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6 Steps to a productive workforce management strategy

While the world awaits a vaccine, there is every chance the coronavirus outbreak may occur wherever people congregate. Readjusting strategic workforce planning to focus on potential future scenarios and steps towards recovery is crucial to navigating business’ new normal.

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In the face of coronavirus, organizations need to rapidly assess their current situation, implement change, adapt, and enable their workforce to work remotely if they’re going to make it through to the other side of this worldwide crisis. 

Servcorp shares tips on how to readjust organizations’ existing workforce management strategy to reduce the effect of sweeping crises on their business.

Fortunately, planning ahead is something global workspace providers, like Australian industry pioneer Servcorp, can help with, whatever the new normal looks like. Flexible, instantly scalable, plug and play serviced, coworking and virtual office solutions means organisations can not only have space, but also have team support and IT and telephony infrastructure up and running same day, on a month to month basis.

While the world awaits a vaccine, there is every chance the coronavirus outbreak may occur wherever people congregate. Readjusting strategic workforce planning to focus on potential future scenarios and steps towards recovery is crucial to navigating business’ new normal.

Here is Servcorp’s guide to updating and executing organisations’ workforce plan in the time of COVID-19:

1. Rethink and reboot. 

Use recent lockdown and work from home changes as a chance to reflect on what you have learnt and how your organization will react to change in the future. What has evolved in the way your people work, and how can you help them do better? How can you realign your HR and executive teams to focus on the most pressing business priorities now? Can you reconfigure your workforce and workplace to match evolving business needs? Deloitte has put together a useful workbook to help.

2. Focus on safety. 

Commit to workforce safety by refocusing on their physical, mental and financial wellbeing. Questions to ask include:

  • How can you reconfigure the workplace to adapt to the new imperatives on hygiene, social distancing, and ensuring unwell employees stay home?
  • What new technologies can you employ to further this end (e.g. no-touch doors, hand sanitiser, remote logins, desk shields)?
  • How can you foster collaboration amongst remote teams?
  • What can you do to make remote working more inclusive and productive?

3. Functional flexibility. 

With work from home arrangements now looking like the new norm for the foreseeable future, many organizations have had to undertake a crash course in managing their teams remotely, but thankfully it is not all bad news. Work from home arrangements can represent significant savings in office rents – the key is to make sure your people can access the tools they need to get their jobs done well. Coworking spaces can deliver flexibility and access to essential tools when required, without the hefty overhead costs.

4. Lead the way in what you say. 

Organizational cultures suffer as social distancing and remote working disrupt traditional efforts to align teams. Clear, empathetic, supportive and timely communication is imperative to stemming the disconnect. What strategies do you have in place to communicate with your people regularly? How can you foster connection and collaboration between physically distant workers? What policies and procedures guide respectful online interactions? Keeping your people on point is crucial for a triumphant return to the workplace.

5. Find the gaps. 

It’s the perfect time to identify any gaps in your workforce and fully understand the vital skills your business will need in the future to survive. What might happen if specific roles in your organization were suddenly impaired by illness? What contingencies do you have in place to ensure critical operations continue to run smoothly? Could a job mentoring program share key skills across multiple employees?

6. Train for the future of work. 

This report from McKinsey argues that adapting your workforce strategy to post-pandemic ways of working is “crucial to building operating-model resilience.” The pandemic has fast-tracked digital transformation, but it’s more than just remote working or automation – staying resilient during and post-COVID means reskilling or upskilling your people to maximize productivity and deliver new, more agile business models.

If there is one lesson that 2020 is teaching us, it is to expect the unexpected. Do not hesitate. Act immediately to draft a workforce plan that encompasses as many potentialities about what comes next as possible. Doing so is key to future-proofing your business and keeping your people safe to do their best work yet.

Strategies

Crucial electrical safety advice for customers 

Before getting started on outdoor projects, it is important to be aware of the electrical safety hazards you may encounter.

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Spring is about to arrive, and the longer days will inspire business owners to get outdoor projects underway. But before getting started, it is important to be aware of the electrical safety hazards you may encounter.

“Starting on outdoor projects is a great way to welcome the warmer weather, but it’s crucial to be aware of potential electrical hazards at home,” said Tim Frankenberg, fire safety engineer for the St. Louis-based Ameren Corporation. “A little prevention goes a long way in keeping your family safe.”

The St. Louis-based Ameren Corporation recommended four electrical safety hazards to avoid this spring:

Electric equipment near water

Water and electricity don’t mix, so a great rule of thumb is to keep electric equipment at least 10 feet away from wet areas. You should also plug into ground fault circuit interrupters (GFCIs), which are designed to shut off the power as needed to prevent a shock. These are typically found in kitchens, bathrooms, garages and outdoors. It is highly encouraged that GFCIs are tested monthly. 

Underground utilities

You can disrupt utility service, including electric, natural gas and more, and even put your life in danger by failing to have underground utility lines clearly marked before digging. Plan the simple do-it-yourself projects that may seem small, including planting trees or installing a mailbox.

Overhead power lines

Stay clear of power lines and wires when trimming vegetation, raising ladders and performing outdoor home maintenance. Always assess your surroundings while trimming or working in your yard or simply call a certified professional to safely handle the work. Remain at least 10 feet away from any overhead power line near your home. 

Indoor electrical cords and electronics for outdoors

Before plugging into an exterior electrical socket, double-check that your cords, lights or fans are rated for outdoor use. Look for labels on packaging that clearly mark them as suitable for outdoor use. Also, avoid running cords through door or window openings where they can be damaged, and pair them with GFCIs instead. 

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Strategies

How your business can cut costs related to plumbing

Business owners should take proactive measures to identify and fix plumbing leaks heading into the warmer months.

