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Posted on October 8, 2000July 10, 2018

Dear Workforce How Many Payroll People Do I Need

Q

Dear Workforce:


I am seeking statistics regarding payroll staffing averages (i.e. what is theaverage size payroll department for an organization of “X”employees?). In our case we’re 2,000 employees. Can you help? Thanks.


— Joanne, in Texas


A Dear Joanne:


Unfortunately there are no exact statistics for payroll staffing averages.Reason being, the payroll function can lie under the Human Resources or Financedepartment depending on the organization. However, the current ratio for HRpractitioners per employee for the year 2000 is 1 per 100.


In determining the number of individuals needed for your organization,consider the following factors to guide you.


Technology:

  • How much can your organization afford and leverage technology?
  • Is your organization technology equipped, perhaps enough to utilize aWeb-based or networked system to forward and process information?

Type of organization/workforce:


  • Is your organization all exempt employees, where little to no input isneeded to process payroll, or is it a manufacturing environment with alarge contingent of non-exempt employees punching time cards?
  • Is your organization’s HR function static or are there constantpromotions, transfers and salary changes to be made?

Geography:

  • Are all of the employees in one location, or do you have facilities indifferent states? Is it necessary to have one person at each facilityprocess payroll individually or have them forward it to corporateheadquarters?
  • Do you have a sales staff spread out across the U.S. that you need tocoordinate with and process payroll in accordance with their respectivestate regulations?

Infrastructure:

  • How is the payroll processing handled? Does your organization utilize apayroll service or is it processed in house? If you utilize a service, doesyour HRIS system integrate with the payroll program allowing the HR staff toinput changes into the system for payroll, or are all changes input bypayroll?

Without knowing the specifics of your organization it is difficult to come upwith an exact ratio to apply. However, with 2,000 employees there is aconsiderable amount of information to process and distribute. I would suggest aminimum of two employees to manage the payroll process in order to ensure timelyresponses to the employees’ requests and questions, and processing of alllegal and tax filings.


 


SOURCE: Senior Human Resources Consultant BillMcGuire, the benefits and compensation expert for Benchmark HR Solutions Inc., aSalem, N.H.-based recruitment and employee retention services provider forhigh-growth, start-up technology companies.


E-mail your Dear Workforce questions to Online Editor Todd Raphael at raphaelt@workforceonline.com,along with your name, title, organization and location. Unless you stateotherwise, your identifying information may be used on Workforce.com andin Workforce magazine. We can’t guarantee we’ll be able to answerevery question.

Posted on September 29, 2000June 29, 2023

Secrets of Online Recruiters Exposed

Many of the recruiters that I train came to me thinking that if they have anonline presence with the big career, job, and rĂ©sumĂ© portals like Monster.com,they’ve covered their bases for Internet recruiting. Anything else I can showthem, they say, is just gravy. Au contraire, mon ami: Monster.com and the likeare the gravy. The vast majority of candidates to be found online are elsewhere.


It’s true: While Monster and its competitors have about 5 million uniquerĂ©sumĂ©s in their databases, you can find double or triple that number on theopen Internet. There are billions of Web pages, plus many more millions ofarchived newsgroup postings and user group and listserv messages. Many of thoseare passive job seekers waiting for you to find them. And don’t forget you canfind people online who don’t even have rĂ©sumĂ©s posted, but who have certainskill-sets, often targetable by location and company as well. The whole Internetis your database if you know how to tap it.


Here are a few of the techniques you can start using today to find yourdesired types of candidates, in specific locations:


Virtual Communities


Ever hear of Geocities, Tripod,or Angelfire? These are”community” Web sites that let people express themselves and findothers who share their interests. To that end, the sites offer chat rooms,clubs, free e-mail, free Web-page creation tools and server space to upload yourpersonal home pages, and more. The good news for us recruiters is that manyfolks upload their rĂ©sumĂ©s as one of those free pages.


These three virtual communities are among the biggest ones, with millions ofmembers each. As a result, even bigger Internet companies bought them. (Yahooacquired Geocities; Lycosgot Tripod and Angelfire),which added more functionality — including better search engines that allow youto search within the community’s pages.


So let’s say you wanted to find rĂ©sumĂ©s of software engineers inMassachusetts who are comfortable on the Unix platform. (If that’s not who youneed, don’t worry — you’ll see how to easily adapt this for other candidatetypes or locations.) On Geocities, go to www.geocities.com,and in the text field under “Explore Our Neighborhoods,” type:

  1. resume (without the usual accent marks; using them will mess up theresults) AND software engineer AND unix AND MA
  2. Then click the “Search” button and start grabbing thoserĂ©sumĂ©s.

