heartharmony.com.au

Small Business Tips

Archive for the 'HR Manual' Category

Election Codes of Conduct – Things to remind your staff

July 20th, 2010 by Ingrid Cliff

With the Federal Election off and racing, now is the time to remind  all of your staff about appropriate codes of conduct in relation to elections.

Generally that means:

  • No use of company emails or faxes to share party political comment
  • No use of company photocopiers or material to copy political material
  • No bringing of how to vote material and leaving it in the lunchroom
  • No wearing company branded clothing in any political photo shoot (without your prior authorisation)

If you have the discussion now you won’t have to discipline later!

Ingrid Cliff

We put your business into words

Heart Harmony – Freelance HR Writer

Category: HR Manual | No Comments »

Fair Work for Small Business – Brilliant Website

December 21st, 2009 by Ingrid Cliff

If you are in Australia, trying to keep up with all the IR changes can be a challenge. The Council of Small Business, Australian Government, Workforce Guardian and Telstra Business have all got together and put together an incredibly useful website to help small business learn and stay up to date with all the Fair Work requirements.

This is definitely a site to save into your bookmarks www.fairworkforsmallbusiness.com.au

Sign up for the free monthly newsletters, watch a webinar, check out the interactive guides to help you work out what you need to do for business.  Finally … a decent website that tries to make a very complex issue easier to understand. Now all small business needs is the same thing for Workplace Health & Safety!

Until next time

Ingrid Cliff

We put your business into words

Heart Harmony – Freelance HR Writer

Category: HR Manual | 1 Comment »

My Two Cents on the Jackson Jive Controversy

October 9th, 2009 by Ingrid Cliff

In case you have been living under a rock for the past 24 hours, a simple skit on a television program with 6 everyday people performing in black face on a tongue in cheek talent show, has created almost as much press coverage around the world as the recent Tsunami’s and earthquakes.

As someone who was in Human Resources for over 20 years, and who specialised in employment equity for a number of them I feel I have to weigh into the debate.

You see – I am actually loving what has happened. I love that this issue is prompting debate and discussion in the workplaces as it is only through active discussion that sometimes hidden assumptions and beliefs can be reviewed and looked at.

So what were the essential facts of the case? The show in question had a very long run – they were on for 28 years which in TV time is as long as it gets. They then had a 10 year break and were brought back for 2 “reunion” shows – bringing back all the key performers from 28 years into the one show. One of the segments of the show is a very tongue in cheek “talent” show – where people embarrass themselves and generally the least talented who gets the biggest laugh along the way would win the show.

In the reunion show, a group of 6 performers reprised their “act” from about 20 years previously where they did a Jacksons tribute with what is termed “black face” – wearing dark makeup to make them appear as African American. They won with the skit the last time they performed. This time one of the judges (Harry Connick Jnr) was less than impressed and stated he was offended by the act – giving the act a zero score. A flurry of apologies ensued – both public and private.

That’s the essence of it … so what changed in 20 years and why was someone offended?

No one can deny that society changes – what is acceptable in one generation is not acceptable a few generations later. 20 years ago it was common practice to ask women at interview when they intended to leave and have babies. It was also common practice to refer to women as “girls” , “love”, “sweetie” and “honey” in the workplace. Patting the office girl on the butt as they walked past was a relatively common game.

20 years ago people still smoked in their workplaces, the boss was usually called “sir”. Girly calendars adorned the walls of many workplaces and the greatest joke was “hazing” the new apprentice – often quite violently at times.

Workplaces struggled with the changes – but today if you call a woman “love” you will often get a rather rude retort back. Women will tell you quite bluntly that they are not your love and they find that word offensive. Just look at the response by Tracy Grimshaw to the Gordon Ramsey comments for an example.

People smoke outside the buildings (10 metres from the nearest entry) thanks to people who were offended by breathing in the smoke from smokers.

Girly calendars are now out of sight in most workplaces – thanks to people who did not want to view near naked people while they worked.

New apprentices sometimes still get an initiation of sorts, but the old fashioned covering them in grease, and duct taping them to the wall has generally fallen out of favour.

You see, in the past 20 years people started to learn that sometimes things they did or said in fun could be taken a different way by other people. That what they did or said may cause offence. They started to learn to try and think from the other person’s viewpoint – to put themselves in the other person’s shoes. It was termed “political correctness” and copped a lot of flak along the way – but still the changes happened.

