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Inspire Success

Providing hints, tips and ideas that help you maintain high performing workplaces that are customer focussed and free of conflict

Getting HR Right in your Start-up

Rae Phillips - Friday, August 15, 2014

We see a lot of owners going into business without a clear understanding of the value and importance of the human resources strategy. It seems that most startups believe that HR only manages day-to-day activities and administrative duties that they, or other employees, could possibly manage on their own. Additionally, hiring an HR specialist is not viewed as cost effective. It is difficult for startups to justify hiring a non-revenue generating employee at an early stage.

As a result, the owner and their teams are burdened with tasks that take time away from core business, which ends up with a strained workforce, inefficiency, a high attrition rate, and possibly even legal ramifications. This is not the way to set yourself up to success!

Having someone who is completely focussed on the people plan will do wonders for getting your startup off the ground. HR is important for any company, particularly those in the crucial developmental stages. Why is it so essential? Below are just a few reasons why your business needs HR:

1. HR Supports Your Company’s Brand

It is imperative that you establish a supportive network of individuals with whom you trust. To add value to your company an HR specialist will need to understand the ins and outs of you and your company. One of their purposes is to support the attainment of your overall strategic business plan and objectives.

An HR Advisor can help you create and maintain a cohesive work environment from day one. They will ensure your employees embrace your company’s philosophy, strategy, and purpose and that anyone hired will be a good fit. 

2. Attract Great Talent With A Dedicated HR Department

When you have only a handful of spots to fill, you need to be sure you are selecting the right person for each job. Every person on your team plays a pivotal role in getting your business off the ground. They all contribute to its growth and development and in the end its success.

To ensure this, you need a HR Advisor who can focus on recruiting the perfect individual for each position when or before the need arises. This task is made all the more challenging when the company is a startup, not only do you have to find the right people, you have to inspire them to commit to a company that is not yet established and secure.

3. You’ll See Better Retention

As your company grows, employees need to be kept happy, engaged, and productive. You want to keep good people around you. This will reduce recruitment and training time and cost.

During periods of growth, inevitable challenges and conflicts will arise. An HR Advisor is trained to identify, resolve, and restore employee relations matters. They also work with the operational teams to set up feedback mechanisms, incentive programs, salary reviews,internal promotions and leave.

4. HR Can Help Sustain And Improve Your Company

A HR Advisor should be tasked with developing a suite of policies and processes to help things function at the business. They can also work with the operational teams to create structure with standard operating procedures. Even with a small team, organization goes a long way. Additionally, the more your company expands, the more the business model must be able to work without the owner.

5. Compliance Is the Framework

Right from the start, owners need to be aware of the laws in place that  affect the business and their employees. As the company grows, the more confusing legislation related to employees and workplaces can be. These requirements are not optional, they must be set up and managed effectively. 

With out a HR Advisor to lead this process, ongoing issues could cause distraction in the business, impact productivity and result in payments to employees or fines.


Is this something that could help at your business? Inspire Success helps startup businesses get their systems right, right from the start. We specialise in setting up systems and providing support in an outsourced model. You only get us when you need us! 

Give us a call on 1300 620 100 for a no obligation chat about your situation, or email hr@inspire-success.com



3 Steps to the Easiest Ever Induction

Rae Phillips - Thursday, July 31, 2014
Did you know that the first 4 weeks of employment are when our new starters are deciding whether they are staying or not? This is the time to make sure we set them up for success and make the most of the money we have already spent on recruitment.

If you include at least these 3 steps to your induction, we believe you are on your way to building a positive employment relationship with your new starter and will have a much better level of engagement (read higher productivity, less conflict, less complaints, easier work for you!):

1. Deliver on what you promised
2. Set the standards up front
3. Follow up at regular intervals

Setting employees up for success in a new role requires planning and action. There are times that things won’t go according to the plan, but the system should be flexible enough to allow for this, and help it get back on track.

1. Deliver on what you promised.

Your recruitment systems should help here – what did you agree to in the interview? The letter of offer needs to be clear on what the job role is, what the pay is, when they start and how it will be reviewed.
Try to have this set up before the new starter arrives – it shows organisation in the business if their tools and workspace are ready, there is a name-badge and PPE, a handbook ready and an email address all sorted.
If you can, send the letter of engagement, personal details form, super and tax forms out in advance (we call this the starter pack). If this is completed at home and sent back in, you can set them up in payroll in advance and ensure there are no issues in getting that first pay. And if you pay monthly and they just miss the pay run – show them some flexibility by organising an end of month manual pay so they don’t have to wait 6 weeks!

