Crafting an Effective Inclement Weather Policy for Workplace Preparedness

These days it is important to be prepared for the unexpected, that is why in this edition, we are addressing the topic of Inclement Weather Policies in the workplace. Inclement weather is any severe or harsh weather condition that makes it unsafe or impractical to commute to work, or to be at work. Examples of inclement weather or abnormal climatic conditions include: abnormally heavy rain, snow, cold, high wind, extreme high temperatures, flooding, and more. Recently we have seen extreme flooding in Southern California, lots of snow on the East Coast, below freezing temperatures near the Great Lakes, and tornados across the central states. All regions face their own set of problems when it comes to weather, so it is important to be prepared with a plan of action to keep your employees safe. Having a policy in place prior to a weather situation will help to avoid confusion, allow for consistency, and help answer questions before they arise. See below for our tips on creating an Inclement Weather Policy.

Considerations for Creating an Inclement Weather Policy:

1. Conditions: 

Provide a list of common conditions that make it unsafe to work or travel to work. We suggest following the guidelines of the US Occupational Safety and Health Administration (OSHA), and or State recommendations. Additionally, consider situations that could hinder an employee's ability to perform their role, such as; school closures, power outages, flooding of homes, storm damage to employee properties, and disruptions to local roads and public transportation.

1. Communication: 

The policy should determine the chain of command internally, and how far in advance the company will notify employees of business closures. This policy should also determine if work can be completed from home, or if your business will allow for a late start, or an early end to the day. It is also important to consider what the expectations are from employees should the workplace remain open, but they cannot make it in.

1. Employee Pay: 

Be sure to include information on how your Company will handle compensation if the office is closed, or if there is no ability to work remotely. You will need to decide if the time is paid or unpaid for non-exempt workers. If it is unpaid, can employees use paid time off? For exempt employees they must be paid their salary if they performed work during the week, according to the Fair Labor Standards Act (FLSA). 

In closing, your inclement weather policy should be tailored to suit your industry, working practices, and location. Regardless, preparation is key and there are a lot of things to consider when building out your policy. At Retain we understand the challenges you face building out policies for your business, our team of consultants can provide expertise in building out an Inclement Weather Policy that works for you and your company while also takes into consideration the risks associated including what is dictated by the FLSA, OSHA, and NIOSH to ensure your policy is compliant on a state and federal level.

Relationships in the Workplace: Creating a Company Policy Addressing Nepotism and Romantic Partnerships

While relationships in the workplace may not seem like an issue at first glance, employers are encouraged to evaluate how to address these up front to avoid potential challenges in the future. The reason why creating a company policy is important is because it clarifies and reiterates expectations to ensure fairness and transparency within the organization.

It is ideal and best practice for these policies to require individuals on your team to disclose to HR whether they have a workplace relationship with another team member in case there are implications for your business as well as other employees.

For example, if left unchecked, employees who have an existing relationship with one another may exhibit behaviors such as favoritism, more lenient or hands-off management, or - if there is a fallout in the relationship - perceived or even inappropriate retaliation (e.g., poor performance reviews, etc.).

Some things to consider when crafting your policy include:

• Who will the policy apply to - employees, business partners, vendors, others?

• What types of relationships are considered under this policy?

• How will you define a “relationship”?

• What kind of actions might the company be committed to take to address a confirmed relationship? Is the company prepared to take these actions for everyone fairly across the company?

It is worth noting that there may be one-off scenarios such as when company co-founders happen to be siblings, but most if not all other workplace relationships should follow your company guidelines.

Effective Communication and the Remote Workforce

Effective communication can be a game changer for individuals, teams, and organizations. One of the first questions HR asks of managers when we are brought into performance conversations is what communication (and documentation of said communication) has taken place with the employee prior, related to these issues. And more often than not the communication is lacking. Employees should never be surprised at where they stand in their performance, especially if they are being terminated. Below are some helpful tips on how to improve communication in the remote workforce specifically. 

1. Regular 1:1’s : Schedule regular 1:1’s and get into a consistent cadence with your direct reports. Managers should aim for as much face time as possible and should be gathering information on how feedback is being received by observing body language and facial expressions. While technology is often helpful, managers should avoid communicating solely via Slack and email but instead in person (or calls/zoom if remote). Encourage the use of agendas, so managers can focus on the quality of their meeting, while  having productive conversations.