Managers realised that they had a legal requirement to provide a safe place of work – which included a place that was psychologically safe and free from harassment. They also realised that as a manager they could be held vicariously liable if someone in their workplace breached the rules and harassed someone else.

So … let’s look at the Jackson Jive issue. A behaviour from many years back was repeated … but the world had changed. African Americans started to gain positions of authority and started to speak up that they didn’t like to be made fun of just because of the way they looked. The Black and White Minstrel show disappeared the way of the dodo.

That’s why it was such a big thing when Obama was elected President. A black person in the highest office in the USA was un-thought of 20 years ago.

In Australia we haven’t quite made it that far. People of indigenous descent are still not very visible in Australia. They still face discrimination. We only apologised to the stolen generation when Kevin Rudd came to power – as before that there was  a belief there was nothing to be sorry for. People of indigenous descent were only allowed to vote from 1962 (1965 in QLD) and mandatory voting by people of indigenous descent only occurred in 1984, compared to 1924 for white Australians).

The different opinions that have been coming out of the Jackson Jive issue show in a very clear light what managers trying to do the right thing on harassment and bullying are up against. 50% of the population see things these sort of issues as a joke and without any malice.  They feel it is in fun – and “can’t people take a joke anymore”. 50% see the issue for what it is – the simple act of black face can cause offence to people of a black or indigenous background.

This is going to be the same in your workplace. Many people who bully or harass are unintentional – they think they are having a joke. The issue is that it is the person on the receiving end that defines whether or not they feel offended and it is doesn’t matter what the person intended. Unless people are aware that the world (and laws) have changed, then problems can and will occur.

As a manager – if you permit bullying or harassment, you are vicariously liable for that action. If it humiliates, intimidates or offends someone – you are liable. (You may want to read up on your legal responsibilities here). It doesn’t matter what you may personally feel – you have a legal responsibility to deal with that type of behaviour.

The flack that Harry Connick Jnr received about stating his offence at the skit is exactly the same that any whistleblower or person who makes a complaint receives. That person is often derided, their history combed for misdemeanors and their initial objections ignored or trivialised. Understand that this often stops people from speaking out. Also understand that you have a legal role in protecting people who make complaints in the workplace.

So what do you need to do about it? Well legally you need to ensure each and every employee is regularly trained in your policies on bullying, harassment and racial vilification (contact me if you need the name of some good trainers). You need to keep your policies up to date and you need to take action if your policies are breached.

Personally I would hate to be Channel 9 right now – they stuffed up as managers by letting the skit go to air and they will have an “interesting time” of it to come. But you as a manager need to learn from the issue. You need to get your own house in order. You need to read up on your responsibilities and you need to have this discussion with your work team.

OK – I’m getting off my soapbox now.

Ingrid Cliff

We put your business into words

Heart Harmony – Freelance writer

Category: HR Manual | 1 Comment »

Are Your Employee Manuals Current?

August 25th, 2009 by Ingrid Cliff

Employee manuals are something that most businesses who have more than one employee need to have. The trouble is often they sit on a shelf (next to the Strategic Plan) and gather dust. The only time the cobwebs are removed from them is when there is a disaster and you need to work out what to do.

Employee Manuals need to be living breathing documents, full of enough useful information that you and your team refer to them whenever they need to do something out of the ordinary (like hire someone new, run a performance review or work out how to deal with the employee who has BO). Of course they also need to deal with crisis situations such as dismissing someone, dealing with sexual harassment or what to do when an employee goes off the rails.

Good employee manuals also need to keep pace with emerging technology with policies covering blogging, social media use including Twitter and instant messaging.

Finally, they need to be regularly reviewed in light of new industrial relations legislation to ensure that your business still complies.

After 20 odd years as a Human Resource Manager with companies ranging from less than a hundred employees to a few thousand, I put together all the best policies that I had written, implemented and used in each of the organisations into our Instant HR Policies & Procedures Manual for Australian businesses.

I designed it to be a super simple to use template HR manual – just insert your company name, check out the fit of the policies for your business (for example – not every business offers staff discount so you may not need that particular policy), do a quick check with your legal team to make sure your particular business structure is taken into account and then you are on your way. You don’t need a huge HR team to make it work.