TOP TIP: Have a checklist that you use to prepare for new starters, but that doubles as their checklist during Induction.

2. Set the standards up front.

You should have a standard checklist that is used by you or your key personnel so that you know every new employee gets exactly the same information. This checklist should include information on the company history and your service expectations, the focus of the division or department (this helps them understand how their position fits into the big picture) and very specific details like hours of work, where to park, uniforms, safety, timesheets, calling in sick etc.
Make certain that the checklist has a link to the position description so that the key personnel can work through the PD, letting the new starter know exactly what is expected of them and how their performance will be evaluated. Maintaining high standards during the Onboarding period will ensure that they continue.
By involving team members in establishing high standards of performance, you will build their pride and self-confidence. It has been shown time and again that setting high standards at the start improves staff retention and customer feedback.

TOP TIP: Your position description should be general enough that the employees understand the scope of their work, but specific enough that you can explain the standards (quality, quantity and time) you expect.

3. Follow up at regular intervals.

Specify on your checklist that there will be a weekly catch up, with a 6 weekly performance review mid probation. These catch ups should be casual, but structured, using the checklists as a guide.
Ask lots of questions, go over the information they have learned, ‘test’ that they have understood it and check to see where there are still gaps. During this time you should be listening for underlying problems with what the employees expected and what they are experiencing.
The 6 weekly probation review is a formal opportunity to provide feedback on their take-up of the new role, where they are going well and where there are performance issues. Document this discussion using a review form that you can go back to if necessary.

TOP TIP: These follow ups will work best if they are two way discussions. Ask the employee how things are going, listen to their response and then give your feedback. Resist the urge to jump in first.

Is this something that could be helpful at your place? Inspire Success is all about Practical, Stress Free, Timely Human Resources - no matter what size your business is. 

Contact us for further information hr@inspire-success.com.

ANNUAL WAGE REVIEW DECISION 2014

Rae Phillips - Wednesday, June 11, 2014
The Fair Work Commission yesterday handed down its 2014 Annual Wage Review Decision, which can be summarised as follows:

All Modern Award rates of pay are to be increased by 3%, effective from the first full pay period commencing on or after Tuesday 1 July 2014.

This wage increase can be absorbed into any existing over award payments (check the absorption clause in your Modern Awards - usually this is in clause 2.2 or there about).

The default casual loading for Award free casual employees will increase from 24% to 25%, effective from the first full pay period commencing on or after Tuesday 1 July 2014.

Is this something you need some advice on? Contact one of our Advisors on 1300 620 100 or hr@inspire-success.com

The High Income Threshold is Higher

Rae Phillips - Wednesday, June 11, 2014
From 1 July 2014, the High Income Threshold will increase to $133,179. 
 
Here are the key implications for those of you who have high income earners in your business:

  • Employees who earn more than the threshold are ineligible for compensation or reinstatement pursuant to the unfair dismissal rules unless they are covered by a modern award or an enterprise agreement;

  • When calculating total earnings, you should include wages, agreed monetary value of non-monetary benefits (such as extra superannuation), and amounts dealt with on the employee’s behalf (such as a salary sacrifice arrangement);

  • You shouldn't include amounts which cannot be determined in advance (for example, a bonus) or allowances paid to employees that are not used on work-related expenses.

In the past Employers have been caught out because they assumed that all amounts paid to employees counted toward the threshold, or because they thought that the seniority of employees excluded them from the unfair dismissal jurisdiction.

There are some hints and tips to setting up the high income earners contract of employment, and we recommend always using a professional to do this.

Is this something that could be an issue at your workplace? Get in contact with the Advisors at Inspire Success - 1300 620 100 or hr@inspire-success.com

Your TOP THREE Work Health and Safety questions answered

Rae Phillips - Monday, May 12, 2014
1. How do I know if my business is WHS compliant?

Individual state health and safety legislation and the WHS Act impose obligations on businesses to:
1. Provide a safe place to work
2. Provide safe systems of work and
3. Consult with employees about safety

There are also secondary duties to:
1. Identify hazards
2. Manage risks and
3. Implement and monitor control measures

To ensure your business is carrying out these essential duties your business could require an audit and will require ongoing inspections and management reviews. All Managers within a business must know and understand their legal duties and ensure they are carrying them out correctly.

An audit is a documented process where the health and safety systems, policies and procedures in the workplace are reviewed. The audit will determine whether your policies, procedures and systems etc comply with legislative requirements and best practice in health and safety. An audit can be completed by an external provider or an employee who is appropriately trained. An inspection is an actual examination of your workplace for hazards and could involve a walk around your workplace or a formal planned inspection. An inspection can be carried out by senior management, management, a health and safety representative, your health and safety committee or an employee. Your inspections should be frequent and should be monitored. Your audits should be checked regularly also to ensure the requirements are being met continuously.