2. Expectations: During the regular check-in’s ensure that employees understand what is expected of them. Take notes in a shared doc during the call, or use a helpful tool like Asana. Reflect back on past notes, and re-cap expectations at the end of the meeting, or follow-up in an email. If expectations and outlined goals are not being met by the employee, the employee should know as soon as possible with actionable steps they can take to get back on track. 

3. Feedback: Managers should focus on continuously improving the quality of the feedback provided to their team. Ensuring that the feedback is actionable, and that goals are clearly communicated is critical for individual success and growth. Train managers on how to deliver effective feedback and encourage them to do this regularly. We all know negative feedback can be hard to deliver, so providing managers with the right tools can ensure feedback is successfully communicated and delivered. Also, don’t forget to encourage 2-way feedback, ask for feedback on how you are performing as a manager. Use surveys or polls to gather helpful insights into how employees are feeling.

At the end of the day if you are a manager,  your employee should always know where they stand in relation to their performance. There should be notes to refer back to when needed, and an open line of communication that is always open. If you are experiencing issues with an employee's performance, be sure to document and communicate. And again, it should never be a surprise. Let us know if we can help in these efforts as Retain can provide manager training, 1:1 checklists, and coaching for managers who are looking to hone their skills in these areas. 

The Handbook Advantage: HR-Crafted Guides for Organizational Success

In the ever-changing, litigious world of business, having a well-crafted employee handbook is more than just a box to check—it's a strategic imperative. This crucial document serves as a roadmap, providing employees with essential information about company policies, procedures, and expectations. When created by a seasoned HR professional, a handbook becomes a powerful tool for aligning organizational culture, ensuring compliance, and fostering a productive work environment.

First and foremost, a handbook sets clear expectations. It outlines company policies on a wide range of topics, including conduct, dress code, leave policies, and more. This clarity is crucial for maintaining a cohesive and well-functioning workforce. It ensures that all employees have access to the same information, helping to prevent misunderstandings and disputes.

Moreover, a handbook serves as a vital compliance tool. HR professionals are well-versed in the ever-changing landscape of employment laws and regulations. By incorporating legal requirements into the handbook, companies demonstrate their commitment to operating within the bounds of the law. This not only protects the organization from potential legal issues but also instills confidence in employees, knowing that their rights are respected.

A handbook crafted by HR experts also contributes to a positive company culture. It communicates the company's values, expectations, and commitment to creating a respectful and inclusive work environment. This sets the tone for a healthy workplace dynamic, promoting teamwork, respect, and a sense of belonging among employees.

Furthermore, a well-designed handbook can be a valuable resource for conflict resolution. It provides a reference point for addressing employee concerns, disputes, or questions about company policies. This can help streamline the resolution process, ensuring that decisions are consistent and fair.

The importance of having HR create an employee handbook cannot be overstated. It is a cornerstone of effective organizational management, providing employees with essential information and setting the groundwork for a positive company culture. With the expertise of HR, a well-written handbook becomes a powerful tool for aligning policies, ensuring compliance, and fostering a productive and harmonious work environment.

Empowering Employees: A Guide to Achieving Wellness Goals in 2024

Helping employees reach their New Year’s wellness goals requires a combination of support, encouragement, and creating a positive and healthy workplace culture. Here are several ways you can assist your employees in achieving their wellness goals in 2024:

Educational Workshops:

Host workshops or seminars throughout the year on topics such as nutrition, stress management, and exercise. Provide employees with information and tools to make informed choices about their well-being.

Fitness Programs:

Implement on-site fitness programs or partner with local gyms to offer discounted memberships. Encourage employees to incorporate regular physical activity into their routine.

Flexible Work Schedule:

Consider offering flexible work hours or remote work options to help employees better balance work and personal commitments, including time for exercise and self-care.

Healthy Snacks:

Stock the workplace with healthy snacks and beverages. Encourage mindful eating habits by providing nutritious options in common areas.

Wellness Challenges:

Organize wellness challenges, such as step competitions, weight loss challenges, or team-based activities. Create a friendly and supportive environment to foster camaraderie.

Mental Health Support:

Promote mental health awareness and provide resources for stress management, mindfulness, and resilience. Consider offering access to counseling services or Employee Assistance Programs (EAPs).

Flexible Breaks:

Encourage short breaks throughout the day. Provide spaces where employees can take a break, stretch, or engage in relaxation exercises.

Health Screenings:

Arrange for health screenings or wellness check-ups. This can help employees track their progress and identify areas that may need attention.

Leadership Support:

Ensure that leadership actively supports and promotes a culture of wellness. When leaders prioritize and model healthy behaviors, it sets a positive example for the entire organization.