Over the past few years, our employee manual has been successfully used by hundreds of Australian businesses from small start-up IT companies through to large mining organisations. From Opera companies to plumbers – the essentials of good HR are still the same. We even have discovered our manual appearing in some of the Pacific Islands, the UK and the USA. Even though the legal contexts vary, good HR transcends geographic boundaries.

Yesterday, after many months review, we released our latest version 3.1 which takes into account all of the changes from the Fair Work Act. And late last night, everyone who had purchased the manual in the past 2 and a bit years was sent a new free download link to the new edition – just to make sure they were current with their policies (we like surprising people with that little bit extra!)

So … if you have been meaning to create an employee manual for your team, perhaps you may want to check out our Instant HR Policies & Procedure Manual. It will make your life a whole lot easier!

Until next time

Ingrid Cliff

We put your business into words

Heart Harmony – HR Writer

Category: HR Manual | No Comments »

Tips from World’s Best Marketers – Ultimate Marketing Seminar Day 1

June 14th, 2009 by Ingrid Cliff

Day 1 of the Ultimate Marketing Seminar saw 4 world class speakers grace the stage here at Brisbane – Siimon Reynolds, Adam Ginsberg, James Schramko and Brad Fallon.

It was fascinating watching them each tackle their topic (basically how to grow your business) from different angles – and how they wove their pitches to buy their seminars throughout their content.

Siimon Reynolds is definitely a showman. His pitch was very fast paced and content rich. His gems from decades in the marketing game were certainly high quality.

I particularly loved his stories of campaigns that worked like Bamboo Lingerie – a local lingerie store in the US that chalk stencilled onto the pavement “From here it look s like you could do with new lingerie. Bamboo Lingerie 200m”. Very clever, funny and cheap as chips to create.

I also liked his analysis of USP/ESP & TSP. USP = unique selling proposition, ESP = emotional selling proposition (the emotion you build your brand about) and TSP = Tribal selling proposition (where you create a tribe around your brand).

His question “Is what you’re doing living up to your marketing of your company” is one all businesses need to ask themselves – as if your marketing is creating one impression, but your company misses the boat on key customer touch-points then you are setting your business up for failure.

Adam Ginsberg is the most successful e-bay seller in history. Unfortunately his session was basically one long pitch – with zero real content. It was entertaining and amusing to watch – but without content to back up the fun, it left me hollow.

James Schramko is one of the truly nice guys in internet marketing. I have been fortunate to see James present a few times and to meet with him socially. He is as my grandma would say “one of nature’s true gentlemen”. He is a doer and not a polished high gloss speaker – what you see is what you get – honest, genuine and real. He spends most of his time happily building his business and and has only recently started presenting after much badgering by his colleagues.

James knows his stuff and went through what was in effect abeginners guide to the world of internet marketing. Showing many possibilities and ideas – and stretching imaginations. Having someone put together a coherent picture of how all the internet marketing pieces fit together and how people can harmonise them into a thriving business is rare. All I can say is if you truly want to succeed in Internet Marketing – James would be one of the ones to learn from. Check out James’s blog and get his e-book to get an idea of the sort of things he can teach you.

Finally Brad Fallon from Stompernet took the stage. Brad is an icon in the internet marketing world and this was the first time I had seen him present. What really stood out for me was how well read Brad was – his speak was littered with references to amazing books to tap into (and as you know my love of books you can imagine Amazon’s joy when I go shopping over the next few days to pick up the main ones).

So here’s a few to look for “Execution”, author Felix Dennis, “Predictably Irrational”, author Ken Fisher, “The Choice”, “It’s not luck”.

Brad’s presentation looked at a whole raft of business blocks that stop people from succeeding drawing from the best business theorists.  The insight that “every business has 1 thing that limits throughput the most”  and our job is to identify and eliminate the one thing is quite powerful. Think about it for a moment – “if you could make a lot more money in the next 6 months if I just (fill in the details about the one constraint)” – what would you do?

Brad demonstrated the power of the word free in campaigns and why the free line has shifted over the years.

He looked at four core limiting things that trip people up:

  1. Reality is complex
  2. Conflict is inevitable
  3. Others are to blame
  4. The sky is the limit

Finally he looked at how to create a “Mafia Offer” – one that customers can’t say no to. Very very clever and worth joining Stompernet to learn.

