Weather Warning!

We have some severe weather warnings forecast for this week across different parts of the country and it is always best to be prepared. But there are some things that as a business we should have in place already:

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  1. Ensure you have an adverse weather policy in place. Implementing a policy gives you an opportunity to show how you will be dealing with major disruptions, in advance of them actually happening, giving you the time to think about how to act when things take a turn for the worse outside. Employees also understand their responsibilities and what they are required to do when the weather is affecting work and can even start to think of alternative ways into work.
  2. It is worth checking that your employment contracts compliment and add value to this policy. The last thing you want is to contradict making it difficult to take decisive actions.
  3. Consider how you will deal with absences caused by weather disruption, to pay or not must also be defined in your policy. Remember you are not obliged to pay for this, it can be classed as unpaid leave.
  4. When considering payments, think how this will reflect upon your culture and attitude towards staff and is this the best approach to take? You may already have practices in place which make it possible for staff to continue fulfilling their responsibilities even though they may not be in work. Think whether any disgruntled employees will get your reaction into the public domain
  5. Consider alternatives which may be available for your staff with their working arrangements; taking holiday instead, working from home, working different hours, making up the hours over the forthcoming weeks are all suitable alternatives to people losing money which they may not be able to afford
  6. Always think through closing your establishment. Closing the workplace where people are willing to come to work will mean that you will need to pay them for the time during which the workplace is closed.
  7. Recognise the effort people put in to attend work. How can you make this time enjoyable?
  8. Consider your Health and Safety obligations as well as your duty of care and welfare to those employed. The workplace needs to be safe as far as is reasonably practical so consider those working outside or near the cold – if the conditions get worse you may need to consider how your staff will get home

Please do not hesitate to call one of our HR Consultants on 07989 343361 or email us on info@temehr.co.uk and we will be happy to talk through with you any of the above areas. Most of all keep warm and enjoy it when you can!

Coping with sports events in the workplace

England have secured their place on the continued journey in the World Cup. Exciting times? Or is it when you have to manage things at work? We also have Wimbledon starting next week for all those tennis fans all of which may impact on how to keep employees motivated to still come into work and be productive when they do!

People are passionate about different sports and certainly which team they want to win so think about whether your business has the ability to be open to different ways of working so that it is not unduly affected by these growing sporting events. Options to consider are:

  • Allow employees to listen to matches on the radio or online
  • Provide TVs
  • Consider how to accommodate followers and those not interested in break out areas of work – not everyone wants to hear the cheers and boos!
  • Let people watch on television or the internet during breaks, after work or in the background.
  • Consider whether drinking will be allowed in the workplace for games watched outside of normal working hours, or whether doing so may cause more problems than it’s worth.
  • Different break times to suit different nationalities to enable them to watch their home country.
  • Split shifts with the break taken at work with the facilities of TV etc available

Things to think about in relation to the above are:

  • Make sure you have valid licences in place for TVs
  • That risk assessments are carried out beforehand to identify any health and safety issues.
  • Consider whether some people will use inappropriate or unguarded comments about another team’s nationality or characteristics of its players, which may be offensive and/or lead to allegations of discrimination.
  • A good opportunity to remind employees of the relevant policies in place that relate to conduct within and outside the workplace, and of the potential consequences of failing to comply (for example, World Cup privileges being withdrawn and/or disciplinary action being taken). If your policy provides limited personal use on the internet or social media, remind employees that personal use must be limited and any parameters of personal use that you impose

It is always good to learn from each event as well. What things went well? Did we achieve the attendance at work we were expecting? If not why? Were there reasons for this? As knowing these answers not only gives you great information for reviewing policies and procedures but the way you handle the next sporting event of the year!

Finally, there is potentially one date in the not too distant future which you may wish to put in your diaries, Monday 16th July 2018. If the unthinkable happens and England actually win a penalty shoot-out and go all the way to the final, then this would kick off at 4:00pm on Sunday 15th July 2018. If England somehow managedto win the World Cup then you can probably expect record levels of absence on 16th July 2018!

If you need any guidance or support in any of the issues this may raise please do not hesitate to give one of our Consultants a call on 07989 343361 or visit our website www.temehr.co.uk for more details and other ways to stay in touch.

Your GDPR checklist

It is finally here, in just 9 days we will all be GDPR compliant won’t we?!

We are sure everyone is working towards the new data protection principles incorporated into the new Regulations. The main basis of the change is to move us all into the 21stCentury in relation to how we store and process data in view that most of this nowadays is on line, our marketing has increased, and more organisations have our data.

General Data Protection Regulation (GDPR) Word CloudWe have previously provided our Top Ten to prepare for 25th May and the below checklist can be read in conjunction with this or independently. Below is your final checklist to ensure you have the key areas in place:

  1. A publicly accessible Privacy notice usually in place where you collect data from employees explaining to them what you are collecting and why and then what you are doing with the data.
  2. You can do one privacy notice for all employees, this ensures it is separate to the contract and gives you room to explain all the details which are gathered and how they are processed.
  3. Check application forms, medical questionnaires, Next of Kin are they up-to-date, were they gathered for a legitimate purpose, are there any sensitive data held on there that needs to be stored correctly
  4. A Data Protection Policy reflecting the new General Data Protection Regulations and communicating this to your employees
  5. Carry out an audit of your current files and keep only the information you need about the individual for the continuing purposes of their employment.
  6. Request from third parties who process your employees’ data, for their privacy notices to ensure they are compliant with GDPR requirements and you are fully aware of what they are doing with this as processers of the data.
  7. Register with the ICO if you are processing personal data, all information for this is on the ICO website in easy to follow format.
  8. You have created awareness amongst those individuals who process data as to what they are doing with the data and why
  9. Make sure your technical security is up-to-date. Speak to your IT providers for how they have complied with the new regulations and that any data you either hold or pass on is secure.