Recognition and Incentives:

Recognize and reward employees who achieve their wellness goals. This could include public acknowledgment, small incentives, or even team-based rewards.

Health Insurance Benefits:

Review and communicate health insurance benefits that support wellness, such as coverage for preventive care, gym memberships, or wellness programs.

Create a Wellness Committee:

Form a wellness committee comprising employees from various departments. This group can help plan and execute wellness initiatives, ensuring diverse perspectives and ideas.

Regular Check-ins:

Schedule regular check-ins or wellness meetings to discuss progress, share success stories, and address any challenges employees may be facing.

Provide Resources:

Offer resources such as articles, videos, and online tools related to health and wellness. Keep employees informed and engaged with relevant information.

Encourage Work-Life Balance:

Promote a healthy work-life balance to prevent burnout. Encourage employees to take their allotted vacation time and discourage excessive overtime.

Remember that the key is to create a supportive environment that empowers employees to prioritize their well-being. By integrating new wellness initiatives into the workplace culture, you can contribute to the overall health and satisfaction of your team.

2024 Federal Reporting Requirements for Beneficial Ownership Information (BOI)

The Corporate Transparency Act (CTA) is a federal law aimed at preventing money laundering that was passed in 2021. Beginning January 1, 2024, all applicable entities will have a limited timeframe to file information with a division of the U.S. Department of the Treasury called the Financial Crimes Enforcement Network (FinCEN).

Read on for a snapshot of key information to know regarding reporting requirements. Employers are strongly advised to consult their tax advisor and/or legal counsel to confirm eligibility and reporting requirements. Further details can be found on the FinCEN website.

1. Who is required to complete the federal reporting requirement for Beneficial Ownership Information (BOI)?

Companies required to report are called “reporting companies.” Your company may be a reporting company and need to report information about its beneficial owners if your company is:

• A corporation, a limited liability company (LLC), or was otherwise created in the United States by filing a document with a secretary of state or any similar office under the law of a state or Indian tribe; or 

• A foreign company and was registered to do business in any U.S. state or Indian tribe by such a filing

Twenty-three types of entities are exempt from the BOI reporting requirements. These entities include publicly traded companies, nonprofits, and certain large operating companies. You can reference FinCEN’s Small Entity Compliance Guide, which includes checklists for each of the 23 exemptions that may help determine whether your company qualifies for an exemption.

2. Who is a beneficial owner of a reporting company?

A beneficial owner is an individual who either directly or indirectly: (1) exercises substantial control over the reporting company, or (2) owns or controls at least 25% of the reporting company’s ownership interests.

An individual can exercise substantial control over a reporting company in four different ways. If the individual falls into any of the categories below, the individual is exercising substantial control:

1. The individual is a senior officer (the company’s president, chief financial officer, general counsel, chief executive office, chief operating officer, or any other officer who performs a similar function)

2. The individual has authority to appoint or remove certain officers or a majority of directors (or similar body) of the reporting company

3. The individual is an important decision-maker for the reporting company

4. The individual has any other form of substantial control over the reporting company as explained further in FinCEN’s Small Entity Compliance Guide

An ownership interest is generally an arrangement that establishes ownership rights in the reporting company. Examples of ownership interests include shares of equity, stock, voting rights, or any other mechanism used to establish ownership.

3. What information must be reported?

In addition to BOI, reporting companies may need to report additional information, however, this depends on when the company was created or registered:

• If a reporting company is created or registered on or after January 1, 2024, the reporting company will need to report information about itself, its beneficial owners, and its company applicants

• If a reporting company was created or registered before January 1, 2024, the reporting company only needs to provide information about itself and its beneficial owners. The reporting company does not need to provide information about its company applicants

4. How do applicable companies file their report?

Reporting companies will have to report beneficial ownership information electronically through FinCEN’s website: www.fincen.gov/boi

5. When is the deadline to file?

Reports will be accepted starting on January 1, 2024:

• If your company was created or registered prior to January 1, 2024, you will have until January 1, 2025 to report BOI

• If your company is created or registered on or after January 1, 2024, you must report BOI within 30 days of notice of creation or registration

Who is Working?! Effective Employee PTO Management During the Holiday Season

The holiday season is a time for celebration, reflection, and spending quality moments with loved ones. For businesses, managing employee Paid Time Off (PTO) during this period can be a delicate balancing act. It's crucial to ensure that employees have the opportunity to recharge and enjoy the festivities, while also maintaining operational continuity. Here are some ways to avoid having everyone on PTO and avoid upsetting an employee who has to work too much.