2. Who has health and safety duties in relation to first aid?

A person conducting a business or undertaking (PCBU) has the primary duty under the WHS Act to ensure (so far as is reasonably practicable) that workers and other persons are not exposed to health and safety risks arising from the business or undertaking.
The WHS Regulations place specific obligations on a person conducting a business or undertaking in relation to first aid, including requirements to:
  • provide first aid equipment and ensure each worker at the workplace has access to the equipment;
  • ensure access to facilities for the administration of first aid;
  • ensure that an adequate number of workers are trained to administer first aid at the workplace or that workers have access to an adequate number of other people who have been trained to administer first aid.
A person conducting a business or undertaking may not need to provide first aid equipment or facilities if these are already provided by another duty holder at the workplace and they are adequate and easily accessible at the times that the workers carry out work.

Officers, such as company directors, have a duty to exercise due diligence to ensure that the business or undertaking complies with the WHS Act and Regulations. This includes taking reasonable steps to ensure that the business or undertaking has and uses appropriate resources and processes to eliminate or minimise risks to health and safety.

Workers have a duty to take reasonable care for their own health and safety and must not adversely affect the health and safety of other persons. Workers must comply with any reasonable instruction and cooperate with any reasonable policy or procedure relating to health and safety at the workplace, such as procedures for first aid and for reporting injuries and illnesses.

One of the regulations (42) under the new act states that when considering how to provide first aid, a person conducting a business or undertaking must consider all relevant matters including:
  • the nature of the work being carried out at the workplace;
  • the nature of the hazards at the workplace;
  • the size, location and nature of the workplace;
  • the number and composition of the workers at the workplace.

3. What obligations does my company have to vehicles owned by the company and to vehicles owned by employees and driven in the process of carrying out their duties?


Both private and company owned cars will be considered ‘plant’ within the Work Health and Safety Act 2011. This means that the company is under an obligation to provide and maintain the vehicles so that employees are not exposed to hazards.

Some good practices would include checking vehicles annually and asking employees to sign a declaration confirming they have their vehicles maintained regularly. Ensure your employees receive any refresher driving training courses as required.  

Inspire Success can help you to complete a WHS Audit and provide you with important recommendations and guidance to ensure your business is WHS compliant.


Is this something that could be helpful at your place? Contact Inspire Success for further information hr@inspire-success.com             Inspire Success is all about making HR SIMPLE - no matter what size your business is. 

Improving Employee Communications

Rae Phillips - Monday, May 12, 2014
Internal communications includes all communication within a business. It could be oral or written, face to face or virtual, one-on-one or in groups and of course via social media. Today there are a plethora of techniques and technologies used to communicate, both up/down and side-to-side within an organization.

Whereas the ‘top-down’, employer-driven communication is great for setting a communication agenda or discussion point, it is the peer-to-peer employee communications that often determines the tone of the business. As you may have experienced in the past, employees are given a message and then informally discuss with each other their views and opinions, out of earshot of ‘the boss’. Smart organizations recognise that employees will always talk with each other and to others, so it is better to set the agenda and informal discussion points than have them dictated by uninformed staff.

We know that communicating more effectively with employees is a useful and powerful way of improving greater ‘engagement’ – but what can you do? 

Smart businesses realize that in environments where employees are able to move from one employer to another with relative ease, it is in the company’s best interests to retain the smarter and more productive employees; doing all they can to communicate with them, inform them, influence them and entering into some sort of psychological contract with them is a wise move.  

Think about how you recruit, what messages do you send to potential new employees? What about at induction, how do you help them come on board quickly , with support from the business and their team mates? How do you follow up how they are settling in? How are you checking that any issues have been addressed? What do you do when someone is not performing to your expectations? And how do you exit your people - are they leaving with dignity regardless of whether the decision was theirs or not?

Successful employers recognise that an unhappy and trapped employee is a potential liability. Of  great concern are the findings that just under half of all employees who left their employer did so because of a bad experience, such as being passed over for promotion, because of ongoing unresolved issues or their direct manager. How can your human resources structure and systems support your  internal communications?

Is this something that could be helpful at your place? Contact Inspire Success for further information hr@inspire-success.com             Inspire Success is all about making HR SIMPLE - no matter what size your business is. 

Practical implications of the Bullying legislation changes

Rae Phillips - Sunday, April 27, 2014


By now, everyone should know that from 1 January 2014, employees and other workers are able to make a new type of claim to the Fair Work Commission (the Commission) to make bullying at work stop. And if you don't, there will be no excuses!