Note that Geocities’ engine searches for words contained in the page bodyor in the title (those words in white type that appear over a darker colorbackground at the very top of your Web browser). Our search assumes a fewthings:

  • The word “rĂ©sumĂ©” is in that title at the top (e.g.,”RĂ©sumĂ© of John Smith”). Most people do so by convention;admittedly, some rĂ©sumĂ©s slip through the cracks if they don’t includethe word on their rĂ©sumĂ© page. The search is not case-sensitive: If youuse a lowercase “r”, it also catches pages using a capital”R”, and vice versa.
  • MA is in the address part of their rĂ©sumĂ©s near the top. However, thatMA could be deep in the body of the rĂ©sumĂ©, specifying the location of apast employer or collegiate alma mater, while the candidate no longer livesin the state. Geocities won’t let us specify where in the rĂ©sumĂ© that MAshould appear. You could try spelling out “Massachusetts,” butpeople rarely write the whole state name on their rĂ©sumĂ©s, so we’lleliminate many good rĂ©sumĂ©s as a result. As tradeoffs go, it’s better touse the MA and get more good rĂ©sumĂ©s for the effort of eliminating a fewrĂ©sumĂ©s that referred to a past employer or school.
  • The terms “software engineer” and “unix” appear in thebody of their rĂ©sumĂ©. But what if the candidate is a software engineer butphrased it as “test engineer” or “software programmer”?Those rĂ©sumĂ©s would probably be eliminated from our results. That’s whyit’s important to substitute different search phrases, thinking of thevarious synonyms that candidates might use other than just the official jobtitles or skill terms we assume.

Boolean Searching Targets Better


We can do this same search on Angelfire orTripod, and get even betterresults in many cases. Conveniently, their parent company, Lycos, has created asearch engine that delivers results on both sites at once. In addition, theirsearch engine supports some features of Boolean logic, which is the ability tocreate long search strings using the operators AND, OR, NOT, and NEAR. Theseconnector words allow us to search for those job-title or skill-term synonyms inone search. They also better ensure that the candidates live in the geographicarea we’re targeting.


We’ll stick with our earlier example, but now we’d like to narrow oursearch to candidates in greater Boston, because when all of Massachusetts isincluded, some candidates live too far to commute, and it’s unlikely that theywant to relocate (even if we were willing to pay for it). The area codes forgreater Boston are 978, 781, 617, and 508. (If you’re not sure which areacodes are within a commutable distance of a particular location, visit www.mmiworld.com/statelis.htm. This site lists all U.S., Canadian, and Caribbeanarea codes in alphabetical order, with the towns that they cover.)


Go to www.angelfire.com. In the text box beside “Search Angelfire,”type:

  1. resume AND software engineer AND unix AND (MA NEAR (781 or 508 or 617 or978))
  2. Then click the “Go Get It” button for very targeted rĂ©sumĂ©s.

This search assumes that:

  • These area codes are near the top of rĂ©sumĂ©s of greater Bostoncandidates. Using this type of search, we admittedly lose a small number ofcandidates who omit their phone numbers from their rĂ©sumĂ©s, but theaccurate targeting we achieve more than offsets this: ZIP codes and townnames tend to be less efficient search parameters, but may be better incertain circumstances. Fortunately, most search engines ignore parenthesesas a search character, so whether the phone number begins with 781 or (781),the rĂ©sumĂ© will still appear in our results.
  • The word “MA” would be located within 10 words of the area code.(That’s how the Boolean operator NEAR works.) This makes sense, since theonly thing between the state and the phone number atop a rĂ©sumĂ© should bethe ZIP code and perhaps a blank line space.

Relatively few search engines support Boolean search, though that number isgrowing. From the perspective of both search flexibility and amount of the Webindexed, the best ones are Altavista.com,Hotbot.com, Infoseek.com, andNorthernLight.com, with Altavista currently the leader. Although it may be astar in other respects, popular Google.com currently has limited Booleancapabilities. Since the search syntax varies by site, click the “Help”link within the advanced search section of whichever site you use for guidanceon proper phrasing, or your searches will generate errors or zero results.


Last but not least, for whichever searches you do, don’t forget to dig deepinto the results. Many Internet searchers stop after the first page or two ofrĂ©sumĂ© links, but good candidates may be 10, 20, or more pages deep. In fact,the deeper you go, the more likely you are to find candidates who have notalready been contacted by many recruiters.


Your Own Candidate E-Newsletter


Searching for on-line candidate information is powerful, but to reallysucceed, you should also be cultivating a following among passive job seekers.Think of what top e-marketers do with niche community portals such as parentingWeb sites, sports and hobby sites, business and finance sites, or otherspecial-interest portals. Their prime goal is to drive traffic back to theirsites on a regular basis, because once people are there, they can buy goods,services and so on.


