Work-Life Balance

Women Entrepreneurs – Managing Work/Life Balance

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Sara Blakely, founder of Spanx, is a billionaire businesswoman and was named one of Time magazine’s 100 most influential people in the world. As a female entrepreneur whose lingerie invention created a multi-million dollar business, she understand the challenges many women face at work. It wasn’t until her health became affected, as well as her ability to think clearly, that she realized she needed a better home-work balance. Sara was quoted in a recent article done by the Balance Project: “I just layered the full-time job of being a mom on top of another full-time job at Spanx and then wondered why I was so exhausted. I started to notice changes in my health and couldn’t think as clearly. I feel like this happens to a lot of women. We just assume we will figure it out. There is no manual, and no way to truly prepare.”

Sound familiar? Obviously, you don’t need to be the founder of a multi-million dollar business to feel the strain of work-life balance, it happens to all of us who have a job and a life outside of work (or would like to have one.)

 

You aren’t alone in the work-life balance struggle!

Women-owned businesses have increased 114% in the US over the last 20 years and despite the talk about equality, women still do far more work at home than men. There is a lot of pressure placed on female entrepreneurs which can affect their performance in the workplace. As Sara Blakely said, eventually the strain began to affect her health. To fix these stressors in any woman’s life, they must be ready to restructure their day-to-day tasks and strive for the right attitude while allowing for flexibility. In today’s blog, we’ll give you a few things to implement to help you achieve a better balance in your very busy life.

How do you find that work-life balance everyone is looking for?

We’ve done our research and have found the 7 most proven tips and techniques to help you achieve a more comfortable balance between work and home/life.

1 – Give yourself a break!

We all do it – we look at other women, especially those who make it look easy…and feel like we are failing in comparison. Stop doing that! Any time you compare yourself, whether it be positively or negatively, it will hamper your growth and stunt your self-confidence. Instead, focus on your goals and on the things you, yourself excel at; it will help you achieve more.

2 – Learn to say no.

If it helps to put a magnet on your fridge that says: “Stop me before I volunteer again”, do it! It is easy, especially as a mother and wife, to accept tasks out of guilt or a sense of obligation. Evaluate your priorities at home and at work and look at what is on your “to do” list. Before you commit to anything, (like becoming the PTA chair) take a hard look at what you are agreeing to do. If the activity doesn’t benefit you and your business, or if it will cause you more stress than you really want in your life – say no. Accept the tasks that bring your joy and are meaningful to you – and only if you honestly have time for them.

3 – Schedule your time.

Look at your current schedule and identify what is working and what is not. If Ms. Talks-a-Lot from the store next door is taking valuable time out of your schedule, figure out a way to limit your exposure to her. Look at timewasters, like social media. Are you getting sucked into those Face Book rabbit holes? Set a timer and allow yourself a specific amount of time for each activity. Delegate the tasks that can be given to someone else and try to schedule like-tasks together.

4 – Accept help.

We know you can do most of your tasks better than anyone else. For instance, have you re-loaded the dishwasher after your significant other did it “wrong?” Part of accepting help is accepting the fact that the task may not be done the same way you do it, or to your specifications. However, the end result is the same: the dishes got clean, even if those spoons were put in the wrong container or if the glasses weren’t stacked according to how you put them away.

5 – Get Real.

You may not achieve that perfect life-balance…but you can get close to it with less stress. Accept the fact that some things will be late, that you may not be able to complete some tasks, or that some things will not go as planned. Try to keep in mind that flexibility is key.

6 – Have Healthy Habits.

It’s already stressful, trying to juggle all things work and life related; make sure you are taking care of your health too!

  • Set a regular bedtime schedule and stick with it (it’s so important to get the rest you need.)
  • Exercise regularly, rather it’s a walk at lunch or an elliptical zoom call. Makes sure you schedule your exercise routine into your schedule.
  • Eat well. Are you eating empty calories that cause the sugar crash right around 2pm? Instead, grab a healthy alternative and be mindful of the food you are consuming.
  • Don’t forget mental health. Employing a work or life-coach can make a major difference in your balance. Counselors and psychiatrists can help you understand if what you are dealing with is “normal” and give you tips on how to have and create a better balance.

