Archive for category: Blog

INFINITI HR is happy to provide Monthly State Labor Law Updates as a service to our subscribers. These briefs provide a general description and are not meant to be all-inclusive of compliance requirements. This list is not inclusive of all legislative changes for employers across the U.S. Changes may have been addressed in previous updates, which can be accessed from our blog.

Employers are encouraged to work with their Inspiring HR Consultant before making policy changes to capture the full requirements of these laws.

CALIFORNIA

California Workplace Violence Prevention Plan Resources – Effective July 1, 2024

As of July 1, 2024, most California employers will be required to have a Workplace Violence Prevention Plan in place. Employers who are exempt from this requirement are as follows:

• Worksites of 10 or fewer employees and that are not accessible to the public.
• Workers who are working from their location of choice that is not controlled by their employer, such as a home office.
• Healthcare employers, which already have Workplace Violence Prevention Cal/OSHA requirements in place.

MASSACHUSETTS

Massachusetts Paid Family & Medical Leave Updates Notices and Poster – Effective January 1, 2024

The Massachusetts Family and Medical Leave (MA PFML) has released an updated workplace poster, which reflects the 2024 contributions and benefit increases. The poster must be displayed in a location where all employees can easily access it.

MA PFML now allows employees to “top off” their partial wage replacement with company provides paid leave. As a result, the MA PFML updated the required employee notice to include information regarding the usage of other available paid leaves, such as PTO, vacation, and/or sick leave. The required notice also includes detailed information regarding MA PFML usage, wage replacement, and contributions.

Employers must display the updated poster in the workplace where all employees have access to it. Employers must also provide the applicable required notice to each employee upon hire and upon request.

FEDERAL

Exempt Minimum Salary Threshold – Changes begin July 1, 2024

The U.S. Department of Labor released its final rule on overtime protections that will increase the salary thresholds required to exempt a salaried bona fide executive, high-level administrative, or professional employee from federal overtime pay requirements. There are already legal challenges to the increase; however, it is recommended that employers prepare for the increase to take effect while monitoring for updates.  

Currently, there are two minimum salary levels:

1. $684 a week ($35,568 annually) for the Executive, High-Level Administrative, and Professional (EAP) exemption
2. $107,432 for the Highly Compensated Exemption (HCE).

Effective July 1, 2024, the EAP minimum will be $844 a week ($43,888 annually). The HCE minimum will be $132,964 annually.

Effective January 1, 2025, the EAP minimum will be $1,128 a week ($58,656 annually). The HCE minimum will be $151,164.

If the rule is not altered after litigation, the minimum salary levels would automatically update every three years based on earnings data, starting on July 1, 2027.

PLEASE NOTE: State and Local exempt salary levels may already be higher than the above Federal amounts.

The minimum salary is only 1 of 3 requirements for an employee to qualify for an EAP exemption:

1. be salaried, meaning that they are paid a fixed amount that is generally not subject to reduction (the “salary basis test“);
2. be paid at least a specific salary amount (the “salary level test”, described above); and
3. primarily perform executive, high-level administrative, or professional duties, (the “duties test“).

Nothing in the new Rule changes the salary basis test or the duties test.

Employers are encouraged to audit exempt employees’ positions to ensure they are meeting the duties test. For those that qualify earning less than $58,656, either their salaries will need to be increased to continue to qualify for the exempt status, or affected employees will need to be changed to a non-exempt status, begin recording their hours of work, and be eligible for overtime when working over 40 hours in a workweek.

Non-Compete Ban – Effective September, 2024

The Federal Trade Commission (FTC) has adopted a comprehensive ban on non-competes effective in September 2024. Under the new ban, nearly all new non-compete agreements will be banned, and many existing non-compete clauses or agreements will be void.

The new rule prohibits employers from asking employees to sign new non-compete agreements, and will require employers to notify current and former employees who have signed non-competes that they are no longer bound by such agreements, except for “senior executives.” The FTC defines the term “senior executive” as workers earning more than $151,164 annually who are in a “policy-making position.”

Under the new rule, employers can continue to ask employees to sign confidentiality agreements protecting company trade secrets, proprietary information, and client lists.

Unless successfully legally challenged, this rule is anticipated to go into effect on September 4, 2024.

 

Interested in other current employment trends? Click the link to view the recent blog: Workplace Discrimination, Harassment, and Bullying Explained 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

 

There’s nothing more worrisome than conflict in the workplace! In the wild world of small business HR, every day brings a new adventure in terms of workplace dynamics. Supportive HR management can help find preventative policies, peaceful resolutions, and positive solutions.