The e-marketers’ most cost-effective tool for this is not some splashy TVad or billboard campaign. They send you a weekly or monthly newsletter by e-mailtelling you what’s interesting on the site, as well providing as topical newsblurbs and links to useful resources. This achieves two things that are vitalfor recruiters as well:

  1. It maintains top-of-mind awareness for the brand. I may not remember tokeep visiting a site on a regular basis, but if I get an e-mail, it remindsme the site is there. When you’re competing against hundreds of othercompanies for a given type of candidate — especially if the other companiesare better-funded — anything that raises awareness of your company name isvery helpful.


    Also, e-marketers don’t know when a given recipient of theire-newsletter is more likely to buy — or in your case, when candidatesreceiving your e-newsletter are more likely to release their rĂ©sumĂ©s.However, by sending the newsletter consistently (on a monthly basis; moreoften will be perceived as annoying by some), you will at some point duringthe year catch people when their personal circumstances have changed,opening them to the possibility of a job change (e.g., when they get a jerkynew boss, are turned down for a promotion, or are worried by rumors ofdownsizing/merger).

  2. It establishes your credibility as a resource. If your content consistsmostly of job openings at your company, and they’re not in the market atthat moment, they’ll unsubscribe in a heartbeat and you’ve lost themforever.


    On the other hand, by making the majority of the content somethingthat ANY professional can use (industry-specific news and “managingyour career” information), they will want to keep receiving it.Providing this useful information over time results in a perception ofcredibility and expertise for your firm, and you’ll be one of the first toreceive their rĂ©sumĂ©s when they’re ready.

So where can you get e-newsletter content, and how do you send it to a largedatabase, all for free? For the content, I recommend a mix of short blurbs:

  • Six to eight topical industry news headlines: For this, you can sign upwith services like Individual.com to receive daily news in whatever narrowindustry niche(s) you want. Also, talk to people who work in the same nicheas your newsletter recipients; they usually know of new developments intheir fields because they receive things by e-mail and read their tradepublications. They can provide blurbs and Web links to original sources formore details.
  • One to three general career tips: These could be on job interviewing orrĂ©sumĂ© writing, or “managing your career topics” such as how toposition yourself for a promotion, run better meetings, or manage your time.You’ll find these kinds of stories on most popular career Web portals. Formore eye-catching interest, spin each blurb a bit to reflect your targetaudience (e.g., entitle it “RĂ©sumĂ© writing tips for IT workers”or “Job interviewing tips for financial professionals,” dependingon which newsletter version you’re compiling).
  • One to two company-specific job opportunities: Just the job title, aone-sentence summary, and a link for the full job description. Also includethe link to where all job descriptions for your newsletter’s candidatetype can be found online.

Keep the blurbs in your newsletter short: one or two summary sentences,preceded by a headline and followed by the Web address (e.g., on Individual.com)where they can view the full story


If you summarize and don’t plagiarize,especially when you include the link to the original source, you won’t getinto copyright trouble. Given the high quantity of items and concise format,everyone in your target audience is likely to find items of interest, andrecipients can quickly scan the whole newsletter and click on the links belowthe blurbs they find interesting.


As for newsletter distribution, you can use services like eGroups.com orListBot.com, which let people subscribe to your newsletter online themselves, oryou can import existing e-mail addresses into it. It’s all via the Web — nosoftware to install. You just copy and paste your newsletter text into a box,and click Send. Remember to promote the free newsletter in of all yourrecruitment marketing materials and candidate communications; you’ll besurprised how many subscribers you gain


You can see good examples of free recruiting newsletters that follow thisformat by signing up for “Accelepoint” at www.clearpnt.com (whichtargets technical writers/designers, who even get friends of the company towrite original articles just for them), or my newsletter for recruiters byclicking “Newsletter” at www.recruiting-online.com.


Automate Things…at a Price


You want more ways to find passive candidates? If terminology like”flipping” competitors’ Web sites, “data-mining”newsgroups and user groups, and “peeling back” URLs is new to you,then a whole world of candidates awaits. Consider this article an invitation tolearn more about the special tools for finding “hidden” experiencedcandidates as well as taking your on-campus recruiting to a new level. That alsoapplies to the numerous ways to make your company Web site a more effectiverecruiting tools.


A growing number of companies provide further training on such Internetrecruiting techniques. Visit www.erexchange.com/training/ for a fairlycomprehensive list that includes upcoming course schedules. Many of thesetechniques can also used through fee-based software packages and Web-enabledtools from vendors listed in such directories as Workforce Tools on Workforce.com.