Good luck !

If you need any further advice on the HR related impact of the GDPR please contact one of our HR Consultants on 07989 343361 or email us and we can call you back info@temehr.co.uk .

When do I give my employees a contract?

contract of employment

You may be surprised to hear that you don’t actually need to provide a full contract of employment in writing but you do have to provide certain information in writing within 2 months of the employee commencing employment with you.  If you don’t, there is a risk of a legal claim against you.

You are legally obliged to provide the following in writing:-

  • Name of employer and employee.
  • Date employment and continuous employment started.
  • Job location.
  • Pay and whether it’s weekly, monthly etc.
  • Working hours.
  • Holiday entitlement.
  • Job description / job title.
  • Details of any collective agreement that directly affect the employee’s conditions of employment

The following information may be provided in other documents such as staff handbooks:

  • sick leave and pay entitlement
  • pensions and pension schemes
  • disciplinary and grievance procedures
  • appeals procedure under the disciplinary and grievance procedures

Remember a contact of employment still exists from when you verbally make that offer. The full contract of employment does not have to be written down, or signed, to still exist between you and your employee.  It is formed regardless. What you provide for the individual, your day to day dealings, your decisions, what you provide for your employees, employment practices, all set your contract.  And then it may be difficult to change.  So, whatever you start, make sure you are happy for it to be your permanent contractually terms regardless of whether it’s written down or not.  Ideally, you should think this through from the outset and set all your desired working practices and offerings in the form of written policies and procedures so that all parties know what to expect (Employee Handbook).  But at a minimum, you must provide at least the basic minimal legal requirements as listed above.

If you want to talk about your requirements through with us please ring our team of HR Consultants who will be happy to talk through these and other elements of the employment contract on 07989 343361 or email us on info@temehr.co.uk

Employing someone for the first time?

Well done! You are experiencing high demands for your products or service and in a position to employ someone for the first time means it’s a great achievement.

EMPLOYMENT

EMPLOYMENT

There are some things that we forget to consider though when first faced with this decision. First, consider whether it’s a permanent requirement, seasonal or temporary, or even part-time.  Think about what their continued employment is reliant upon and with the very best of foresight that the requirement is going to continue.

You will also need to think about any practical elements of becoming an employer, think about the requirements of the job you’re creating, what will you be paying them, and how to get candidates and select someone who is right for the role.

You will also need to provide them with a written contract of employment, carry out some background checks, inform the HMRC, and decide how you are going to pay them.  And don’t forget your employers’ liability insurance and swotting up on all those employment rights!

 

Checklist when starting a new employee:

√    Employers liability insurance in place

√   Paying individuals monthly or weekly

√   Permanent or temporary contract?

√   What benefits will they have – how do you want to be perceived to the new employee – what will make them want to work for you

√   Confirmation in writing of the terms and conditions of employment, a legal requirement

√   Informing HMRC that you employee

√   Check Right to Work documentation in line with the Asylum & Immigration Act

If you need to talk through any of the above elements, our qualified consultants at Teme HR can help, please call for an informal chat on how we can help on 07989 343361 or email us at info@temehr.co.uk .

Are you GDPR Ready?

World Business BackgroundWe have all heard about the new Regulations which will be effective from 25th May 2018 but are you ready for this latest piece of legislation which amends the Data Protection Act? Teme HR Consultancy have put together the top 10 things to think about with this new piece of legislation

  1. Ensure all personal data is kept securely and you have processes in place which will ensure this security. Any breach of security in that the personal data becomes known to those outside of the organisation is what could lead to fines being issued, which, as stated by the Regulations is up to 4% of your turnover
  2. Assess all procedures of processing personal data so that you are fully aware of who will come into contact with personal data. You need to be transparent as to who will be handling the data so that the data subject is aware who will see their data
  3. Gain complete understanding and buy in from all senior leadership teams so that they are fully aware of the new Regulations, leading from the top is the best way to help ensure compliance and full understanding
  4. Assess why you need any personal data you hold; do you have a legitimate business reason for holding this data? If not assess whether you have consent from the individual
  5. Review all places you hold data, hard copy files, electronic databases, spreadsheets of information, emails where you have passed data to someone else within the company or even outside, is this data secure, has it gone outside of the business, does the data subject know their data could be sent to these people?
  6. Are your privacy notices up to date, do they reflect the changes in regulations? These may need addressing to ensure they comply with the new Regulations
  7. How do your suppliers process personal data, what have they in place. Additional requirements are being introduced when using data service providers outside of Europe, and your suppliers should be aware of these changes by now.
  8. Have you considered IP addresses as personal data? This could be part of the Regulations, ensure you are fully aware of IP addresses as well as any other online applications and how they are stored and accessed
  9. Do you have CCTV, have you the right policies in place to ensure you are monitoring with consent?
  10. The key question is – do I really need this data!

So, are you GDPR ready? If you need any further advice on the above or want to ensure your business is ready for the new Regulations but need some help or advice, or an audit on your current situation, please do not hesitate to call one of our HR Consultants on 07989 343361 or email us on info@temehr.co.uk and we will be happy to talk through with you.