the relationship between the diversity and recruiting teams is key to Deloitte’s strategy, Cooper said. Deloitte spends a lot of time looking at available candidates and also expanding their awareness of diversity beyond gender and race. How is the company making sure that it considers talent from different socioeconomic backgrounds or neurodiverse candidates, for example.

What’s critical from the recruiters is that they’re aware of their biases, Cooper said. Her department pushed unconscious bias training for the recruiting team, and there has been positive feedback to this.

Chevron also has recruiters participate in bias training, said Lee Jourdan, the energy giant’s chief diversity officer. It’s part of the influence that employee resource groups have had on recruiting.

Such groups have been a part of Chevron for 20 years, and they work with hiring teams by helping them communicate with a broader range of candidates and lead interviews. There are 63 chapters in 12 countries, and the groups represented include women, people of different races and ethnicities, people with disabilities and those from indigenous tribes.

Through bias training and their relationship with the resource groups, recruiters work on mitigating their biases. Jourdan said they have removed the requirement that a candidate has a specific number of years of experience to get a role. This can exclude people who have not been given the opportunity in the past to gain certain experience, he added.

Employee groups have also helped the global company consider different types of diversity per region or country, Jourdan said. For example, there are three major tribes in Nigeria, and people may be marginalized if they are not a part of one of these tribes, he said. Chevron’s diversity efforts there could partly be geared toward this group.

Making Diversity a Business Imperative

At executive search firm Koya, which mostly recruits for leadership positions at nonprofits, clients increasingly are expecting and requiring a diverse pool of talent, Brennan said. Their focus on making diversity a priority has seen promising results. Forty percent of its placed candidates are people of color, she said.

This number is much higher than the general leadership population. Brennan believes this is because they purposely and consciously set out to make this number high. It’s both what the client and the search firm want.

Aspirational diversity goals help Chevron continually create a more even playing field, Jourdan said. Rather than having specific diversity targets for individuals of underrepresented groups, he believes that aspirational numbers, whether or not they are reached in a given year, help the organization take on certain behaviors and move in a positive direction.

One place to look for these aspirational numbers is the demographics of individuals graduating from business school, Jourdan said.

“We believe that [diversity targets] drive the wrong behavior. We’re vocal about the fact that we don’t do those,” Jourdan said. Rather, he said that Chevron holds leaders accountable to move toward improving numbers to achieve the aspirational goals.

Most importantly, it takes leadership and intention for diversity to work, author Newkirk said.

She stressed something that Columbia University President Lee Bollinger said in an interview for her book. There must be a sense of justice, especially given the history of slavery and discrimination in the U.S.

“This is also an issue of justice. Without that mindset many diversity initiatives won’t really work,” Newkirk said.

Posted on July 28, 2016October 28, 2020

The Increasingly Important Role of Screening in Recruiting

Today’s recruiters face tough competition for good talent — and they worry about losing good candidates to long, drawn-out screening processes.

Recruiters are also facing increased pressure to fill more roles faster as 3 out of 4 companies plan to increase hiring. “With hiring on the rise, there is always a time challenge,” said Clare Hart, CEO of SterlingBackcheck, a background-checking provider. “The war for talent has enabled people with skills to change jobs more frequently, which is creating anxiety for recruiters tasked with filling those roles.”

At the same time, recruiters can’t afford to skip this vital step in the hiring process, especially with trends showing candidates are misrepresenting themselves more than ever. “I don’t want to be responsible for hiring someone with an unacceptable background,” said Kimberly Martin, senior human resources manager for Dentsply Sirona, a global dental supply company based in York, Pennsylvania. “People falsify their applications all the time.”

Mary O’Loughlin, vice president for global customer experience for HireRight, attributes this rise in part to the recession. “A lot of candidates were unemployed, and they are trying to expand previous jobs to cover those gaps,” she said.

Automate Everything

To meet the needs for faster, better and more seamless screening, employers are looking to their background-checking providers to streamline the screening process and make it as transparent and easy as possible for both the candidates and hiring managers. In response, vendors are revamping their technology and processes with a focus on improving the candidate experience from start to finish, and eliminating much of the manual entry and administrative tasks that bog recruiters down. “It’s all about addressing the pinpoints in the screening process,” O’Loughlin said.

These upgrades include integrating user platforms with clients’ applicant tracking systems in order to automate candidate data capture, offering tools that enable candidates to enter their own data from any device rather than requiring recruiters to do it, and providing text and email alerts to let the candidate and hiring manager know where they are in the screening process. Some vendors are also working with clients to develop candidate-facing tools including videos for their hiring sites to educate candidates about the screening process. “It helps set their expectations, which helps them build their brand as a great place to work,” she said.

To demonstrate the effect of these new tools, they are also offering more metrics to help customers understand how the screening process is functioning and to track key trends such as where red-flag candidates might be sourced from, said Christine Cunneen, CEO of Hire Image, a national background screening firm, and a member of the board of directors for the National Association of Professional Background Screeners.  “Employers want more metrics about screening because it helps them to hire faster,” she said.