Some systems even automate internal and external job posting, maintenance ofyour company Web site’s jobs section, rĂ©sumĂ© management, candidateassessment/testing, and candidate communications (including the aforementionede-newsletter). Such systems fall under the category of “end-to-endsolutions.” If your rĂ©sumĂ© and candidate volume is large enough or yourcost per hire is too high, this may well be worth investigating.

Posted on September 29, 2000July 10, 2018

Employers in Every Industry Watch Hospitals’ Staffing Solutions

 

Posted on September 29, 2000June 29, 2023

Winging it at Boeing’s Leadership Center

The food is gourmet quality and the service four-star, making a one-ortwo-week stay at Boeing’s Leadership Center a refreshing change of pace fromthe day-to-day pressures of ordinary work responsibilities. But for the morethan 7,000 Boeing executives and up-and-coming managers who will attend atraining session here this year, the experience is not intended to be allrelaxation.


“The one word everyone used in describing their experience before I wentwas ‘intense’ and now that I’ve been, I’m finding myself using the sameword,” said Tom Young, director of advertising for the company’s militaryaircraft and missile division, and a former fighter pilot familiar with”intense” experiences. “It was intense,but it was one of the mostuseful intense experiences I’ve ever had.”


Added Larry Milligan, a facilities manager at the company’s Anaheim,California, location, “Before I went, I heard it referred to as the ‘velvetprison,’ because once you get there you’re stuck. You can’t leave becauseyou have no car. But the truth is once you are there you don’t need to leaveand you don’t want to leave. You are learning too much.”


On the 286- acre campus snuggled against a hillside that overlooks theconfluence of the Missouri, Illinois, and Mississippi Rivers in northwestsuburban St. Louis, the three lodge buildings that make up Boeing’s LeadershipCenter provide just the right mix of a secluded, well-appointed, andwell-equipped location for the task at hand.


And that task is part academic and part social, providing a central locationto help everyone from the company’s chief executive down to newly mintedmanagers hone their work and leadership skills within a custom-designedcurriculum.


“Here participants can think about the whole company and their role init,” said Steve Mercer, 60, the executive director of the facility.”The intention is to free the students of all distractions. I tell them,‘Once you leave the airport you can lock your wallet away. We’ll take careof everything. We just want you to immerse yourself in everything Boeing.’”


The idea of concentrating its ongoing training program at one centralfacility is a relatively new concept for Boeing, Mercer noted. “Prior tohaving this facility, Boeing would develop a program and then run everyonethrough it in a year or so,” said Mercer, who came to Boeing from GeneralElectric and its model-learning center in Crotonville, New York. “What’sdifferent about this is that the programs here are ongoing. It shows the company’scommitment to learning as a life-long pursuit.”


And because Boeing is in control of what its students are learning, Mercerand his staff of 15 instructors can take the time to design a curriculum thatmeets the rapidly changing demands of Boeing’s particular businessenvironment.


“I am not the learning czar and I believe in decentralization, thatlearning can happen anywhere,” Mercer said. “But we do need to bringpeople together to integrate our operation and build cultural and companyvalues.” The facility, the former Desloges estate and gentleman’s farm,came to the aerospace giant through its merger with McDonnell Douglas in 1997.The main building was originally an underground ballroom. Today it serves as ameeting room and dining area. The old carriage house has been renovated forseminar rooms.


“There was never any question that we weren’t going to continue thisproject, which Harry Stonecipher, my counterpart at McDonnell Douglas, hadinitiated with the purchase of the property in 1995,” said Phil Condit,Boeing’s chief executive officer, after addressing a fresh crop of students inthe Executive Program. “During our negotiations he asked me how I feltabout it and I said it was full-steam ahead. We both have very similar attitudesabout learning being a life-long pursuit. People are our most important resourceand we have some very talented people.


“Having said that, when they are here we want to push them to thinkabout ideas that are too risky to try out at home,” he said. “Our guysare obsessed with quality because ours is a business that is focused on safety.Here, though, we want them to try out ideas that fail once in a while, becausethrough that failure is a learning experience that builds confidence to find newlimits. You can’t crash a plane on purpose but you can crash a flightsimulator and learn something.”


The $60 million Boeing Leadership Center opened in March of 1999. Stonecipher,now Boeing’s chief operating officer, gave the opening address and along withCondit continues as a regular lecturer. The university-like facility has 120private residence rooms, a workshop with a large lecture hall, three largeclassrooms, and 21 breakout rooms where students work in teams on collaborativeprojects. The dining room, with its panoramic view of the bluffs overlooking theIllinois River, seats 156. There is also a fitness center.


Since opening, the center has proven so popular that Boeing is preparing toadd a seven-story residence hall, doubling the space provided by the currentwings, Mercer said. With its own training programs well underway, Mercer isputting energy into developing a Web-based program to augment his residentialprogram. In May, the center also hosted a meeting of the Global Forum onBusiness-Driven Action Learning and Executive Development, a four-day consortiumof 90 executives representing 40 companies in more than 20 countries. The eventincluded representatives of Alcoa, Motorola, DuPont and Eli Lilly.


