By Kimberly Kafafian

Did you know there is a systematic way to analyze your employee compensation packages? If not, now is the time to invest in developing a formal pay structure; the right pay structure can make all the difference in the success of your company. A methodically devised pay structure considers more than compensation; it reflects a strategic approach to talent acquisition, motivation and retention – all of which impact success and long-term viability. 

I spent the first 15-years of my HR career designing and calibrating pay structures so they remained market sensitive – meaning that as the marketplace ebbs and flows, so does the cost of labor. In designing a pay framework that aligns with industry standards, job roles, and individual contributions, organizations are better positioned to attract and retain top talent, foster a culture of fairness and transparency, and enhance employee engagement and morale, which in turn boosts productivity, and growth. 

Key Steps for Designing a Pay Structure

Understand Your Goals and Values

The very first step is to identify your overall compensation policy. Do you want to lead or meet the market in terms of compensation? If you want to be a leader who attracts and retains the very best talent to drive the optimal results, you will need to offer a more competitive compensation package. Your answer sets the strategy for your pay structure.

Conduct a Job Analysis

Next, analyze every job role in your organization, noting:

• Responsibilities
• Relation, and importance, to other roles
• Necessary qualifications
• Skills needed to perform the job

Create Job Groups

Now review the culled job role data and group roles into related families, i.e., administrative, technical, creative, management, executive, etc..

Rank Job Roles

After you have created the groups, rank the jobs within each group. You can use a more informal hierarchy approach based on the value/worth of the role compared to other roles in the group, or, you can use a point factor approach that allocates points for the skills, effort, and working conditions for each role.

Do Your Research

To run a successful organization, you need to offer a competitive pay structure if you want to attract and motivate your workers. Research the salaries your competitors are paying for similar job roles. You can purchase salary data and utilize market surveys, as well as gather info from the U.S. Bureau of Labor Statistics.

Create Pay Grades and Salary Ranges. 

Now you are ready to design the actual pay structure. Using the salary data you gathered, create pay grades and salary ranges for each job role. Pay grade refers to the level of compensation for workers in a certain position or similar jobs, while salary range reflects the minimum and maximum pay for an employee. Keep in mind that the typical salary range is 30% to 40%. 

By following the above steps, you will have designed compensation numbers that are more in line with your goals and the competition. While designing a pay structure is an in-depth process, the long and short-term benefits are well worth the investment. Note that your pay structure should be fluid, so regularly review it to make sure it’s still aligned with market trends and employee expectations. 

As HR specialists with a pulse on the market, we can help you effectively design a pay structure to help you attract and retain the talent you need to succeed. Schedule a free consultation.

By Kimberly Kafafian

It’s usually not a matter of if, but rather when, you’ll receive a workplace complaint. In fact, over the last six months, my company has seen a significant uptick in requests to conduct workplace investigations. These investigations are typically prompted by an employee’s concern over the behaviors of others, such as harassment or discrimination. Investigations are also launched by a company due to a violation of company policies or laws, or other action that could affect workplace safety and security. As an unbiased third-party, a trained Monarch employee will review the complaint, and collect evidence and facts to determine if any actions are necessary, including termination. 

While conducting the investigation, we may interview employees and ask them to provide us with documentation such as emails, texts, or statements. We may also review records, logs, surveillance videos, etc. While our scope may be broad, we do not have free rein. Employees have rights, and we must adhere to them as we investigate.

Rights Employees Have During an HR Investigation

A workplace investigation is just that, an investigation. It is not a legal proceeding, so the right to due process does not apply. Although as part of their employment, employees are expected to cooperate with investigations, provide any documents or information requested, and be honest, they do have the following rights:

The Right to Decline to Answer Questions

Employees cannot be compelled to provide answers to questions. They may refuse to answer at any time. But invoking the right to not answer can have consequences. If the employee signed an employment contract that requires them to cooperate and answer questions, the employer can terminate the employee for not cooperating. Additionally, if the investigation is related to a criminal act, the employer can contact law enforcement who may continue the investigation themselves.

The Right to Refuse to Sign Something

Employees do not have to sign anything during a workplace investigation, even if they are asked to do so by their employer or the investigator. For example, the investigator may ask the employee to sign a document acknowledging their participation in the investigation and/or that they agree to cooperate. While the employer can ask them to do so, it cannot compel them to. They are free to refuse.

