The ever-changing landscape of HR regulation changes requires continuous monitoring. As laws change on local and federal levels, small businesses are having a hard time keeping up.

Executive Orders and anticipated legislative changes on the horizon are already shifting how agencies plan to navigate employment laws, and shifting more responsibility to the private sector and state regulations to adjust to changes at a swift pace.

In addition, pay transparency laws are gaining traction across multiple states, requiring businesses to disclose salary ranges in job postings and during the hiring process. This trend aims to promote fair pay practices but also brings new compliance obligations for employers.

Infographic: Steps to Prepare Your Business for HR Regulation Changes

Getting Your Business Ready for Upcoming Government Regulations

When new government regulations and labor laws come into effect, adjusting to them can require initial expert guidance and eventual case law to interpret how those laws affect employers in the long term. The best way to prepare for these changes is to take a highly proactive approach.

Take the Time to Learn Existing HR Laws

Before diving into the new laws and regulations, you need to gain a solid understanding of the existing laws that govern your industry.

This will provide a foundation for analyzing how the new regulations may impact your business operations. Conducting a thorough review of the current human resource laws that apply to your industry allows you to ensure full compliance.

If you are not already in compliance when changes arrive, all existing non-compliance issues can snowball into significant problems that lead to unexpected expenses.

Set Up a Strong HR Infrastructure

Establishing a strong HR infrastructure can make it easier for you to adjust to the new regulations. When you have a team of specialists who know exactly what they are responsible for, they can handle any change seamlessly.

Small human resource teams that are overwhelmed with payroll, benefits administration, pension funds, occupational safety and health needs, and other manual administrative tasks rarely have sufficient resources to handle compliance properly.

When laws and regulations change, weak infrastructures struggle. Without a strong approach to your HR framework, you risk hurting business operations. 

Get Assistance from HR Partners

Seeking assistance from competent specialists, such as consultants who specialize in HR compliance, can be invaluable in navigating new government regulations. These experts can provide guidance on the ever-changing requirements, help you understand the implications of the new regulations, and assist with implementing necessary changes.

They can also keep you informed about any updates or changes to regulations that may affect your business specifically. A reliable HR partner is a team of professionals who have the time and resources to handle continuous monitoring of the regulation landscape.

For example, an HR partner would know that the temporary flexibilities for I-9 forms are about to end and help you set up a procedure for verifying employee identity and authorization in advance. At the time ICE announced changes, your company would have already been on the way to completing the new requirements.  

Rule Out Regulations That Don’t Affect You

Not all new regulations directly impact your business. Carefully evaluate and determine which laws are applicable to your specific industry and business operations.

By ruling out regulations that don’t affect you, you can focus your resources on understanding the laws that truly matter. This can help streamline your preparation efforts and avoid unnecessary compliance burdens. 

Stay Informed and Plan Ahead

Government regulations are always subject to change. Some may stay the same for decades while others change monthly. To avoid stress, errors, and fines, you can monitor the landscape by:

• Reading industry news
• Checking government websites
• Joining professional associations and following their discussions

The more resources you use to stay informed, the more likely you are to pinpoint the change the moment it occurs. By planning ahead and anticipating potential regulatory shifts, you can position your business to adapt efficiently. 

Train and Educate Your Employees

When changes occur, your team has to be ready to tackle the issue quickly without causing downtime or facing non-compliance. To respond effectively, your workforce requires training. If you are working with an HR partner, they can share valuable knowledge with your employees and empower them to adjust to the changes. 

In addition, encourage open communication and provide channels for employees to ask questions or seek clarification on the new regulations.

Taking a Proactive Approach 

Staying on top of the latest regulations is a full-time job, often requiring significant adjustments to your HR processes when changes occur. Rushing or not being thoughtful in adapting leads to errors, fines, and reputational issues. 

As you can see with the I-9 updates, two new announcements were published within one month. If you don’t have the resources to handle active and ongoing monitoring, you may want to consider collaborating with an HR partner you can trust.

New regulations often appear as a reaction to an employer who did something wrong.  Becoming a test-case for new regulation is something you want to avoid. Getting back on track and regaining your reputation can be close to impossible. 

At INFINITI HR, we proactively monitor all the latest HR legislation changes and help our clients adjust to them without missing deadlines. For more information about our ability to help your HR succeed, please contact our team at any convenient time.

Interested in other current employment trends? Click the link to view the recent blog: Labor Law for January 2025 or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice, and there are subtle variations in employment law as it pertains to these topics, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.