There is one thing you won’t find at the Leadership Center: a golf course.Instead, Boeing has chosen to maintain the fields of corn that have been farmedon the property for more than 100 years, Mercer said.


“We have nothing against golf but we wanted to get away from a countryclub atmosphere,” he said. “For recreation we offer team sports likevolleyball, softball, basketball, and tennis. We also have billiards and milesof natural hiking trails. But right off, we wanted to destroy the idea that thiswas going to be some kind of executive hideaway.” Participants are here byinvitation only, though, and are intentionally matched up in working groups withpeople they don’t meet in their normal work assignment. And every Boeingmanager will come here at a key point in his or her career, Mercer said.


This bringing together of workers from diverse business units is a key to thecenter’s success. It’s particularly important as Boeing works on integratingits newer employees, who came to the company through its merger with McDonnellDouglas in 1997, North American Rockwell a year earlier, and those from HughesSpace and Communications, who will join the company later this year. Boeingcurrently has 180,000 employees. “The classroom program I participated in,like the computer simulations we did, could very well have been done at my worksite but I realized as soon as I got here, a critical part of the program wasthe people I met,” said Milligan, the facilities manager from California.”Since coming home in July, I have traded dozens of e-mails. The emphasisis on working out common processes together, whether you are working in Anaheim,Seattle, or Houston.”


Mercer said the facility has been designed to promote networking so thatstudents go home with dozens of new e-mail addresses and the knowledge that theyare not alone in solving problems and challenges. For instance, outside the mainlecture hall, the center posts photos of all participants, their titles andworksites, so identifications can be easily made. The executive program for thecompany’s top 2,000 managers is scheduled at the same time as the Transitionto Management Program for those recently promoted to supervisory level. Thatway, participants at all work levels have a chance to meet in the dining areasand residence hall.


In addition to the facility’s education-oriented architectural design is adeep-seated commitment to the value of learning from both top qualityinstructors and the students themselves. “What amazed me was the level ofinstruction,” said Anne Toulouse, 42, who is vice president of brandmanagement and advertising and who works at the company’s Seattleheadquarters. “I expected one or two great presentations but the caliber ofevery one of the presentations was phenomenal. We were engaged nearly everymoment.”


Toulouse said she still marvels at the thought put into the curriculum of theexecutive leadership program, which she attended with 60 others in July.”One of our simulations involved dealing with union negotiators, and forthis segment they brought in people in our company who negotiate with theunions, except they were role-playing their counterparts,” she said. AndMilligan, 43, said it was refreshing for the company to teach its managers whenit is okay to push a project back to the boss because a request is unrealistic.


“That the company would put that concept before us shows they areinterested in our success, that Boeing feels it’s important that managers atall levels treat their employees decently,” Milligan said. Added Young,”There are a zillion books and articles on coaching tips, which is onething we talked a lot about in my sessions, but somehow working on them togetherthere makes it easier to apply them at home.”


Workforce, October 2000, Vol. 79, No. 10, pp. 62-69— Subscribenow!

Posted on September 28, 2000July 10, 2018

Table of Contents October 2000

C

over Story:


The HR Vote — By VictorD. Infante


From Social Security to health care, from FMLA to EEOC, HR issues are frontand center in next month’s election. Workforce examines where thecandidates stand on the matters that mean the most to HR.


Features:


Secrets of Online Recruiters Exposed!— By Glenn Gutmacher


Anyone can take advantage of these techniques, developed by a leading trainerof Internet recruiters. Best of all, they’re free.


HR Online — By DaytonFandray


Life is short, work is long, and employers are looking to Web-based portalsto deliver self-service benefits administration, a sense of community, and amenu of dollars-off discounts that make employees feel appreciated. A growingnumber of companies are happy to help.


Boeing U. — Caroline LouiseCole


Boeing’s Leadership Center is a sort of flight simulator, encouragingmanagers to explores ideas that too risky to try out at home. Sometimes theyfail, but they always learn.


Screen and Glean — By ByGilbert Nicholson and Sallie Moniot Lilienthal


Two stories look at tests that help you find the right employees, andfeedback tools that keep you in the employees’ communication loop — evenafter they’ve quit.


Book Excerpt: Managing Your Mavericks — By Richard E. Cheverton


What does HR do with an employee who doesn’t follow the rules, seeks outnew (and unauthorized) projects, and simply won’t be reined in? The MaverickWay argues that managers should protect the mavericks — they can be the key tocorporate success.