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Business owners should take proactive measures to identify and fix plumbing leaks heading into the warmer months.

“Warmer temperatures are headed our way as spring begins to take hold,” Levi Torres of High 5 Plumbing, Heating, Cooling & Electric said. “Pretty soon, air conditioners will stay on a little longer and energy bills will begin to rise. One of the best ways to offset those costs is to check your plumbing for any leaks that could be increasing water usage.”

According to the EPA, people wastes nearly 10,000 gallons of water every year due to unknown leaks in the home, offices, et cetera. In addition, 10% of establishments waste 90 gallons or more per day.

To help your business cut costs related to plumbing, the experts at High 5 recommend the following tips to help recognize plumbing leaks:

  • Check the flapper in the toilet periodically to ensure it isn’t old or worn out. This can cause the toilet to silently leak thousands of gallons of water a year or cause it to flush on its own. Replacing the flapper can be an easy, cost-effective way to prevent toilet leaks.
  • Inspect the washers and gaskets on your faucets. Old washers can be a primary culprit for leaky faucets, causing a home to waste more than 3,000 gallons per year.
  • Check the showerhead for frequent dripping after usage. A showerhead that drips 10 times per minute can waste over 500 gallons per year. Simply tightening the connection or replacing the showerhead can be a cheap option to prevent leaks.

“While some simple leaks can be prevented by replacing small parts, it’s always important to call a licensed plumber if you suspect you have major leaks inside your home,” said Torres. “Leaks behind a wall or with a water heater can be much more complicated and need professional attention. If left untreated, they can cause thousands of dollars worth of damage. Never leave a leak left untreated.”

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Strategies

‘Ugh, not that song!’ Background music impacts employees

When background music at a workplace is out of sync with what workers need to do their jobs, it can affect their energy, mood – and even performance.

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Have you ever gone to a store or a restaurant where the music was so annoying that you walked right out? Now imagine what it must be like for the employees.

In a study, researchers found that when background music at a workplace is out of sync with what workers need to do their jobs, it can affect their energy, mood – and even performance.

“Music that doesn’t fit what an employee needs to feel energized, manage emotions, and focus on task can have a real negative impact,” said Kathleen Keeler, co-lead author of the study and assistant professor of management and human resources at The Ohio State University’s Fisher College of Business. “We found that a music misfit can lead employees to feel more fatigued, have trouble focusing, and not really enjoy being at work. And that in turns prompts them to engage in behaviors that can harm the organization.”

The problem is worse for people who have difficulty screening out background noise from their environment, the study found.

It is an understudied issue, Keeler said.  About 13.5 million people work in occupations where background music is common. But the music is often chosen with only customers in mind.

“It is a mistake for managers to assume that music doesn’t affect employees,” Keeler said.

The study was published online in the Journal of Applied Psychology.

Study in focus

The researchers conducted two studies. One study involved 166 full-time workers who participated online. Before they began, participants rated how much they needed four features of music: volume, speed, complexity and emotional intensity. The participants then listened to one of two playlists while they conducted a creativity task.

One playlist was upbeat, happy pop music with moderate complexity. The other was slower, more somber music played at a lower volume.

After completing the task, participants rated how much the music they heard fit their needs for volume, speed, complexity and emotional intensity.

Results in focus

The findings showed participants experienced a negative impact if the characteristics of the playlist they listened to was out of sync with what they said they needed. Those who had a music misfit showed a decrease in pleasant feelings and emotions and also more cognitive depletion – a feeling of mental exhaustion, Keeler said.

The problem was particularly acute for people referred to as non-screeners. “Stimulus screening” is the ability to focus on one sensory input at a time. Non-screeners have difficulty doing that and – in this case – were unable to ignore the music in the background while they concentrated on their task.

“The bad effects of music misfit are worse for those who are non-screeners,” Keeler said. “They have difficulty blocking out the music and so they feel less positive emotion and feel more depleted after listening to the music that was out of sync with what they needed.”

The second study was a real-world sample of 68 workers in health care offices, retail stores and dining halls where background music was a feature of their everyday work life. Participants completed three email surveys every day for three weeks about their musical needs, the music they heard, their moods, cognitive depletion and various actions at work.

The findings confirmed results of the first study and added another wrinkle: Music misfit had an impact on job performance.  Participants were more likely to act in ways that hurt the company – and less likely to do positive things – on days when they felt out of sync with the music they heard.

Music affects actions

Negative actions could include working more slowly, talking negatively about the workplace with other employees, and pilfering office supplies. Positive actions included helping a fellow worker on a project that was outside their direct responsibilities.

“It can affect the bottom line of companies if their employees are not being productive because they are being drained and distracted by the music they hear all day,” Keeler said. “Their performance suffers.”

The results suggest that employers need to take into consideration the musical wants and needs of their employees.

“Employers should try to strike a balance between making sure their music appeals to both customers and employees, because this is not a trivial matter,” Keeler said.  “If their employees aren’t happy, that is not going to be good for the business.”

Employers can also ensure there are places in the workplace where employees can escape the music during their breaks. In addition, they could invest in earbuds using smart technology that allows wearers to hear conversations from customers while screening out some background noises, including music.

And while this was not a focus of this study, the results also suggest that workers may be happier and more productive if they are allowed to listen to their own music when appropriate.

Let them listen to their music

“I know some managers are reluctant to allow employees to listen to their own music, but our research suggests that there are a lot of benefits, including productivity, engagement and well-being,” she said.

Harshad Puranik of the University of Illinois-Chicago was co-lead author.  Other co-authors were Yue Wang of the University of Illinois-Chicago, and Jingfeng Yin of The Hong Kong, Polytechnic University.

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