As we move into 2025, small business owners are considering the year ahead and asking questions about hiring, managing, and retaining great employees. At INFINITI HR, we’ve identified the top HR questions and concerns we’ve heard from clients recently. Our team of HR solutions experts has outlined actionable advice you can use to help your business thrive this year.

How do I hire people who will do their job well and stay at my company?

Hiring for both skills and cultural fit is key. Start by refining your job descriptions to outline responsibilities and expectations clearly. This is a foundational step to building and retaining a great team. You may just find the candidate whose dream job is with your organization. 

Be clear about the skills, knowledge, and attributes that would make someone thrive at your company. During interviews, ask questions to help you learn whether a candidate fits your company’s values and culture. 

Key Takeaway: Retention starts at recruitment. Taking the time to find the right person for the role can go a long way in finding success. INFINITI HR offers customized hiring strategies and onboarding templates tailored to your small business’s unique needs. Your consultant can help you identify what HR interview questions you should be asking. 

How do I address less-than-average performers?

Clear communication about expectations and next steps goes a long way – for everyone involved. Document specific performance concerns and schedule a one-on-one meeting to discuss them constructively. 

Set measurable goals and a timeline for improvement, providing support as needed. If performance doesn’t improve, it may be time to transition the employee out of the role.

Key Takeaway: Addressing underperformance is about fairness and clarity. An HR consultant can offer counsel on performance management so you can handle tough conversations confidently and professionally.

How can small businesses manage finances and compensation effectively?

Start with the basics: create a budget that includes competitive salaries and benefits. 

Use market data to benchmark pay and ensure fairness. To boost employee satisfaction, explore creative options like flexible schedules, professional development, or profit-sharing. Think about ways you can have a positive impact on your employees’ day-to-day lives.  

Key Takeaway: Compensation is more than a paycheck. Focus on total rewards to retain top talent within your budget. An HR consultant can help you with a 12-month plan and offer top strategies for employee compensation. 

How do I manage remote workers effectively?

Set clear expectations for communication, availability, and deliverables. 

Begin with the three keys to successful remote work for your organization: 

• Flexibility
• Trust 
• Communication

Use various communication tools to keep your team connected, maintain transparency, and foster collaboration. Regular check-ins ensure remote workers feel supported and aligned with company goals. 

Key Takeaway: Remote work opportunities and flexible work are fundamental parts of work in 2025. With the right strategies and policies, you can create an environment of trust and flexibility that supports your team in doing their best work. 

How do I keep employees accountable for their behaviors and actions?

Accountability begins with clear policies and consistent enforcement. 

When addressing issues, focus on the behavior, not the person. Use direct but empathetic communication to foster understanding and growth. Document all conversations to ensure clarity and protect your business. Make sure policies and processes are clearly outlined in your company’s handbook. 

Key Takeaway: Tough conversations are more manageable with a clear framework. Utilize tools, training, and templates to manage employee accountability with professionalism and care.

Where do I even begin with human resources for my company?

Begin with an experienced consultant, like the team at INFINITI HR, who can help you conduct an HR audit. 

Your first step with your HR consultant will be to evaluate your current policies, compliance practices, and employee handbook. Prioritize must-haves like payroll accuracy, workplace safety, and anti-discrimination policies. From there, your consultant can help you build a more robust HR framework. 

INFINITI HR can conduct a full audit of your current HR functions, then supply a report of findings you can consider and incorporate into future strategic business planning sessions. 

Key Takeaway: A strong foundation prevents costly HR missteps. Your goal for 2025 should be to identify gaps and build a roadmap for a compliant, people-focused HR strategy.

Interested in other current employment trends? Click the link to view the recent blog: Labor Law Updates for December 2024

This article does not constitute legal advice, and there are subtle variations in employment law as it pertains to these topics, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.

As the end of the year approaches, it is the perfect time for small businesses to consider a priceless holiday gift for employees: the gift of time. Work-life balance is more than a buzzword; it’s a foundation for happy employees. A balanced mindset can help reduce stress, prevent burnout, and set a healthy precedent for the new year.

Happy Employees Means Happy Customers

Whether offering a few days off, adjusting workloads, or simply acknowledging the importance of balance, giving the gift of time can have lasting positive impacts on your team’s well-being, employee engagement, and overall productivity. When you increase employee happiness, you also improve customer satisfaction. 

Below, our HR team of experts from both INFINITI HR and Inspiring HR share top strategies for achieving a healthy work-life balance in the workplace, with a few holiday-inspired ideas for making it feel extra special this time of year.