The Workforce Interview — ByBob Rosen


Gifford Pinchot coined the word “intrapreneurial,” and talks aboutthe ways HR can help foster the inner entrepreneurs in an organization.


Benchmarking HR Budgets — ByChris Mahoney


Benchmarking is the cornerstone of good decision making, helping HR evaluateand create competitive salary and benefits packages without blowing the budget.Here’s how to get started.


Departments:


On the Contrary — Breaking out of theLearning Box.


InfoWise — Managing the Message Mess.


The Buzz —

  • Vacation-Starved WorkersRebel.
  • Update on Benefits for Temps.
  • Happy HR Halloween.

Forte — The Postal Service Delivers HRInnovation..


Legal Insights — ContraceptionControversy.


Your HR Career — Coaching for PeakPerformance.


Working Wounded — Viva Value-Added!


In Every Issue:


Between the Lines


Mailbox


Dear Workforce:

Posted on September 28, 2000June 29, 2023

Results from an Extensive Survey on Employee Self-Service

The Hunter Group’s 2000 Human Resources Self Service Survey (available in PDF format) shows that more than 90 percent of 342 companies surveyed report”successful or somewhat successful” self service implementations.


The survey also shows that:

  • Implementation times ranged from three months to two years perapplication, although the survey found that time and associated costs werereduced by up to 20 percent when projects were supplemented with third-partysupport.
  • The number of companies using Web-based self service will increase from 46percent to 82 percent.
  • Those reporting success averaged one HR staff person per 151 employees,compared to a 1-to-99 ratio in less successful companies.
  • As far as software goes, the top solution in use is an in-house developedsolution, followed equally by third-party add-on solutions, ERP-integratedWeb solutions, or corporate portal software solutions. Respondents indicatethe strongest plans are to implement ERP-integrated Web solutions.
  • The average company surveyed spent $1.5 million on self service, withper-employee costs ranging from $35 to more than $1600, depending on companysize and type of solution used.
  • Seventy percent of the employees represented now have a corporate e-mailaddress, compared to 55 percent a year ago. Also, 70 percent have access toa company intranet, versus 50 percent last year.
  • The most common data security approach is a single sign-on, which iscurrently used by 35 percent of respondents and planned for use by another40 percent. Single sign-on security allows the employee to enter a passwordonce and gain access to several connected applications. The fastest-growingapproach, however, is digital certificates, with eight percent ofrespondents indicating they use this approach today, and almost 25 percentplanning to use this approach.
  • The most successful self service deployments were a collaboration betweenHR and IT, executive commitment, a strategy/plan, business process redesign,and internal marketing.
  • More and more companies are combining Web-based solutions with liveassistance via an employee service center.

Posted on September 27, 2000July 10, 2018

IDear Workforce-I How Do I Manage Employees Used to Being Coddled

Q

DearWorkforce:

Imanage a drop-in center for people with mental illness. All staff members arealso diagnosed with a mental illness. This often requires “out of thebox” management and staff training, not to mention patience andunderstanding that are often absent in typical businesses.

Myquestion is how to manage the staff gently and in an understanding way whilealso not letting them use their mental illness status as a way to be lazy. Most of the staff are simply not performing up to their own potential buthave been coddled for so many years (because they are sick) that they simplydon’t know how to work in a now full-fledged business. I would like to remainunderstanding to their problems but I have a business to run. Where do we draw the line between “Wicked Witch of the West”and “manager who needs to run a business”?

–Pam,mental health services coordinator, San Rafael, California

 

A Dear Pam:

Here’san answer from Mark Gorkin, the “Stress Doc” from Washington, D.C.

Actually, I’ve workedwith a number of organizations — from private for-profit to nonprofit — withnumbers of employees not performing to their potential (most withoutdisabilities). 

And this can beespecially problematic when employees feel subject to a significant and scaryreorganization or to substantial changes in operating philosophy, policiesand/or procedures. (I call it “frightsizing.”) 

So while added patienceand understanding with staff and consumers is, I’m sure, necessary, let’s focus on three key interventions for individual attitudes andproductivity along with organizational focus and support:

·   Dealing with loss and change

·   Comparing and contrastingleadership styles and systems

·   Ongoing discipline, motivationand team building efforts.

1.Dealing with Loss and Change.Sounds like the organization has gone through some privatization or, you haverecently assumed a new or strengthened leadership position and want to confrontboth the interconnected performance and bottom-line problems. 

Either way, in responseto shifting the work culture employees will need to vent their fears andfrustrations openly and formally. This is vital for short-circuiting the actingout covertly and passive-aggressively of these rational and irrational feelings. 

I have designed anumber of exercises that enable work groups to discuss and draw out anxietiesand anger in a creative and safe group problem-solving forum that focusesdirectly on everyday sources of work stress and conflict. (Being a professionalcounselor or caregiver is demanding in any circumstance.) Let me know if I can send you more information.