7- Learn to Delegate.

Sure, it sounds easy, but delegating is one of the hardest things to do for women entrepreneurs. Why? The truth is, you are an entrepreneur because you CAN do it better! It’s difficult to give those tasks away, but it will help you in the long run. Start small, assigning tasks to individuals at work and at home, then start to look for more opportunities to take jobs off of your own plate. Hire help for specific tasks rather it be a driver to pick up your kids each day, or a housekeeper to cook and/or clean.

 

Achieving the perfect work-life balance takes…work! The most successful women entrepreneurs will tell you it’s a constant “work in progress.” It is worth it in the long run, so keep trying!

 

For additional information and ideas on how to achieve and maintain the perfect life-work balance, please contact us at the Small Business Development Center – SBDC – Serving Paris area: Lamar, Hunt, Hopkins, Delta, and Red River counties.

Team Building

Teambuilding for Small Business

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Check out our free online Teambuilding class!

What is teambuilding?

Teambuilding is a collective process often based around doing various activities or collaborating on tasks to enhance social relations and define roles within a team. The goal of teambuilding is to better interpersonal relationships as this, above all, helps improve productivity and overall satisfaction with one another and the jobs they do.

Early research on teambuilding came about in the nineteen-twenties. Known as the Hawthorne Studies, this experimental managerial strategy focused on the socio-psychological aspect of human behavior in organizations. What they discovered is “people ” as later publications claimed. Until this time, workers were treated more like machines. Having the opportunity to speak freely about one’s job helped them to see eye to eye with supervisors and fellow workers. This created a highly productive environment, well beyond monetary incentives.

 

Why is teambuilding in a small business important?

Of all organizational activities, studies show team development to be the most effective strategy for improving organizational performance.

Jack and Marsha owned a small business with eighteen employees. Marsha prided herself as being tough as nails, someone to be respected and feared. To make small personal gains, staff kowtowed to Marsha, and she intern pitted them against each other favoring the few who met her demands.

Jack felt developing respect, a positive attitude, and keys to improving the business came by allowing employees stewardship over their jobs. With staff making decisions on how to perform tasks in their own unique way, a sense of ownership developed and for a while it helped the business grow.

At weekly staff meetings, the conflict in management styles grew apparent when employees began to complain that the monetary incentives controlled by Marsha were unfair. To remedy the conflict, Jack relied on anecdotal stories and motivation exercises to engage the staff.

Marsha despised the meetings and argued with Jack over allowing the “underlings” to have a say in how the business should operate. Like children caught between divorcing parents the work environment eventually fractured.

In Jack and Marsha’s business, the closest exercise to a teambuilding experience was the weekly cleaning day where all were expected to oversee individual tasks until the work was done. Of course, this was Jack’s idea, Marsh claimed, because he was too cheap to pay someone to clean.

 

Other than the business owner’s names, the story is true and an example of what often happens with conflicting management styles.  Had this company created a teambuilding experience where the management and staff worked together and helped the business grow, the company may have survived.

 

What makes teambuilding successful?

Crucial elements for effective teambuilding require the following:

  • Management to show a personal interest in each person’s achievement.
  • The manager takes pride in achievements made by the team.
  • Leaders should work together with the team to develop stewardship or responsible management while letting them set their own conditions of work.
  • Managers should faithfully report achievements made (acknowledgement).
  • Each team member needs to develop a sense of pride in their own achievements and find satisfaction through outsiders showing interest in their work.
  • The team should not feel pressured to make changes.
  • Should any changes be made, the team should be consulted first.
  • Successful teams develop confidence and a shared honesty.

 

How do I start teambuilding?

Team Building starts with setting goals with emphasis on clear objectives. Set both team and individual goals together with defining factors for success or failure. Utilize incremental tests or use charting to track progress along the way.

Clarify duties and roles: Defining roles among the team reduces ambiguity. It also creates a sense of independence and value as goals are reached. Had Marsha and Jack decided who was in charge and then each fulfilled their roles without cross-communication, they might have saved their business.

Identify problems: In the development of openness and confidence problem solving is necessary.