What else did I learn from the seminar – the value of upgrades. I paid for an additional upgrade package – which meant access to a VIP room. So what? Well at the simplest level it meant coffee without queueing, lunch and snacks. It also meant meeting people who were serious about their business (and I booked 2 new clients yesterday during the breaks).

The highlight was access to a cocktail party in the evening to chat with the speakers and other like minded businesses. From my side of things, talking with John Carlton (one of my copywriting heroes) was priceless. Catching up with James with my colleague Donna-Marie Coggins was also brilliant.

Well – off to get ready for Day 2

Ingrid Cliff

We put your business into words

Heart Harmony – Freelance Copywriter

Category: HR Manual, Marketing Tips for Small Business | 4 Comments »

Want great ads? Kill the jingle!

May 24th, 2009 by Ingrid Cliff

Something really really bad has been happening to Australian TV ads. They are gradually being taken over by inane jingles sung by fiercely jolly people rather than providing actual content.

Case in point – the ever so annoying “Happy EOFYS” flogging Foxtel pay TV. The last thing anyone wants or needs is another celebratory holiday throughout the year. And to make it worse Foxtel seems to have an unlimited advertising budget which means it is played once per ad break for each of the major channels. I would prefer to sit through endless primary school musical performances rather than listen to this ad.

Then you have all of the products targeting men. Back in the 60′s all products aimed at women were accompanied by song – remember Mr Sheen anyone? Someone somewhere realised that singing to women about cleaning products was less than effective. But the descendants of these advertising imbeciles have grown up and have decided that men only buy products if there is music attached.

In Australia it was a mandatory advertising code for decades (well it seemed like it) that all beer ads must be accompanied by deeply inspiring music and preferably a good roughly sung jingle appropriate for a bunch of drunken blokes to sing along to.

This has trickled over into all men’s products in the last 6 months so everything from chainsaws to tinned food now has an accompanying jingle attached.

It wouldn’t be so bad if the jingles were actually interesting and told you something but with jingles like “the fully loaded man has balls of meat” (thanks Campbells for that literary gem), you begin to wonder what planet a lot of the big advertising types are on.

I know in a recession it has been shown that people look for greater entertainment – but whacking a jingle onto an ad and calling it entertainment is as about as effective as whacking a bikini clad female onto the bonnet of a car and calling it highlighting the features of the car.

Those advertisers who work on convincing their clients that a jingle would be great for them should be forced to go back and rewrite 1000 times

“Advertisers who believe in the selling power of jingles have never had to sell anything” David Ogilvy.

David Ogilvy was the father of modern advertising and his words still ring true today. Jingles don’t work because:

  • people have trouble hearing the words in jingles and
  • selling is a serious business. How would you react if you went into a Sears store to buy a frying pan adn the salesman started singing jingles at you.

If you want to sell your product – focus on the basics. Highlight what makes it unique and interesting, and what difference it makes to people’s lives.  Do that and you will be half way to writing a decent ad that gets results and doesn’t irritate the heck out of potential customers.

Until next time

Ingrid Cliff

We put your business into words

Heart Harmony – Freelance copywriters

Category: HR Manual, Marketing Tips for Small Business, Small Business Success | 3 Comments »

My Cubicle

March 16th, 2009 by Ingrid Cliff

One of my favourite videos from last week’s conference. Anyone who has ever been an office meerkat can get this one!

Until next time

Ingrid Cliff

We put your business into words

Heart Harmony – Freelance web writer

Category: HR Manual, small business tips | No Comments »

The web 20 years on & my 20 year net anniversary

March 15th, 2009 by Ingrid Cliff

These past few days have been a whirlwind. I have been at the World Internet Summit with the ubiquitous long days and nights with many different speakers. In the midst of this my eldest daughter needed to interview me for a biography she had to write for her English project.

One of the questions from her was “The internet has just turned 20 years old – what were you doing 20 years ago?”

It was fascinating taking a long dip in the memory pool with her to realise how far both I and the internet had come. My daughters have always known of computers and the net and can’t imagine life without it. Whereas me … well let’s just say my love affair with computers started before the birth of the net.

About 5 years prior to the birth of the net I graduated from Uni where I can still remember hand-coding Fortran computer program cards to run simple programs and the net wasn’t even considered. Our libraries still had paper card files and personal computers did not exist in the mainstream (yes … I am THAT old).