1. Plan Ahead and Set Clear Expectations

Well in advance of the holiday season, establish a clear PTO policy and communicate it to all employees. Define the process for requesting time off, any blackout dates or restricted periods, and how conflicts will be resolved. Encourage or maybe even require employees to submit their PTO requests early, allowing ample time for managers to review and approve them. Clear communication and proactive planning will help minimize disruptions and ensure that business operations continue smoothly.

2. Implement a Fair Rotational System

Consider implementing a rotational PTO system to distribute time off fairly among employees. This system can help prevent a few employees from monopolizing popular holiday dates, ensuring that everyone has an opportunity to enjoy time with their families. Rotate PTO approval based on factors such as seniority, previous holiday schedules, or team needs. By providing a structured framework, you can maintain equity and reduce potential conflicts. Companies with an unlimited PTO policy may have an even bigger need to look at the distribution given there is not a cap on the days that they can take.

3. Utilize Technology for PTO Tracking

Leverage PTO tracking software or tools to streamline the process of managing employee time off. These systems allow for transparent communication, easy request submission, and real-time visibility into team availability. Additionally, they can help managers identify potential scheduling conflicts and make informed decisions regarding PTO approvals. By harnessing technology, you can enhance efficiency and accuracy in PTO management.

4. Encourage Flexibility and Collaboration

Promote a culture of flexibility within the workplace, especially during the holiday season. Encourage employees to communicate with one another and collaborate on scheduling to accommodate individual preferences and family commitments. Offer options for flexible work arrangements, such as remote work or adjusted hours, whenever possible. This empowers employees to find solutions that meet both their personal and professional needs.

5. Provide Adequate Staffing and Cross-Training

To ensure operational continuity during the holiday season, it's essential to have sufficient staffing levels in place. Cross-train employees to handle various responsibilities within their teams, allowing for seamless transitions when team members are on PTO. This approach ensures that essential tasks are covered, minimizing disruptions to workflow. Additionally, cross-training provides employees with opportunities for skill development and career growth.

Maximizing Your Flex Spending Account: Don't Let Money Go to Waste!

It's almost the end of 2023. And, the end of a calendar year in the HR world means Flex Spending Accounts (FSAs) need to be used. FSAs are a valuable tool for managing healthcare expenses, allowing individuals to set aside pre-tax dollars for qualified medical expenses. However, it's crucial to understand that these funds have a use-it-or-lose-it policy. This means that any money left in your FSA at the end of the year generally doesn't roll over, so it's important to make the most of it before it expires. Let’s explore why it's crucial to utilize your FSA funds before the year ends and how it can benefit both your health and financial well-being.

Understand the "Use-It-or-Lose-It" Rule

One of the most significant aspects of FSAs is the "use-it-or-lose-it" rule. This policy dictates that any funds remaining in your FSA at the end of the plan year generally cannot be carried over into the next year. This means that any unspent money goes back to your employer, essentially leaving you empty-handed.

Avoid Losing Hard-Earned Money

Leaving money on the table is never a wise financial move. By failing to utilize your FSA funds before they expire, you're essentially missing out on money that you've worked hard to set aside. This is money that could have been used to cover essential medical expenses, including doctor visits, prescription medications, dental work, and even over-the-counter items like first aid supplies.

Be Sure to Plan for Upcoming Expenses

By proactively planning and using your FSA funds, you can strategically allocate them to cover upcoming medical expenses. Whether it is scheduling a check-up, purchasing prescription medications, or undergoing a necessary medical procedure, your FSA funds can help ease the financial burden.

Enhance Your Overall Health and Wellness

By using your FSA funds for eligible medical expenses, you're investing in your health and well-being. Regular check-ups, preventive care, and necessary treatments are all essential components of maintaining a healthy lifestyle. By utilizing your FSA, you're ensuring that you have the financial means to prioritize your health.

Explore Eligible Expenses

FSAs cover a wide range of qualified medical expenses, including but not limited to:

• Doctor and specialist visits

• Prescription medications

• Dental and orthodontic expenses

• Vision care, including glasses and contact lenses

• Mental health services and counseling

• Physical therapy and chiropractic care

• Over-the-counter medications

• Medical equipment and supplies

• Sunscreen, online therapy, wearable emergency alert systems, massage tools, light therapy tools, body scanning scales,

Be sure to review your FSA plan documents or consult with your employer's benefits administrator to get a comprehensive list of eligible expenses or check out www.fsastore.com.