Let’s explore some real-life examples of HR disasters and stories of workplace madness. We’ll offer insights into what went wrong and share what HR strategies could’ve made it all go differently. It takes a little bit of collaboration, emotional intelligence, decision-making, and effective communication – and perhaps some HR expertise – to make it happen.

 

Fake Identity 

Imagine a scenario where an employee receives a text message from his manager looking for help. Or so he thought! The manager’s message said she was stuck in a meeting and needed him to purchase five $200 digital gift cards for a client. The message said she would pay him back within 24 hours. The employee tried to be helpful and assist his boss. Sadly, he used his personal funds to purchase and send the gift cards as instructed.

What Went Wrong: The employee did not stop to check with his manager to confirm the messages were from her. With no policy in place for purchase requests like this, the employee thought he was helping his boss and following her instructions.

What Could’ve Gone Differently: Instead of spiraling into chaos, a proactive approach is needed! Cyber security training and a comprehensive handbook could have empowered employees to identify and thwart such threats, safeguarding both their finances and the company’s reputation. Proper policies for purchase requests also make it easy to flag scams.

 

Repulsive Revenge

One employee’s impulsive act of anger left everyone suffering. After hours, this employee dumped a bottle of stinky blue cheese dressing all over a coworker’s desk space. The next morning was an upsetting discovery for everyone in the workplace. Not only was the evidence visible (and smellable) to everyone but the angry employee recorded it all on video to show off her revenge.

What Went Wrong: Clearly, there was not enough of a focus on employee culture that could have revealed underlying tensions. Without interventions to prevent such destructive behavior, angry employees create their own (often messy) outlets to express their frustration.

What Could’ve Gone Differently: Get a pulse on your employee culture BEFORE a workplace madness situation arises. A culture engagement survey gives insight into your workplace culture and how employees are feeling. One-on-one meetings with employees offer team members to share how they’re doing, vocalize concerns, and brainstorm solutions.

 

The Demotion Dilemma:

A successful employee received a promotion to a new role as manager. But after a few weeks, it was clear he was struggling with some parts of the role. Enough so that leadership was considering a demotion as the entire team was growing increasingly frustrated.

What Went Wrong: While the employee was fantastic in his previous role, he lacked the right skills required for the work that came with his promotion. Without helping the team level up their skills, an organization can’t expect top performers to move up and take on more responsibility successfully.

What Could’ve Gone Differently: Instead of resorting to punitive measures, reframing the situation and offering a tailored role that aligns with the employee’s strengths could have preserved morale and productivity, demonstrating a commitment to employee growth and retention. “Your dedicated HR Consultant can assist you in finding positive solutions to challenges.”

So how can HR professionals avoid these workplace failures and help your team reach their full potential?

• Customized Solutions: Recognize that no two employees or situations are identical. A tailored approach is needed to address workplace challenges effectively.
• Proactive Collaboration: Foster a culture of open communication and collaboration to prevent conflicts and mitigate potential risks.
• Emotional Intelligence: Approach difficult conversations with empathy and composure, focusing on constructive solutions.
• Continuous Improvement: Embrace a mindset of ongoing learning and development. Take feedback to heart for positive change and enhanced employee performance.
• Change the Narrative: Shift from reactive responses to proactive strategies, reframing challenges as opportunities for growth and improvement.

These are merely a few of many, many stories of workplace madness! Every person in an HR department has stories to share. These can serve as powerful reminders of the pivotal role HR consultation plays in forming supportive infrastructure and shaping an organization’s culture. Many HR best practices, especially in small businesses, come from experience. Prioritize collaboration, emotional intelligence, and effective communication for smooth sailing. Your business can navigate challenges with resilience and grace to transform crises into catalysts for positive change and long-term success.

 

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

Have you heard rumblings your employees may be feeling frustrated? You may hear things through the grapevine and notice less engaged employees, or even more turnover than usual. We know navigating these murky waters can be unsettling (and downright confusing!), but our most significant advice is to take your employee’s feelings into consideration and to ask, not assume.

You trust your employees to get their jobs done, so trust them to provide you with their perspective on how things are going. Before you initiate this candid conversation, here are a few things to keep in mind:

• Exit stage left: your assumption era.
• Enter stage right: your listening era.
• On deck: your communication era.

You’ve heard the age-old advice to listen to understand, not to respond. We’re here to help you do that and move into your new era.

So, how does it work and what are employee engagement surveys? What’s the difference between employee satisfaction and employee engagement surveys?

From strategy to execution, we are your right-hand partner with many HR services that will provide you with key findings and recommendations for growth.

HERE ARE THE TWO MOST IMPORTANT ELEMENTS WE LOOK AT DURING A SURVEY PROJECT:

1. Ask questions you want honest answers to. Really. If you’re unable to make changes or your company isn’t in the mindset to focus on a particular topic, then now is not the time to seek employee perspectives about those things. And that’s okay.
2. After the survey is completed, communicate. Let your staff know what you heard and how you’ll  address their concerns and help them grow.