20 years ago we were using floppy disks the size of LP records at the Queensland Industrial Commission where I was the Research Officer.

In those days the computer screens were black and white and systems crashed with amazing regularity. Data regularly corrupted and files disappeared never to be be seen again. It was a dicey subject saving files – it was always done with fingers crossed.

Computer terminals needed to be shared between employees, with most people still using typewriters for regular correspondence. I was one of the few with a personal terminal and I remember the pride and love I felt for that temperamental piece of machinery. For me it showed me that I had “arrived”.

At that time I was involved in creating the first Australian National Industrial Relations Thesaurus – a thesaurus of industrial relations keywords to be used across all states and the Federal Commission. I then taught the Qld Registry and Commissioners to keyword their Industrial Decisions so they would be able to be found on the database designed for the net. It is funny how keywording is still a major part of my life today.

Before our project with NIRT I used to research the cases for the Commissioners by manually looking up bound copies of all decisions and by phoning my interstate colleagues. Now people looking for industrial case law can just hit a few buttons and all decisions instantly appear.

I can’t imagine my life now without the net. I has made information easily accessible and the world so much smaller. Yes, it has many growing problems similar to having a rambunctious teenager in the house – but would I turn back the clock? Not on your nelly!

I love the web and the internet. Yes, I have been with the net since the early days. Yes, I still love what I do and yes I still write for the net.

It is in my blood – although I am not so sure I liked the label of “Internet Pioneer” given to me by my daughter. I felt like I should be wearing gingham and in an episode of Little House on the Prairie.

That said, she is right – there are not many people who have 20 years experience on the net.

I wonder what the net will be like in 20 years from now?

What do you think will be some of the changes you will see in the net in 20 years time? I would love to hear your thoughts.

Ingrid

We put your business into words

Heart Harmony – Web copywriter

Category: Customer Service Tips, HR Manual, small business tips | 2 Comments »

The Impact of “Moving Forward with Fairness” on HR Manuals

February 23rd, 2009 by Ingrid Cliff

The impact of the Moving Forward with fairness workplace laws are already being felt through the industrial and business sectors of society. Workers and employers are taking note of how the new legislation affects their productivity and professional life.

Revamping HR policies and procedures manuals will help to stave off the worst effects that might concern either employee or employer and understanding the changes should lessen the impact.

In November 2008 the Fair Work Australia Bill was introduced. In March the Minister for Employment and Workplace Relations announced the Workplace Relations Amendment (Transition to Forward with Fairness) Act 2008 and the impact of the Act is still being understood.

The changes to the work place agreement laws have impacted HR policies and procedures manuals through all levels of business by altering the way in which employees and employers create their working agreements. Gone are the Liberal Government’s extreme and unpopular (with the workers) Work Choice laws.

The new Act demonstrated the Rudd Government’s commitments in the Forward with Fairness and the Forward with Fairness Implementation Plan. The key areas of impact for HR Manuals are concerned with workplace agreements between employees and employers.

The initial impact is that there are no longer any AWAs. The Australian Workplace Agreements no longer exist. Those using AWAs as at Dec 2007 were offered the ITEA, the Individual Transitional Employment Agreements until modernisation of existing Manuals could be implemented.

The new Act introduces the ‘no disadvantage test’ for new collective agreements and ITEAs and enables the AIRC (the Australian Industrial Relations Commission) to oversee the process of award updating. The Act also impacted on the areas of requirement of the organization or business owners to provide Workplace Relations Fact Sheets to their employees.

After ninety days of an existing AWA expiring, the employer or employee would be entitled to apply for a collective agreement or award in the workplace. The employee or employer could retain agreements or extend or vary agreements in limited circumstances if the certified agreements were in place prior to Work Choices and these agreements could emain until the new laws come into place in 2010.

The impact of the Moving Forward with Fairness act should be limited and positive. The Government’s new workplace relations system appears to be and was designed to be fair, flexible and productive.

The Bill to dismantle the Workchoices legislation is a weighty 575 page document listing significant changes that have been proposed to take effect from January 2010. This includes abolition of AWAs and introduction of individual common law contracts with a no overall disadvantage test to ensure their fairness.