Communicate: Giving and receiving support builds up the team and lessens interpersonal conflicts. Use the team leader or a facilitator to guide the conversation and develop mutual trust and openness.

 

I only have 1 or 2 employees; how can I team build?

Anything a small business can do to boost morale and create a sense of inclusiveness is good for overall team strengthening. Here are some ideas for teambuilding with a smaller team:

  • Do a collaboration activity that requires each person to add or enhance the work of another.
  • Practice resolving an ongoing company issue or puzzlement by utilizing problem-solving skills as a team.
  • Get to know each other with something as simple as telling “campfire” stories. This can help break down barriers and build trust and confidence.
  • Do an in-office trivia game that relies on observance of fellow employees to meet correct answers.

The internet is full of suggestions for teambuilding events. To stave off eyerolls and racing for the exits, choose things of interest that are fun.

 

Want more ideas on how to build cohesive teams?

We have a fantastic series going on RIGHT NOW called The Building Blocks of Cohesive Teams.  It’s not to late to attend this FREE online course and there are still several sessions left to attend!  Click the link above to register.

 

For additional information and ideas on how to team build in your small business, or for fresh, new ideas to help your team bond, please contact us at the Small Business Development Center – SBDC – Serving Paris area:  Lamar, Hunt, Hopkins, Delta, and Red River counties.

Catch or Release? (Part 2) How to Fire an Employee

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It may surprise you to learn that in 2020 and also in 2021, the most searched topic on Google, for small businesses in the state of Texas, was “How to fire an employee.” Sounds a little crazy, with the US unemployment rate peaking at 14.7 in April of 2020. Luckily the unemployment rate has dropped significantly, but the search results in Google still point toward small businesses, having trouble with employees.

We’ve had several blogs on how to find and hire great employees and on how to keep them. Let’s now talk about that uncomfortable subject:

 

How to fire an employee:

Texas is an “employment at will” state, which means employees can be terminated for any lawful reason. (Unless, of course, there is an employment agreement that has guaranteed employment for a specified period of time.) However, just because you, as a small business owner are entitled to hire and fire at will—it doesn’t mean you should. If you need to fire an employee, you need to make certain you have a lawful reason, and you need have documentation of that reason, to make certain you aren’t dragged into litigation.

 

Litigation is expensive, and ultimately winning your case can be both expensive and frustrating. In this blog, we’ll talk about the best way to handle employee terminations, while minimizing the risk to you and your business.

 

1st thing to remember:

Never fire an employee in the heat of the moment.

We get it, Les is late…again. In fact, he’s never, ever been on time and he likes to leave his shift early – asking other co-workers to clock out for him. You, the employer, after covering the first hour of Les’s shift (and missing your daughter’s recital) have had enough. Time for Les to go! But wait! Even when Les wanders in, an hour late…again…and says “Wassup Dude?” don’t lose your cool!

Instead, take a deep breath, formulate a plan, and follow the steps we’ve compiled. We’ve pulled the best information for you from the Harvard Business Review, several local employment attorneys and the Texas Workforce Commission.

 

Step 1:

Give a warning to the employee:

It’s time for Les to go. But first, you need to plan to let him go the correct and legal way. The first step in Les’s termination is to let him know he’s doing something wrong.

  • Put his/her bad behavior in writing: Sit down with Les and have the discussion about his tardiness, and how it is unacceptable.
  • Tell the employee about the consequences: “Les, if you are late again, or if you ask Betty to clock out for you again, you will be fired.”
  • Document everything: Keep a copy of Les’s written warning. Document the day and time of your conversation.

 

Step 2:

Give the employee time to improve:

Maybe Les didn’t understand that being late was unacceptable and he immediately stops the behavior.  It can sometimes happen. Allow some time for improvement. Put a time-limit on when he is expected to improve. It’s okay to say: “Les, you are only going to get one more warning, and then we’re going to have to let you go.”

 

Step 3:

Decide when to fire the employee:

The timing of the employee termination needs to be individualized to the small business. Determine when the best time would be for you and the employees who are still working. If Monday is the best time, do it early so you can encourage them to seek other employment. If Fridays will be the less disruptive time to the staff or your business, do it then.