The Right to Privacy

Employers must respect an employee’s right to privacy. They cannot record phone calls or interviews in violation of state wiretapping laws or search through a cell phone without consent. Typically, some privacy rights are waived by signing an employee contract or handbook, which frequently provide employers access to review work emails, monitor computer usage, and search belongings brought onto the workplace. 

It is important to note that being a part of an investigation is a protected activity. When I conduct an investigation, I always review the following with the person I am speaking with: 

• Retaliation for making a report of misconduct or harassment is forbidden by the company.
• You must immediately advise either me or your human resources department of any perceived retaliation or of further incidents of misconduct or harassment.
• I need to inform you that all types of retaliation are forbidden, including: demoting, transferring, or dismissing you or any employee involved in this investigation.

Conducting a workplace investigation is best left to the professionals who understand the types of actions that can and cannot be taken. If you violate an employee’s rights, you open the organization up to a lawsuit. 

Need assistance with an investigation? Our HR team can help. Call to schedule a consultation.

By Dan Darabaris

As a small business owner, you’re probably used to wearing many hats and juggling various responsibilities – manager, sales, bookkeeper, etc. If you’re handling HR activities as well, you may want to rethink your strategy of doing it all on your own. While it may seem like an unnecessary expense for a small business, having a human resources professional on your team helps to foster growth, ensure compliance, and nurture a positive work environment that can help you attract and retain the right employees to boost productivity and profits. If you are concerned about the cost, hiring a full-time HR pro may not be necessary for a small business. You can outsource all of your HR needs or simply retain a professional on an as-needed project basis. 

Why Small Businesses Need HR Help and How It Can Contribute to Long-Term Success

Talent Acquisition and Retention

Attracting and retaining the right workforce is critical for any business, regardless of its size. HR professionals have the skills to develop recruitment strategies, conduct interviews, and assess candidates to find the right fit for your company’s needs. Plus, they can create comprehensive onboarding processes to bolster employee engagement and satisfaction, increasing the likelihood of retaining those workers long term.

Compliance with Employment Laws

Are you knowledgeable on all the compliance requirements your business must adhere to? Navigating employment laws can be daunting, especially for small business owners who probably don’t have an HR or legal background. HR professionals stay up to date on the ever-evolving labor laws, ensuring that your business remains compliant in areas such as hiring, payroll, employment contracts, workplace safety, fair compensation, and even filing requirements. Having them on your team can minimize costly fines and potential legal actions.

Employee Training, Development, and Performance Management

Investing in the growth and development of your employees is essential for building a successful business. HR professionals can design training programs, devise career development offerings, provide guidance on career advancement opportunities, and oversee performance reviews. By having an HR pro help foster a culture of continuous learning, you can improve employee productivity, engagement, and overall performance.

Employee Relations and Conflict Resolution

No matter how happy your workplace may be, conflicts and disputes may arise. HR professionals are trained to objectively mediate conflicts, address grievances, conduct investigation, and promote effective communication among employees. A neutral HR professional can help you maintain a positive work environment and prevent potential disruptions that could impact your business’s bottom line.

Policy Development and Implementation

Having clear policies and procedures in place is important for ensuring consistency and fairness. HR professionals can develop employee handbooks that outline guidelines for expected behavior, attendance, vacation time, leave policies, personal internet use, performance assessments, consequences for violating policies, and more. They also play a key role in implementing such policies and ensuring that they are effectively communicated to all of your employees.

Benefits Administration and Employee Well-Being

Happy and healthy employees are vital to a business’s success. HR professionals can design and administer employee benefits packages, such as health insurance, retirement plans, and wellness programs. They can also develop well-being initiatives that focus on work-life balance and mental health. 

Although a small business may have limited resources, investing in HR support yields valuable short and long term benefits. By outsourcing HR functions, business owners can spend more time on building their business, trust they are compliant with employment laws, and create a more positive work environment to drive overall organizational success.

The right level of HR engagement is YOUR choice to make.

From on-demand to year-long support, Monarch helps manage your people, reduce your administrative workload, and free up time so you can focus on business success.

Call or email us to arrange a complimentary consult.

By Dan Darabaris

“I only have a few employees, do I really need a handbook?” This is a question we get a lot, and our answer is always an unequivocal yes!

While you are not legally required to have an employee handbook, creating one is good for business, whether you are a large corporation with an extensive workforce or a small business with only a handful of workers. Here are five reasons why.