So, get spending! By maximizing your FSA funds before the end of the year, you're not only avoiding forfeiting your hard-earned money but also investing in your health and well-being. And, for 2024, start planning what you will need to spend on. Your future self will thank you for it.

Balancing Work, Family, and Mental Health: Strategies for a Joyful Holiday Season

The holiday season is usually a time of joy and celebration, but it can also bring about stress and anxiety, especially when trying to balance work commitments and family obligations. Maintaining good mental health during this busy time is crucial for your overall well-being. Here are five practical strategies to help you navigate the holiday season with grace, and maybe come out of it a little less stressed.

Prioritize Self-Care: Amidst the hustle and bustle, it's easy to neglect self-care. However, taking time for yourself is essential for maintaining good mental health. Set aside moments each day to engage in activities that bring you joy and relaxation, whether it's reading a book, taking a walk, or practicing meditation. Prioritizing self-care not only rejuvenates your mind and body but also empowers you to face the challenges of the season with a clear and positive mindset.

Establish Boundaries: Setting boundaries is crucial in managing the demands of both work and family life during the holidays. Clearly communicate your availability and limitations to colleagues and family members. Allocate specific times for work-related tasks and family activities, ensuring you have dedicated moments for both. By doing so, you create a structured routine that minimizes stress and allows for a balanced approach to your responsibilities.

Delegate and Collaborate: You don't have to do everything on your own. Enlist the help of family members, colleagues, or even professional services to share the load. Delegating tasks at work and home can provide much-needed relief and allow you to focus on the things that truly matter. Whether it's assigning specific responsibilities to family members or collaborating with coworkers on projects, teamwork can be a powerful tool in maintaining your mental health.

Foster Open Communication: Clear and open communication is essential for managing expectations and avoiding misunderstandings. Keep the lines of communication open with your family members and colleagues about your availability, needs, and priorities. This way, in an ideal world, everyone can work together to find solutions that benefit everyone involved. 

Balancing work, family, and mental health during the holidays is a challenge, and although it may seem impossible to walk out of the holidays unscathed, it is also a time where everyone needs well-earned enjoyment and downtime.

Exploring Healthy Alternatives for Company Potlucks: Promoting Wellness in the Workplace during the Holidays

Company potlucks have been a longstanding tradition in many workplaces, particularly as we approach the holiday season. These events not only provide an opportunity for employees to bond and socialize but also serve as a platform for sharing delicious, homemade dishes. While potlucks can be a lot of fun, they often feature an abundance of high-calorie, unhealthy foods. In an era where employee well-being and health are paramount, it's essential to consider healthier alternatives to company potlucks. Instead of waiting until after the New Year to explore healthy alternatives, we decided to get a jump start and think of some creative ways to promote health and wellness during the holidays while maintaining the spirit of the potluck lunch.  

Salad Bar Buffet
Encourage employees to bring fresh and seasonal ingredients for a build-your-own salad bar. This is an excellent way to promote healthy eating while accommodating various dietary preferences. Provide a variety of greens, vegetables, lean proteins, and a selection of dressings to keep things interesting. Examples of seasonal items that could be included in a salad bar may be: roasted root vegetables, spiced pumpkin seeds, pears, kale, or a pomegranate vinaigrette.  

Soup and Salad Day
Consider hosting a "Soup and Salad Day." Employees can bring in different homemade soups and salads to share. It's a warm and comforting option while still being relatively healthy.

Potluck with a Twist
If you'd like to stick with the traditional potluck format, encourage employees to prepare healthier versions of their favorite dishes. Share recipes and tips for reducing calories, sugar, and fats while maintaining the taste. Some examples might include a veggie tray, tomato bruschetta, wild rice pilaf, a roasted turkey breast, or a mini-date snowball and fruit for dessert.

Promoting wellness in the workplace, particularly during the holiday season when unhealthy food options are often the only choice, is vital for employee health, happiness, and productivity. By exploring healthy alternatives to traditional holiday potlucks, you can maintain the sense of community and camaraderie while encouraging employees to make better food choices. And unlike foods high in sugar and sodium, nutritious food will actually give your employees an energy boost. These alternatives provide a fresh perspective on workplace gatherings, ensuring that everyone can enjoy delicious, nutritious options. So, whether it's a salad bar buffet or a healthy alternative to traditional holiday dishes, these ideas are sure to contribute to a healthier and more vibrant workplace culture.