 

Contingents to Marijuana

Along with streamlining the screening process, employers are also turning to their screening vendors to help them manage a number of emerging trends in the broader recruiting world. One of the most notable trends is the tremendous uptick in use of contingent labor.

In 2015, the U.S. Labor Department found that 65 percent of employers anticipate an increase in the use of flexible staffing arrangements to meet their future talent needs, and consultancy Ardent Partners anticipates that 50 percent of the workforce will be contingent by 2020. Yet, less than half of organizations screen these workers, which exposes them to increased risks of negligence, fraud, theft and violence.

O’Loughlin said that interest in screening these workers is rising, though it can be more difficult to track down data about serial contracts, particularly because of how they record their work history. “They may say they worked at IBM, but really they were part of Beta Staffing Co. doing a project for IBM,” she said. “It’s a challenge to sort out.”

There is also the question of how to handle the data, and what you can screen for with contingent laborers, said Chris Dyer, founder and CEO of PeopleG2, a background checking company. “In most cases you can evaluate more data for contract workers because they have fewer protections,” he said. However, as contingent labor becomes a more dominant aspect of the workforce, that’s likely to change. Employers should pay attention to shifting regulatory trends. “If compliance rules for screening contract labor changes, it could impact the business,” he said.

Then there is the issue of drug screening, which Cunneen believes is an area of the background-checking process that is “ripe for change.” The big issue: marijuana. In many states marijuana use is legal in some or all cases, but it is still a federally banned substance, and unlike alcohol there are no tests to determine whether someone is using on the job because the drug stays in a person’s system for a long time. Employers are already asking how they should address marijuana testing if at all, she said, and she anticipates that there will be a lot of lawsuits as employers and regulators figure out how to handle this issue.

Lax Compliance Puts Employers at Risk

One area that employers are less worried about than they should be are general compliance rules. Less than one-fifth of employers say they are extremely concerned about compliance issues and related lawsuits despite the ongoing risk of lawsuits tied to mishandled screening processes.

In 2015 alone, BMW Manufacturing Co.; Chuck E. Cheese, also known as CEC Entertainment; Food Lion; Home Depot Inc.; and Whole Foods Market Inc. paid substantial Fair Credit Reporting Act class-action lawsuit settlements ranging from $716,400 to $3 million for conducting illegal background checks, failing to disclose background checks to applicants and breaking other FCRA rules.

Cities and states might also have a unique set of regulations governing what employers can screen for, how far back they can look, what constitutes a personal intrusion, and how exactly an employer needs to notify a candidate about the screening process. And when employers “screw up,” they face serious consequences, Cunneen said. “It is the employers’ responsibility to follow these rules, but they need to be able to rely on their background-screening provider to let them know what’s going on.”

This risk will only increase as more employers use these firms to screen employees in other countries where data can be less accessible, rules vary and information is harder to track down. Employers also need to be concerned about where screening data is stored when screening global candidates. “If a vendor’s data center is overseas, employers should be aware of their security protocols and their liability if that data is breached,” she said.

The issue of global compliance is becoming more important in light of the rapid growth of this $2 billion industry where several leading vendors have been acquiring competitors in order to quickly grow their global footprint. In the past two years alone, Accurate Background acquired fellow background checking company Hirease; HireRight acquired Powerchex, a pre-employment screening firm in the United Kingdom; and SterlingBackcheck acquired EmployeeScreenIQ then merged with cloud-based TalentWise earlier this year.

The industry has also seen HR tech firms from other areas of the workforce management software world moving into the background checking space through deals such as CareerBuilder’s acquisition of Aurico, a global provider of background screening and drug testing services. “Background screening is an essential part of recruitment and a natural extension of CareerBuilder’s product line,” CareerBuilder CEO Matt Ferguson said in a news release about the deal.

And this is just the beginning, said SterlingBackcheck’s Hart. “The industry is definitely consolidating, and we will continue to make future acquisitions as opportunities arise.”

Hart said that the consolidation trend is being driven by demands for better, faster and cheaper screening. “You gain advantages with scale,” she said, arguing that larger firms have the talent and resources to upgrade their platforms and provide a global service to meet the needs of international customers.

Vendors need to be thoughtful about their acquisitions and how they will continue to meet the needs of clients during the often tumultuous integration process, Dentsply Sirona’s Martin said. Martin previously worked with a background screening vendor who provided great service until it was acquired by another firm.

Suddenly the technology stopped working as well, links were broken or timed out, the screening process was delayed with no explanation, and in one case the vendor asked a candidate to travel 200 miles to do a drug screening.

“It was frustrating for the applicant, and it took up a lot of my time,” Martin said. It also caused a few good candidates to move on to the next job offer because the screening process took so long. “We hung in longer than we wanted to make sure the next vendor would be a good fit,” she said.

Martin now uses HireRight, which she said eliminated a lot of the technical glitches, automated much of the data entry, and in most cases completed the screening process in 10 days or less. “Background screening should feel seamless,” she said, adding that vendors need to stay on top of that customer experience or risk losing business. “If it’s not done well, customers will feel it,” she said, “and they have a lot of other options to choose from.”

Sarah Fister Gale is a writer based in the Chicago area. Comment below or email editors@workforce.com.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

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