Why Your Business Should Create an Employee Handbook 

1. Communicates Your Mission, Vision and Values

Everything your company does should be founded on your mission, vision, and values. So, it’s important that your employees understand and embrace them. When you outline why your company exists, what you want to accomplish, and why you do what you do in an employee handbook, your workers have a better grasp on your purpose, making them more inclined to want to be an integral part of your organization.

2. Outlines Policies and Expectations

An employee handbook clearly lets employees know what behavior is and is not OK in the workplace. Think of it as a guide of what is expected and how your workers should conduct themselves. By outlining the policies and procedures employees need to follow, from start times and overtime to personal internet use, along with the repercussions for failing to do so, you can save yourself from headaches and possible legal problems based on miscommunication or misunderstanding. 

3. Streamlines Onboarding

A handbook is also helpful for new hires as it can help them more quickly acclimate to the workplace and settle into their new position. Rather than guess at something or ask management, the employee can simply reference the handbook to find answers to many of their questions.

4. Ensures Consistent Enforcement

When you put your policies and procedures in writing, you are more likely to have uniform and consistent enforcement of them. Having them contained within the employee handbook helps ensure management is following the same roadmap for all workers.

5. Reduces Conflict and Creates a Positive Culture

If you don’t clearly define your policies and procedures and how you will enforce them, there can be miscommunication and inconsistent enforcement. This can lead to actual, or misperceptions of, unfair treatment and/or allegations of discrimination, creating a negative or toxic workplace culture. Codifying everything in your employee handbook can alleviate misunderstandings, help ensure everyone is treated in the same way, and create an environment where employees feel respected, which can enhance productivity.

If you want to create an employee handbook for your company, we’re happy to help. Contact us to learn more.

The right level of HR engagement is YOUR choice to make.

From on-demand to year-long support, Monarch helps manage your people, reduce your administrative workload, and free up time so you can focus on business success.

Call or email us to arrange a complimentary consult.

By Nicole Martin

Spring isn’t just the season to clean out closets or spruce up the yard. It’s also the perfect time to freshen up your resume. You never know when that dream job may open up or a recruiter will call, so it’s important to have your resume ready to go!

5 Resume Spring Cleaning Tips

Update Your Opening

If your resume starts off with an objective, it’s time to toss it and replace it with a summary. This prime resume real estate is your quick sales pitch. In 3-5 sentences, highlight your qualifications, relevant accomplishments, skills, and the value you can bring to the position. Make your summary compelling so that the recruiter wants to read on and find out more about you. You will need to tailor your summary to the position for which you are applying, but this update will give you a head start. If you already have a summary on your resume, add any new achievements or skills you have acquired since the previous draft and delete outdated information.

Showcase Accomplishments

Recruiters love to see accomplishments because they demonstrate exactly how you add value. Go through your previous positions in your work experience section and call attention to each achievement using bullets. Then, think about what you have accomplished to date in your current position.  Did you receive any awards? Streamline a process? Increase sales? Add these accomplishments to your resume, including metrics when possible.

Highlight Current Skills

The right skills are a key selling feature. They not only let recruiters know what you do, they can also help you get past the bots if an organization uses applicant tracking software (ATS). Read through the job descriptions of positions you are interested in, noting the skills required. List the skills that you have, in order of priority based on how they are listed in the descriptions. Then, think about the skills the employer is looking for that you don’t have and consider bolstering your resume by investing in learning them.

Clean Up the Copy

Now take a hard look at the way you have written your resume. Replace any overused business jargon and buzzwords or internal company lingo with clear, plain language that anyone would understand. Of course you will probably need to include industry-specific terms, and those you can keep. I’m talking about removing vague, generic terms that don’t really express your qualifications like people-person, hardworking, buy-in, core competency, ecosystem, dynamic, and synergy. Your copy should focus on action verbs like coordinated, created, developed, established, achieved, improved, increased/decreased, resolved, trained, delivered, etc. The goal is to make your resume readable, relevant, and interesting so that you land an interview.

Freshen Up Your Formatting

Make sure your resume is ATS friendly or you’ll never get past the bots. Choose a clean font like Calibri or Ariel. Try to have a one-inch margin all around for easy reading, and avoid going overboard with bold, italics, and underline; only use them where you really want to call attention to something. Remember that a simply formatted resume is optimal.