Playfully andcreatively blowing off steam, finding you are not alone with your concerns,others have similar stressors, etc., sets the stage for more focused andeffective problem-solving of the issues.

2.Compare and Contrast Leadership Styles/Systems. After the venting exercise, have staff address what they view as the prosand cons of the past (laissez-faire, to be charitable) management system andstructure compared to your more “business-oriented” approach. Some folks may need to grieve the loss of the old, comfortable regime.

For folks uncomfortablewith change or who have problems with feeling out of control, fearful of beingseen as incompetent or seen as a “slow learner” the value of grieving– getting out the fear, feelings of betrayal, sadness and loss, anger, evenrage — is critical.

While numbers of folksmay extol the old system, in this open atmosphere, I bet some folks (maybe witha little encouragement) will acknowledge some of the former deficiencies — laxstandards, diminished sense of individual productivity, less cohesiveness andimpaired team problem solving.

Now have the staffcritique your business model: it’s strengths and flaws as well as the staff’sanxieties about being more accountable for performance. Again, I believe folkswill acknowledge the value of your wanting to help staff have a greater sense ofautonomy and authority and at the same time have them be accountable forrealistically high “professional” standards. 

This is how one buildsa sense of accomplishment and pride in work and self. And, of course “TheTriple ‘A’ of Professional Responsibility” (last paragraph) is a modelwhich staff can carryover to their work with agency clients.

So brainstorming waysof building in authority, autonomy and accountability into everyday operationsis a key task for the close of a workshop or retreat.

3.Discipline, motivation and team building. Consider these three interventions:

·   Managingthe Disruptive Employee. Sometimes an individual is not just able to adapt to neededorganizational change without support beyond supervisory coaching. Also, if an employee is truly a “stress carrier” for the otherstaff then he or she must be counseled one-on-one (often by an outside mentalhealth professional). 

The person may have to be placed on probation or disciplined if disruptivebehavior persists. Decisive     intervention is critical if other staff members are to feel that their workenvironment is nontoxic and if they are to respect and trust your leadershiprole. Relying on solid management practices by rewarding productive behavior andconstructively confronting dysfunctional behavior does not make you “thewicked witch of the west.”

·   OrganizationalIRAs. Building in “Incentives, Rewards & Recognition and AdvancementOpportunities” will help encourage and promote desired behaviors.

Incentives and Rewardsaren’t limited to the monetary realm. Allowing folks to cross train or to tryout or discover new approaches in the work setting not only expands knowledgeand skills but can enhance intrinsic motivation and ownership. 

·   OngoingEmployee Participation and Team Building.Follow the organizational retreat with team meetings that aren’t just time andtask driven. Designate a portion of the meeting (I call it the “wavelengthsection”) where people can “check in” in a personal yetprofessional way with each other to discuss how they are working together as ateam, if there are any bumps between members or with other organizational unitsor departments, etc.

Also, allow staff members to facilitate the meetings on a rotating basis;supervisory or management personnel may be observers or participate in the teammember role as much as possible. Taking on this authority-facilitator role willenhance responsibilities, will empower staff and increase group buy-in with thedecision-making process.

ClosingSummary

Help staff grapplewith: 1) loss and change issues, 2) grieving, venting and brainstorming aroundphilosophical and operational shifts and 3) and implementing the threeinterventions, Some changes can be quickly implemented, others will occur overtime. Through consensus you will assist both individual employees to step up tothe responsibility plate and will help strengthen team effectiveness and morale. 

Of course, sometimes anongoing motivation/team building process can be more effectively and smoothly orchestrated with the assistance of a knowledgeablespecialist.

 

SOURCE:Mark Gorkin, syndicated columnist and speaker/training consultant specializingin stress, anger management, reorganizational change, team building (and humor).stressdoc@aol.com or 202-232-8662. 

E-mailyour Dear Workforce questions toOnline Editor Todd Raphael at raphaelt@workforceonline.com,along with your name, title, organization and location. Unless you stateotherwise, your identifying information  maybe used on Workforce.com and in Workforcemagazine. We can’t guarantee we’ll be able to answer every question.

Posted on September 24, 2000August 3, 2023

Prevalence of Alternative Pay Strategies

B

uckConsultants surveyed 233 employers in eight industries — business services,communications, financial services, pure Internet, manufacturing, publishing,wholesale/retail, and utility/transportation. Buck just examined the Internetoperations of the companies.

Thesurvey shows that the majority (69%) of companies are using hiring bonuses aspart of their total compensation packages for their employees. Team-based payand gainsharing are the least prevalent of the alternative pay strategies. 

 Belowis a chart of the results.