1. Evaluate Where Time is Spent

During the busy holiday period, it is easy to lose sight of how time is spent. Encourage employees to evaluate their tasks. Are there projects that could be delegated, reprioritized, or even eliminated? By recognizing where time is spent, leaders can guide their teams in focusing on high-impact work while cutting back on low-value tasks.

Help employees streamline by focusing on efficiency and value. For example, encouraging automation in repetitive tasks or clarifying roles can free up time and increase productivity. 

Seasonal Tip: Remember schedules look different with holidays and PTO. As you review where time is being spent, consider what can wait for next year and how to “wind down” in the weeks before the end of the year. 

2. Focus on How Work Gets Done

Long hours don’t necessarily mean high productivity. The emphasis should be on impactful work rather than the clock. Some of the best business leaders prioritize work-life balance to ensure each employee’s effort aligns with goals. Placing more value on impact rather than overtime will go a long way to improve both employee morale and your company’s bottom line.  

Promote a results-driven culture that values quality over quantity, so employees feel they can focus on what matters—both in work and in personal life. Consider different ways to reward employees beyond a pay raise. 

Seasonal Tip: The end of the year is often a time for employee reviews. Aim to evaluate employees by their contributions, not by how long they stay at their desks. As you prepare for the new year, assess your team’s workflows for redundancies or inefficiencies that could be streamlined.

3. Prioritize People, Not Just Performance

Your team members have passions and demands outside the office. Expressing that you understand that and encouraging team members to invest in their personal interests promotes a balanced, well-rounded workforce. By creating a culture that celebrates both work and personal achievements, you’ll cultivate a team that’s more engaged, motivated, and loyal. A “Yes Day” is a great way to approach work with a positive, people-first mindset. 

Foster fulfillment beyond work. Lead by example and encourage managers to model balance by leaving work on time and taking their own time off for holidays. 

Seasonal Tip: As the holidays bring people closer to family and friends, encourage employees to prioritize personal fulfillment. Create space to celebrate these moments and make memories outside of work. 

4. Rethink Where Work Happens

Offering alternative work structures allows employees to better manage personal and work commitments. Embracing flexibility, even if only seasonally, demonstrates a commitment to work-life balance and can improve both morale and performance.

If your team has a mix of in-office and remote employees, explore which positions or roles may be eligible for telecommuting or flexible hours to improve their work-life balance. 

Seasonal Tip: The holidays can be a hectic time for everyone, making it a great opportunity to test balance-friendly options like flextime, remote work, or adjusted hours. Not only does this give you a chance to try out different working structures, but also employees will be delighted with more flexibility during the holidays. Talk to your dedicated HR consultant about what to consider with holiday time off policy so you can understand requirements and recommendations.

The holiday season is an ideal time to reset expectations and promote balance. The hustle and bustle of year-end deadlines often lead to longer hours, but the best measure of employee value is their effectiveness, not their hours worked. 

Remember: work-life balance isn’t just a seasonal ideal—it’s a fundamental part of a supportive, productive workplace.Your dedicated HR consultant can help you create a workplace culture that values personal time, celebrates efficiency, and empowers employees. 

Interested in other current employment trends? Click the link to view the recent blog: Effective Collaboration in the Workplace: Best Practices or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice, and there are subtle variations in employment law as it pertains to these topics, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.

ILLINOIS: Labor Laws Update for 2025

Illinois Bans “Captive Audience” Meetings – Effective 1/1/2025

Illinois employers will be prohibited from disciplining or otherwise retaliating against employees for refusing to attend mandatory employer sponsored meetings related to religious and/or political matters. Political matters are defined as matters relating to elections for political office, political parties, legislation, regulation and/or the decision to support a political, civic, community, fraternal or labor organization. Religious matters are defined as those relating to religious affiliation and practice and the decision to join or support any religious organization.  

The Act also prohibits employers from offering incentives or favorable changes in employment conditions to encourage attendance at such meetings.

For more information about this new law, a good summary is available here.

Illinois Adds Two New Protected Classes – Effective 1/1/2025

Illinois adds “family responsibilities” and “reproductive health decisions” to their list of protected classes under the Human Rights Act.

MARYLAND: Employment Law Reminders

Pay Transparency Reminder

Effective in October 2024, job postings for openings in Maryland must include the reasonable minimum to maximum salary range, benefits, and other expected compensation for internal and external job postings. Employers are expected to keep copies of postings for at least three years after the position is filled to demonstrate compliance with this new regulation.