 

Step 4:

What to say when firing an employee:

You’ve done your homework, given warnings and have given plenty of time for improvement and you still need to fire the employee.  What do you say?

  • Get right to the point: You need to let them know they are being fired FOR CAUSE. “Les, today is your last day. You are being dismissed for cause, and it is time for you to find work elsewhere.”
  • Tell them when they will be leaving: “You will gather the things from your locker and leave the building when we are finished here.”
  • Tell them what to expect: “Your final check will be mailed to you in 2 business days.” Or – here is your final check.

 

Step 5:

Ask for a legal release:

  • Let the employee know of any benefits or severance: Some employers find it beneficial to offer a severance package. For instance, you can offer them a week’s worth of wages, if they will agree to sign a full release of all claims.
    • Keep in mind if the employee is over 40 (a protected class) you must comply with the Older Workers Benefit Protection Act, which requires you, the employer, to give the employee at least 21 days to consider the claims release and to consult with an attorney (at their own expense). They may also sign the release, but you still need to give them 7 days to revoke the release after it’s signed.

 

Step 6:

Make sure they leave the building immediately:

You don’t need to kick the employee out, or hover over them while they clean out their desk, but you do need to let them know they are expected to leave immediately. If they don’t leave, you’ll need to escort them out. Remain respectful and don’t intimidate them with threats.

Turn off their IT access!

Don’t forget to turn off their access to your business computers, terminals and other areas where they might be able to log in.

 

Step 7:

Reassign the employee’s tasks immediately:

This should be part of your Step 1, when planning to terminate the employee. Have someone ready to step into that employee’s position or be ready to assign the employees tasks to someone else. You can also divide up the employee’s tasks, if necessary.

 

What do I do if the employee files a claim for unemployment benefits?

This often happens, and there really is not a lot you can do about it. As a small business owner, you pay unemployment taxes and even if you try to fight it claim, the likelihood that they will receive benefits anyway is high. You want to be careful not to say anything out of line, or you may open yourself to a lawsuit. Instead, experts suggest you comply with requests from the State Work Commission. This may include proof of written warnings and an explanation of why the employee was fired.

 

Can I fire someone without a warning?

You can fire an employee in cases of gross misconduct.

The official definition in Section 201.012 of the Texas Labor Code is as follows: “‘Misconduct’ means mismanagement of a position of employment by action or inaction, neglect that jeopardizes the life or property of another, intentional wrongdoing or malfeasance, intentional violation of a law, or violation of a policy or rule adopted to ensure the orderly work and the safety of employees”, but “does not include an act in response to an unconscionable act of an employer or superior.”

Some examples of gross misconduct:

  • Theft
  • Vandalism
  • Illegal use of drugs or alcohol at work
  • Fraud
  • Sexual harassment or assault
  • Fighting or violent threats while at work
  • Intentionally causing harm
  • Health or safety breaches

 

Make sure you don’t fire an employee for unlawful reasons. Some of those include age, religion, race, color, gender, sexual orientation, marital status or disabilities.

 

 

For additional information on how to fire an employee or on the best practices for termination in your small business, please contact us at the Small Business Development Center – SBDC – Serving Paris area:  Lamar, Hunt, Hopkins, Delta, and Red River counties.

Catch or Release? How to Keep Great Employees

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Aunt Lucy, queen of the knitted unicorns (and other massive stuffed animals) hired the very best salesperson: Shawn Sellars.  Shawn was perfect for the job! In his first two weeks, he upsold 80% of his customers, decreased shipping times and was generally, quite pleasant to work with. Everyone loved Shawn!  Things were going perfectly, until week 4, when Shawn quit!

 

Why do people quit their jobs?

You might wonder why Shawn quit after 4 short weeks, especially since he seemed to like the job, the customers, and Aunt Lucy. We asked Shawn: Was it money? Was it the hours? The answer Shawn gave, may surprise you – in fact; MIT Sloan Management Review discovered the main reason individuals like Shawn were quitting their jobs in record numbers:

Toxic work environment:

Apparently, Aunt Lucy’s favorite nephew wouldn’t let Shawn take his breaks, took credit for half of Shawn’s sales and continually berated Shawn in front of other employees and customers.