Within the legislation another item that will impact on HR policies and procedures manuals is the introduction of a minimum safety net of provisions for all employees earning under $100,000 including flexible work provisions for employees with children under school age. The safety net no longer applies to employees earning over $100,000, they will now fall outside of the award system which also means no protection against unfair dismissal.

The impact of an overhaul of the general unfair dismissal provisions means that small businesses must include a Fair Dismissal Code in their processes from 1 July 2009.

Comments appeared in newspapers and internet revealing how employees view the new legislation.

The idea of Gillard saying businesses need not fear the outbreak of pattern bargaining seems to alarm some journalists. The idea that the impact of the legislation would be returning the workplace to the way things were with the unions during the Whitlam era might be outspoken but does reflect on how people viewed the new laws.

The fear is that the impact of the new laws will restore collective bargaining and replace the individual arrangements between the worker and the employer, which could increase the rights of unions to enter worksites. Together with their ability to access employees’ records, this could possibly raise the likelihood of pattern bargaining or comparative wage justice.

The impact on HR policies and procedures manuals is yet to be finalised and won’t be until the draft legislation is finally passed through parliament and then in 2010 when it finally comes into effect.  We will be monitoring changes and keep you posted!

Until next time

Ingrid Cliff

We put your business into words

Heart Harmony – Freelance HR writer

Category: Customer Service Tips, HR Manual | 1 Comment »

Yet another tall niche going begging

February 16th, 2009 by Ingrid Cliff

Yesterday I took my place at the inaugural Tall Women’s Group meeting in Brisbane. As someone who is 6ft in the old scale (183cm) and with a couple of tall teens not far behind me, I wanted my girls to meet other positive role models so they don’t feel like circus freaks even though they stand out in a crowd.

It was amazing in terms of a marketing niche going begging!  40+ women turned up to the first meeting from as far away as Warwick, Lennox Heads and the Sunshine Coast – all 2+ hours drive from the venue.

I was fascinated as they shared their favourite online stores for jeans that have long legs, shoes that go beyond a size 10 and dress shops that have shirts with long sleeves that actually reach the wrist.

With all the fervour of wine lovers – they discussed their favourite designers (Charlie Brown and Long Tall Sally (UK)). Each one of them craved a Brisbane shop that catered to their needs so they could try the clothes and shoes on first – yet it doesn’t exist.

These women were all well educated, generally financially very well off and were not afraid to chase what they needed even if that meant flying to the UK & the USA once a year to shop.

One lone tall man graced the group – wanting to set up a tall social club on the Gold Coast and received a very warm welcome. It appears men have it easier in terms of clothing, with a number of specialist shoe and clothes shops in Queensland to meet their needs … but tall women have to really search the world.

My daughter won the t-shirt for the tallest teen – on the back it says “yes I am tall, no I am not a model and no I don’t play basketball”. If you are not tall – you may not get the joke, but these are the three comments all of us get pretty much daily in our every day lives. For some reason people feel obliged to tell us that we are tall and yet no similar mention is made to people if they are short, old, fat or thin.

We all shared the common experience of comments such as “What’s the weather like up there?” (Grow up and find out); “Good things come in small packages” (That’s why I am made of two packages, I’m twice as good); and the usual nicknames of stork, stretch, leggy and hightower.

On a positive note I love being tall – being able to reach things easily, see above heads in a crowd to find missing kids or watch fireworks and stand out (yes I am a not so closet exhibitionist). It is just that there are the odd additional challenges we need to face.

So, in the interests of sharing the info, here are the links from yesterday

www.tallwomensclub.org

www.tallpeopleaustralia.org

www.xtralength.com (fabulous long jeans, pants and gym pants)

www.verticallyblessed.com.au

www.rosenbergshoes.com

www.longlineshoes.com.au

www.schumachershoes298.com

www.longtallsally.com/

www.tallgirlshop.com/ca/

If there are any other tall Queensland women out there (over 5ft 10″ – drop me a line and I will send you details of the next meeting.

… and if anyone is interested in setting up a specialist Tall Women’s shoes & clothes boutique in Brisbane, or have a range that we don’t know about – please let us know. I am more than happy to spread the wordfor you.

Until next time

Ingrid Cliff

We put your business into words

Heart Harmony – Freelance writers


Category: HR Manual, small business tips | 3 Comments »