Paid Family Leave Deductions Begin on July 1, 2025

Payroll deductions begin next year for Maryland’s paid family leave program, with benefits available to employees beginning in July 2026. The program is funded by a 0.9% tax on wages earned, with a 50/50 split between employees and the company. The leave is job protected, meaning employers will be required to restore employees to the same job after taking leave. 

FEDERAL: Federal Contractor Round Up – 2024 Updates

For our Federal Contractor clients, 2024 brought a few updates: 

Contractors were expecting the minimum wage for employees performing work on covered contracts to increase on January 1, 2025; however, that increase has been paused by a federal court in advance of the change in administration. It is likely that the current minimum wage of $17.20 will be reversed in early 2025, but until then, we recommend that contractors comply with that minimum wage until it is changed. The tip credit and lower minimum rate for workers with a disability are eliminated currently, but that may change in the new year. 

In September, E-Verify launched E-Verify+ as an option for all users. This is a website upgrade that is currently optional, but we anticipate all users will be migrated to the system within a few years. The end of the year is a great time to review and purge I-9s according to the document retention guidelines and review onboarding procedures to ensure compliance with both I-9 and E-Verify requirements. 

EEO-1 update

Employers holding contracts totaling at least $50,000 and at least 50 employees must file an EEO-1 report annually. The 2023 reporting cycle opened on April 30, 2024, and closed on June 4, 2024. More information can be found at the EEO-1 portal, and Infiniti HR can assist with filing this report. Employers holding a single contract of $150,000 or more and at least 50 employees must file a Vets-4212 report annually. Reports were due on September 30 but can still be filed on the Vets-4212 portal. 

Artificial Intelligence in business decisions: It seems like AI came out of nowhere and is suddenly everywhere. In 2024, several government agencies issued a joint statement on how employers should use (and not use) AI in business decisions. Since contractors are more likely to have their business decisions scrutinized through a government audit, contractors should be aware of and follow this guidance. 

Salary transparency may be forthcoming: In April, the government issued a proposed rule that would prevent federal contractors from considering an applicant’s salary history and require contractors to disclose the pay range for contract-related job postings. This rule is still proposed, so no action is needed at this time, but we recommend ensuring that your company can be in compliance if it is finalized.  

Interested in other current employment trends? Click the link to view the recent blog: Address Job Stress for Healthier Staff and Profits or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice, and there are subtle variations in employment law as it pertains to these topics, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.

DEFINING WORKPLACE COLLABORATION

Workplace collaboration refers to the act of individuals and teams working together toward a common goal or project within an organization. It involves the sharing of ideas, knowledge, and resources to achieve optimal outcomes. Collaboration can take place through various channels, such as in-person meetings, virtual platforms, or collaborative software tools. It promotes teamwork, innovation, and efficiency, leading to enhanced productivity and overall success.

Effective workplace collaboration fosters a culture of open communication, trust, and mutual respect among employees. It encourages the exchange of diverse perspectives, which can result in creative problem-solving and improved decision-making. Collaboration also promotes a sense of ownership and accountability, as individuals work together to achieve shared objectives.

In today’s dynamic and interconnected business landscape, workplace collaboration has become increasingly important. With the rise of remote work and dispersed teams, organizations must find effective ways to facilitate collaboration to ensure successful outcomes and maintain a competitive edge.

KEY METRICS FOR SUCCESS

Measuring the success of workplace collaboration requires the identification and tracking of key metrics. These metrics provide insights into the effectiveness and impact of collaboration efforts. Here are some key metrics to consider:

• Team Performance: Assessing the performance of teams involved in collaborative projects can provide valuable information about the overall success of collaboration. This can be measured through metrics such as project completion rate, meeting deadlines, and achieving project milestones.
• Knowledge Sharing: The extent to which knowledge and information are shared among team members is a crucial metric for measuring collaboration. This can be evaluated by tracking the frequency and quality of knowledge exchanges, the use of collaborative tools and platforms, and the level of participation in collaborative activities.
• Communication Effectiveness: Effective communication is essential for successful collaboration. Monitoring metrics related to communication, such as response time to messages, clarity of communication, and active participation in discussions, can indicate the effectiveness of collaboration efforts.
• Employee Satisfaction: The satisfaction level of employees involved in collaborative projects can serve as a metric for measuring success. Conducting surveys or collecting feedback from team members can help gauge their satisfaction levels and identify areas for improvement.