Now that we’ve laid the groundwork, here’s a question to get you thinking even harder about your employee engagement survey strategy. If an A+ employee was walking out the door, what would you ask them?

THIS IS THE STARTING POINT FOR YOUR EMPLOYEE ENGAGEMENT SURVEY.

Here are six simple prompts that can be answered via a rating system, which gives you real data to measure. Open-ended questions are always helpful for context, so ensure a good mix of rating and open-ended questions. Here are five prompts and one open-ended question to help you get started:

1. I would recommend this company as a great place to work.
2. I know what to do to be successful in my role.
3. I am given timely, specific, and actionable feedback.
4. I am comfortable being my authentic self here.
5. The leaders here keep me informed about what’s going on.
6. What two changes would you make if you could wave a magic wand?

What is the goal? A more engaged culture and employees who feel seen, heard, and valued. When you create this culture, your employees will tell you exactly what they need to achieve your desired results

The intent is to use this as an opportunity for regular cadence of future employee experience surveys, tracking your progress on culture goals.

Building the culture you want will take time. This requires all involved parties to effectively collaborate and advance this work together with mutual understanding and commitment to growth and development, knowing that this will require tough conversations and endurance.

Interested in other current employment trends? Click the link to view the recent blog: Building a Strong HR Foundation: A Must-Watch Interview or check back for more on human resources, payroll, insurance, and benefits.

We believe in empowering small businesses with the knowledge and tools to simplify human resources. We’re here to un-complicate the complicated and help small business owners improve their business performance and bottom lines.

Recently, the RVA Small Business Show invited our partner at Inspiring HR, Mindy Flanigan, to share her insight and expertise on why a strong HR foundation is critical for small businesses.

Why You Should Watch

In just 16 minutes, you can learn how a solid HR infrastructure can help your small business and improve employee experience. Mindy’s warm and approachable style makes even complex HR topics feel like a friendly conversation.

Watch the video interview to learn more about the impact and importance of HR, especially as you navigate:

• Legal Compliance and Risk Management: Key regulations and labor laws that impact your small business, from hiring practices to workplace safety.
• Workplace Culture: Fostering a positive and inclusive workplace culture starts with HR, including team building, communication strategies, and employee engagement. Employees who feel valued and engaged are motivated to perform at their best. This helps boost retention rates and foster a positive work environment for all.
• Recruiting: Finding the right person for the right role is critical for a business to thrive. With remote work, it’s hard to be competitive across the country and align with different regulations that vary from state to state.
• Conflict Resolution: A strong HR foundation can help address some of the inevitable workplace conflicts before they escalate.

Watch Now

Ready for some HR wisdom? You can watch the RVA Small Business Show’s featured interview with Mindy.

Key Takeaways 

A strong HR infrastructure depends on three key components:

• Clear policies and procedures are behind a strong HR foundation. An employee handbook is never done.
• Effective communication is critical to building trust and fostering a culture of collaboration.
• Training and development plans can not only improve productivity and talent but it also helps employees feel more engaged, helping with retention.

Even if your small business doesn’t have an in-house HR professional, you still have HR needs! Fractional HR can be a solution with a dedicated HR consultant who understands your brand, your values, and your company culture without the cost of hiring an HR professional. They can help you build your HR foundation and be your HR thought leadership partner.

Interested in other current employment trends? Click the link to view the recent blog: Empowering Your Team: Four Steps to Upskilling and Reskilling for Small Businesses or check back for more on human resources, payroll, insurance, and benefits.

Since 2020 with the global pandemic forcing us to stay home, many office jobs turned remote. Fast forward to today when many of us are trying to predict the future of work. Will work-from-home (WFH) become the new permanent norm or will the push to return to the workplace prevail?

How should small businesses approach remote work in 2024? 

The answer isn’t as straightforward as we may hope not only is each small business unique but because every employee is different as well. While a one-size approach does not fit all, three areas of focus will be the key to successful remote work for your organization:

• Flexibility
• Trust
• Communication

We’ve put together tips for each one, along with other important considerations so you can successfully lean into the world of remote work.

Embracing Flexibility

Remote work is not a uniform concept that applies universally. It can vary across industries, job roles, and individual preferences. So, what does that mean for your small business? Think about the unique needs of your team members and create an inclusive, supportive work environment. What works for your team may not work for another organization, and acknowledging this helps you avoid the one-size-fits-all approach. Tailor your remote work policies to your company’s specific needs to help foster both job satisfaction and productivity.