In fact, employees who feel like their work environment is toxic are 10.4 times more likely to quit a job, even if their pay is higher than what they would get working in the same industry.

 

How do I keep good employees?

You’ve finally found and hired that dream employee! Now how do you keep them? In this example, if Aunt Lucy wants to keep Shawn, she needs to:

  • Clean up the toxic work environment: It may take some investigation, but if you talk to enough people (customers included) you’ll find the areas causing employees to flee.
    • Be open to the idea that YOU may be causing the toxic work environment. Do you yell or criticize more than praise? Are you creating a happy and safe workplace? Are you allowing your nephew to terrorize the workers?
  • Create Job Security: As we mentioned in our last blog, employees are fearful of losing their jobs. Train your employees well and create an environment of job security.
  • Recognize Accomplishments: Another reason individuals are leaving their jobs is because they don’t feel appreciated. Recognize performance and create a reward system. It doesn’t need to cost a lot of money, just be certain to recognize a job well done (and recognize it often).
  • Stay Innovative: Businesses with high levels of innovation keep their employees longer. It may be time to consider that new Point of Sale system, automated shipping or new barcode system for inventory.

 

How to keep employees in a high turn-over industry?

If you own a small business that is part of the hospitality industry, or food services, you probably feel like you are bleeding employees. It is tough, but so are you!  You can make your small business thrive, and here are some ideas how to keep your employees, even if you are in a high turnover industry:

  • Own it: Embrace the fact that your business may be one of those that inherently has a high turnover rate. It doesn’t mean you give up, embrace the “crazy” and create a plan for it.
    • Paragus, a tech company with high turnover began to refer to departures as graduations and celebrated them with farewell parties. They redesigned their business model to significantly reduce the impact of turnover for their clients to ensure they could still provide the same amount of support. They did this by creating teams so that if one person left, the other team members could step in and even train the next new hire.
  • Get new employees off to a good start: Proper orientation can help alleviate some of the uncertainty new employees experience. Appropriate training will also help eliminate the frustrations that cause many new-hires to reconsider their job acceptance.
    • Don’t skimp on how to interact with customers. Customer service training is important, especially in this day and age when tempers seem to be short and complaints are frequent.
  • Reconsider shift schedules: Be fair when assigning shifts and take into consideration individual needs.
  • Give workers authority: Let your employees take the lead on the things they do well and back them up when they make a decision; especially in front of a customer.
  • Offer bonding opportunities: Employees love to work with friends and associates who make them feel like part of a team. Consider team building, out of office get-togethers and other opportunities to bond.

 

It doesn’t matter if you have 1 or 100 employees, implementing a few ideas or changes to make your company a great place to work, will attract new employees and you’ll keep the great workers you have.

 

For additional information regarding how you can keep the good employees that you’ve hired, or on how to attract quality workers in any business, please contact us at the Small Business Development Center – SBDC – Serving Paris area:  Lamar, Hunt, Hopkins, Delta, and Red River counties.

The Labor Shortage – How to Hire New People

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A very popular gourmet hamburger chain in Texas reported that pre-pandemic, they would receive well over 100 applicants, every time they posted a job opening. Now however, they tell us their applicants are in the single digits. Are you experiencing the same type of labor shortage, or lack of applicants?

It seems crazy; unemployment is high, but the number of people applying for jobs (at least in our area) is low.  More than a third of Americans without jobs are still long-term unemployed, and federal benefits for these workers, from the pandemic, ended in September 2021. It’s difficult for that to make sense.

 

Why aren’t people going back to work?

Some experts tell us the main reason people are not returning to work has to do primarily, with fear. The Corona virus variants have potential employees worried about their health. Another fear is getting laid off again, similar to when the country shut down. And finally, individuals are skittish about leaving  the job they currently have to pursue new opportunities; creating a scenario where less people are applying for new job positions.

Other reasons companies aren’t finding applicants stem from worker burn-out. CNN Business News reported that worker burnout is on the rise, hitting women and people of color the hardest. Of the working women CNN surveyed, 41% said they had been working significantly more hours than before the start of the pandemic. The employees in the service industry and those deemed “essential workers” have been making up for worker shortages, while trying to maintain the home-life responsibilities. The overall feeling of constant work, without any downtime, is causing worker burn-out.