By tracking these key metrics, organizations can assess the success of workplace collaboration and identify areas for improvement to enhance collaboration efforts and achieve better outcomes.

TOOLS AND TECHNOLOGIES FOR MEASUREMENT

In order to measure the impact and success of workplace collaboration, organizations can leverage various tools and technologies. These tools provide valuable insights and data that can inform decision-making and enable continuous improvement. Here are some commonly used tools and technologies for measuring workplace collaboration:

• Project Management Software: Project management software allows teams to collaborate effectively by providing a centralized platform for task management, communication, and document sharing. It enables tracking of project progress, deadlines, and milestones, providing visibility into team performance.
• Collaboration Platforms: Collaborative platforms, such as Microsoft Teams, Latch, Slack, or Google Workspace, facilitate communication, knowledge sharing, and document collaboration. These platforms offer features like real-time messaging, video conferencing, file sharing, and project management capabilities.
• Surveys and Feedback Tools: Surveys and feedback tools can be used to collect feedback from team members regarding their collaboration experiences. These tools help measure employee satisfaction, identify areas for improvement, and gather insights into the effectiveness of collaboration efforts.
• Data Analytics Tools: Data analytics tools can provide valuable insights into collaboration patterns, trends, and outcomes. By analyzing data related to communication, task completion, and project performance, organizations can identify areas of improvement and make data-driven decisions.

By leveraging these tools and technologies, organizations can effectively measure and evaluate the success of workplace collaboration, identify areas for improvement, and enhance collaboration efforts to achieve better outcomes.

IMPACT ON EMPLOYEE ENGAGEMENT

Workplace collaboration has a significant impact on employee engagement. When employees collaborate effectively, they feel more connected to their work and the organization. Here are some ways in which workplace collaboration can positively impact employee engagement:

• Sense of Belonging: Collaboration fosters a sense of belonging and community among employees. It creates opportunities for individuals to connect with colleagues, form relationships, and build a supportive work environment.
• Skill Development: Collaboration provides employees with opportunities to learn from others, exchange knowledge, and develop new skills. This promotes professional growth and enhances job satisfaction, leading to higher levels of engagement.
• Increased Motivation: Collaborative work environments encourage employees to actively participate and contribute their unique skills and perspectives. This sense of involvement and contribution increases employee motivation and commitment to their work.
• Recognition and Reward: Collaboration often involves recognizing and rewarding team efforts and achievements. This recognition enhances employee morale, satisfaction, and engagement.

By promoting effective workplace collaboration, organizations can boost employee engagement, leading to higher productivity, improved job satisfaction, and reduced turnover rates.

INTRODUCING CLARITY WAVE

Clarity Wave offers a comprehensive solution to help organizations build a unique company culture and enhance employee engagement and motivation. Their automated all-in-one engagement and motivation system is designed to create a collaborative environment that benefits not only the organization as a whole but also each individual within it.

With Clarity Wave, organizations can cultivate a culture of openness, trust, and mutual respect, where employees feel valued, motivated, and connected to their work and colleagues. This, in turn, leads to higher job satisfaction, improved performance, and reduced turnover rates, ultimately contributing to the overall success of the organization.

INTRODUCING KETTLE

Kettle’s innovative hybrid workspace management system software empowers teams to enhance collaboration and decision-making, simplifying meetups for seamless coordination.

Kettle seamlessly integrates booking, communication, self-organization, and visibility into a unified platform. When teams come together face-to-face, they prioritize both the individuals they are meeting with and the objectives they aim to achieve during their time together. Gathering isn’t solely about work; it’s also about fostering collaboration and nurturing connections. With Kettle, teams can effortlessly self-organize, while leaders can implement a customized hybrid strategy tailored to suit the organization’s needs.

INTRODUCING ASSEMBLY

Assembly is a revolutionary all-in-one platform that seamlessly integrates engagement, performance management, productivity, and collaboration tools. With Assembly, you can foster structured high-quality communication, peer-to-peer recognition and enable a flow of information within a company.

Assembly workflows empower HR to cultivate a culture of acknowledgment, conduct valuable surveys, and promote collaboration among their teams. With Assembly, you have the flexibility to effortlessly automate and customize your own workflow or select from a wide range of more than 100 templates to suit your needs.

Work smarter, not harder with Assembly.

Interested in other current employment trends? Click the link to view the recent blog: Effective Leadership: 10 Obstacles to Remove so Employees Succeed or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice, and there are subtle variations in employment law as it pertains to these topics, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.