Trusting Employees 

Remote work thrives on trust. Treat your employees as responsible adults who can manage their time and deliver results. Empower them with the autonomy to structure their workday in a way that suits their lifestyle without impacting productivity. In return, you’ll likely see not only a boost in productivity but also in morale, retention, and commitment to the company.

Fostering Effective Communication

Clear communication is the backbone of successful remote work. Leverage various communication tools to keep your team connected, whether through video calls, messaging platforms, or regular check-ins. This helps prevent confusion about what is allowed and what is expected. Remember effective communication is kind, clear, and consistent. Regular communication with your team will help foster a sense of belonging and bridge the virtual gap.

While the three areas above are certainly the key to a successful remote work policy, there are other factors to consider. Follow these:

Best HR Practices for WFH Policies and Procedures 

Talk to a Subject Matter Expert: Some companies (like us!) have always been 100% remote and know a thing or two about how remote work can be scaled, sustained, and profitable. Talking to consultants with experience can help you avoid common mistakes and be successful with a remote work model.

Enhancing Cybersecurity Measures: As the remote workforce becomes increasingly prevalent, cybersecurity has never been more important. Including cybersecurity addendums in your company handbook and implementing cybersecurity training ensures employees are aware of the necessary precautions to protect sensitive information.

Hiring the Right People: During the hiring process, look for candidates with self-discipline, autonomy, and effective communication skills. These qualities are crucial for thriving in a remote work setting. Tailor your recruiting and interview processes to assess potential hires for these traits. Try these proven HR strategiesto recruit and hire the right people in the right roles.

Remember, not everyone is suited to working remotely. While one candidate may seek a WFH job to balance certain aspects of life, another may thrive in a hybrid set-up or prefer interpersonal opportunities that come from being in the office full-time. Make sure to communicate the qualities you need from your new hire and ask what they need from their new role.

Incorporating In-Person Factors: While remote work offers flexibility, in-person interactions remain invaluable. Periodic team-building events, workshops, or retreats can strengthen working relationships and create a sense of camaraderie. A balance between remote and in-person helps contribute to a well-rounded work experience.

Leveraging Resources: Make the most of available resources to support your remote workforce. From virtual collaboration tools to online training programs, invest in technologies and products that make remote work seamless. The right resources can enhance productivity and ensure your team has the tools needed to excel.

Rethinking the 40-Hour Workweek: The traditional 40-hour workweek may not be the most effective model in our increasingly remote world. A results-oriented approach that focuses on productivity rather than hours worked helps promote a healthy work-life balance. Empower your team to work smarter, not longer.

In a world shaped by the COVID-19 pandemic, remote work has become more than a trend; it’s a fundamental shift in how we work. Research shows remote work statistics before and after COVID highlight its significant impact on work environments globally. As we navigate the future, staying informed about remote work trends and statistics is essential.

In our experience with small businesses, these are the more common questions we continue to get about remote work:

• • Is remote work dropping? Remote work is here to stay, but it continues to evolve. The future may involve hybrid models that blend remote and in-person elements. As the landscape continually changes, small businesses must adapt to attract and retain strong talent.
  • How has the shift to remote work impacted work-life balance? Many report improved work-life balance, with the flexibility to manage personal and professional commitments. Many job seekers consider remote options to be a priority when searching for a new role.
  • Does working from home/remotely save companies money? Remote work can lead to cost savings in office space, utilities, and other overhead expenses. According to some research, there is a savings of up to $11,000 per employee for small businesses that switch to working remotely.
  • What are the advantages of employing remote workers? Benefits include access to a broader talent pool, increased job satisfaction, and enhanced productivity.
  • How do I get my employees to not goof off during the workday? Hiring the right people is your first step. Set your expectations of communication and accountability up-front, and stick to it. This will also require that your management and communication style be adapted to leading remote workers. Some helpful ways to make sure remote work works for your team:
    • Consistent and organized one-on-ones or check-ins
    • Organizing how the company tracks work and where it is stored
    • Clear processes and procedures in place
    • A culture where employees feel free to collaborate and support each other

• What if someone does not seem suited to a remote role? It happens sometimes that a person isn’t thriving in their position. If your employee is not meeting goals or taking appropriate responsibility while working remotely, take a proactive approach. Start by troubleshooting with them to identify what WFH challenges they encounter. Consider if they’re in the right seat or better suited for a different role. You may have the right system in place for them to succeed but they are still struggling. Before you determine they are not a fit, remember consistent coaching, documented counseling, and corrective action are always important steps to support the decision.

Interested in other current employment trends? Click the link to view the recent blog: Beat the Winter Workplace Blues: Tips for Small Businesses or check back for more on human resources, payroll, insurance, and benefits.