We know that employers have always had an obligation to provide a workplace that is free from bullying, but this is the first time the Fair Work Commission has had any responsibility for resolving these matters. So you need to know and understand the implications of these changes and make sure you are taking steps to protect your business.

Bullying at work

I am not going to define it, but you should already know that bullying at work occurs when:

  • a person or a group of people repeatedly behaves unreasonably towards a worker or a group of workers at work and
  • the behaviour creates a risk to health and safety.

It may involve any of the following types of behaviour:

  • aggressive or intimidating conduct;
  • belittling or humiliating comments;
  • spreading malicious rumours;
  • teasing, practical jokes or ‘initiation ceremonies’;
  • exclusion from work-related events;
  • unreasonable work expectations, including too much or too little work, or work below or beyond a worker’s skill level;
  • displaying offensive material; and/or
  • pressure to behave in an inappropriate manner.

Although bullying requires repetitive behaviour, even a one off incident of this type of behaviour towards a person because of a protected attribute, such as sex, age, disability or race may breach anti-discrimination legislation.

Employers obligations

If you do NOTHING ELSE, you must include having a bullying and harassment policy in place that clearly sets out what you expect in terms of behaviour. Regardless of the size of your business, we suggest that your should include conducting bullying and harassment training on a regular basis to ensure workers know and understand the policy.

Do these basics
  • Have a clear policy;
  • Provide this to all employees through a workshop where everyone has a chance to ask questions;
  • The definition of employee has changed, now you should include contractors, volunteers and anyone else who comes to your workplace;
  • Get your existing team to sign off on their understanding and willingness to work in the appropriate way;
  • As new people come on board make sure the policy is part of your pre-employment policies and they attend a training session to understand it really well;
  • All supervisors or leaders must have training on what to do if someone brings a complaint or issue to them;
  • Repeat all of this on a regular basis - maybe 6 or 12 monthly depending on the size and turnover of your business;
  • Immediately action any complaint or issue that is bought to you or your team - don't think it will go away - it will only get worse.

Is this something that could be helpful at your place? Contact Inspire Success for further information hr@inspire-success.com             Inspire Success is all about making HR SIMPLE - no matter what size your business is. 

Train people well enough that they can leave Treat them well enough that they dont want to

Rae Phillips - Saturday, April 26, 2014
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Inspire Success and the Central Coast Teleworking Strategy

Rae Phillips - Thursday, April 24, 2014
Following last months launch of the Central Coast Teleworking Strategy and the regions commitment of creating 1,000,000 teleworking days on the Coast by 2020, Inspire Success and the way we work was showcased.

Rae called in from Santiago and Terri provided a face to face presence talking about how we use teleworking to make things happen. This video shows the entire strategy launch, our section runs from 23.34mins.

http://vimeo.com/92048977



4 steps for managing your independent contractor risks

Rae Phillips - Wednesday, April 16, 2014


Do you engage independent contractors at your place? For many of us, this is a perfect way to access skills and knowledge you need in the business on a short term basis. There are also risks - here are 4 steps for managing your independent contractor risks.

1.  Consider the relationship 

Before engaging any independent contractors,you need to consider the type of relationship you want to create. 

Ask yourself, why am I engaging this particular employee? What type of work will they be doing? What role are they filling? What gap are they plugging? How long do you need them for? Do I need someone with specialised skills or knowledge? And, can we do the work in-house?


2. Draft the contract carefully

It is critical that you get advice on what  the independent contractors contract should – and shouldn't – contain.


The contract must reflect the relationship with the worker and the organisation and be clear about the expectations, roles, and interaction that they will have. It must also be clear that the worker is not a direct employee.

3. Know your obligations 

There are often obligations that apply to workers even though they're not employees. For example, the work health and safety laws, which apply in all states bar WA and Victoria extend health and safety obligations beyond the traditional employee/employer relationships to all workers onsite.

4. Keep an eye on things 

When the work arrangements are in place, you must regularly check that the relationship is still the one you intended to create, and hasn't changed over time. 

Many of the issues we see in this situation is that the nature of the relationship changes over time, this could mean that you have an independent contractor working with you who can be deemed as an employee. 

The implications of getting independent contractor arrangements wrong are far reaching. You can very easily become vicariously liable if a person who you consider to be an independent contractor was found to be an employee and then have a range of entitlements that you may have to pay out. There's penalties that can be imposed [and] tax implications. It's far and wide.

Is this something that could be helpful at your place? Contact Inspire Success for further information hr@inspire-success.com             Inspire Success is all about making HR SIMPLE - no matter what size your business is.

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