 

PREVALENCEOF ALTERNATIVE  PAYSTRATEGIES

 

NumberofCompaniesResponding

 

 

Using

 

 

Implementing

 

 

Considering

 

NotConsidering

Broad-basedStock Options

193

41%

3%

8%

49%

Broadbanding

183

22%

2%

15%

61%

Competency-basedPay

176

20%

3%

20%

56%

Gainsharing

171

9%

1%

5%

85%

GroupIncentives

173

17%

1%

21%

61%

HiringBonuses

201

69%

1%

9%

21%

RetentionBonuses

185

35%

1%

16%

49%

Skill-basedPay

177

20%

2%

15%

63%

Team-basedPay

173

3%

0%

16%

80%

ProjectCompletion Bonuses

183

31%

1%

24%

44%

SOURCE:Buck Consultants 2000 Web site Compensation Survey.

Posted on September 24, 2000July 10, 2018

IDear Workforce-I How Many HR People for a 300-Person Company

Q

Dear Workforce:


If a company size is about 300 people, how many people should work atHuman Resource, and what is the main function for them? Many many thanks foryour help.


— Cynthia, Hong Kong


A DearCynthia:


First, as a general rule that is conservative, a ratio of 1 HR professionalsfor every 100 FTE’s is adequate. This ratio would suggest for a 300-personcompany that three HR professionals would be needed, and that they would haveto have very broad generalist expertise.


These three HR professionals would cover all the functions in HR(compensation, compliance, benefits, recruitment, training, payroll).


However, depending on the decisions about an HR service delivery model,e.g., self-service, and/or outsourcing, you might only have 1 HR person. Anorganization needs to determine the role they want HR to play in theorganization, and then decide what role technology will have in theorganization.


In addition, the organization may want to outsource all of HR to a PEO –Professional Employment Organization — and thus have only one or two peopleneeded in HR for vendor management and/or strategy development.


 


SOURCE: David Sholkoff, based in Deloitte and Touche’s Los Angeles office.


 


E-mail your Dear Workforce questionsto Online Editor Todd Raphael at raphaelt@workforceonline.com, along with your name, title, organization andlocation. Unless you state otherwise, your identifying information may be usedon Workforce.com and in Workforce magazine. We can’t guaranteewe’ll be able to answer every question.


 


 


 

Posted on September 20, 2000July 10, 2018

IDear Workforce-I How Do I Implement Profit Sharing

Q

Dear Workforce:


We are a small company (45 employees) with revenues under 10 million.We are looking to implement a profit sharing plan. Do you have any resourcesthat might help us in modeling this plan? Specifically I have questionsconcerning:

  • Who is eligible toparticipate?
  • Should management besubject to a higher percentage of the plan bonus?
  • Should the bonuses bepaid out quarterly? Annually?

— Diane A. Flood, director of humanresources, Century Software, Inc.


A DearDiane:


First, the definition of “profit sharing”: A plan providing foremployee participation in the profits of the organization. The plan normallyincludes a predetermined and defined formula for allocating profit shares amongparticipants, and for distributing funds accumulated under the plan.


However, some plans are discretionary — thereby allowing ownership moreflexibility. Funds may be distributed in cash, deferred as a qualifiedretirement program or distributed in a cash/deferred combination.


If the plan is to be structured as a qualified retirement program, therebyallowing the company an immediate deduction for the deferral and there is norisk of forfeiture (even in bankruptcy) to participants, everyone HAS toparticipate and the formula HAS to be basically the same for everyone.


These are great, but they require significant paperwork and compliance withthe IRS — but that is why Uncle Sam allows the immediate deduction andprotection from bankruptcy.


If it’s structured as a “non-qualified” plan, then flexibility ishuge (you can give more to the executives and you don’t have to includeeveryone) BUT the company will not receive a deduction UNTIL the participanthas W-2 income. In addition, ALL participants will be subject to risk offorfeiture, so bankruptcy would be a “bad thing,” for all involved.


Technically, in the event of bankruptcy, the participants would becomegeneral creditors of the organization and hope and pray that they wouldeventually get some, if not all, of their money back.


For these types of plans, due to their complexity and all the various waysof design, companies should:

  • Get as much research aspossible (a good resource is WorldatWork (formerly the AmericanCompensation Association at www.worldatwork.org)
  • Get a professional to helpset it up and administer.

SOURCE: Brent M. Longnecker, executive vice president, Resources Connection,281-618-8812.


E-mail your Dear Workforce questionsto Online Editor Todd Raphael at raphaelt@workforceonline.com, along with your name, title, organization andlocation. Unless you state otherwise, your identifying information may be usedon Workforce.com and in Workforce magazine. We can’t guaranteewe’ll be able to answer every question.

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