We understand some of the reasons people aren’t returning to work, but how does a small business overcome those reasons and attract good employees?

 

How to hire during labor shortage:

The good news is individuals ARE returning to work and you, the small business owner, are more than ready to hire. Here are some ideas for attracting new talent:

  • Recognize the underlying fear(s) of potential employees. Talk about the issues and address them. Perhaps you could advertise a guaranteed amount of hours.
  • Partner with the local schools like Paris Junior College: Offer internships or training to students who are interested in a career in your field of business.
  • Double check job responsibilities: Is your current staff doing too much unproductive work? Automating some of your systems may help alleviate some of the overtime or long hours for your current employees. Perhaps a shift in responsibilities or change in job description would help. Maybe you think you need another salesperson, but what you really need is a better system for inventory.
  • Offer flexible schedules.
  • Offer benefits or employee perks.
  • Consider short-term contract employees, or employees from a temp-agency. You may find your perfect employee and ultimately hire them permanently.
  • Be open to different personalities: Business owners may get into a habit of hiring the same types of people. Be open to hiring the introvert, the single dad, the goth-girl, or someone on the spectrum…they may surprise you.

 

How do I attract employees in the service industry?

If you are in a service industry, you’ve been hit hard by the labor shortage. Part of that is due to the fact that many individuals left the service industry for good, in favor of more job stability. Here are some good ideas to overcome the shortage, and to attract potential employment candidates:

  • Get creative in your job posting and recruiting: Is your place of business a fun place to work? Make your job posting playful, reflecting your positive environment.
  • Offer something your competitors aren’t offering. Maybe offer a free meal before or after their shift. A sign-on bonus or a higher starting salary.
  • Incentivize your current staff: Offer a cash bonus for referring a friend.
  • Address those fears again, especially for the potential employee who lost their job during the pandemic. Maybe offer a bonus for staying for 6 months.
    • You might also advertise the ways you have adapted your small business, to make sure you retain your employees if there is another shutdown. (Perhaps you are now offering delivery or curb-side pick-up.)

More good news:

The Bureau of Labor Statistics is forecasting that total employment in the U.S. economy will grow during 2022, eclipsing the previous decade  (2012 – 2022) by 10.8%. That’s good news for small businesses looking to hire!

 

For additional information regarding hiring shortages or on how to attract quality labor in the service industry, or in any business, please contact us at the Small Business Development Center – SBDC – Serving Paris area:  Lamar, Hunt, Hopkins, Delta, and Red River counties.

Manufacturing and ISO Standards

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Manufacturing and ISO Standards

Paris, Texas is not only known as a shipping point for commodities: cotton, grain, and livestock; Paris does a fair amount of manufacturing.  Neighboring counties in the PJC area, also have cities with Type A sales tax intended for manufacturing and industrial development.   If you are a small business with an industry class in manufacturing, you need to understand ISO Standards and what they mean to you as a business owner.

What are ISO standards?

ISO is the International Standard of Organization; or (formally) it stands for the International Organization for Standardization.  In the 1920’s, several country representatives got together and said: “Hey, we want to make sure our products are safe around the world.” The International Federation of the National Standardizing Association (ISA) was formed by representatives from various national standards organizations who helped set standards worldwide for technical, industrial, and commercial manufacturing. The name was later changed to ISO after WWII and when the United Nations agreed to join forces to create an international standard. Their goal(s) are simple: creating a check-and-balance system for safe products. For instance, if you were transferred to the UK for your job, and needed a car seat for your child, you want to know the car seat you buy is just as safe as one purchased in the United States. If something is ISO certified, you can be sure the manufacturing standard is the same as in the US.

Are ISO standards just for manufacturing?

ISO standards can be used for much more than manufacturing. Think of ISO standards as a recipe, or formula, for the best way to do something. Rather you are manufacturing a product, providing a service, managing a process, or supplying materials, ISO standards can help you work more efficiently. ISO standards hold the wisdom of individuals who have experience and expertise in your business. Here are a few types of ISO standards:

  • Quality Management Standards: Help you work more efficiently,
  • Food Safety Standards: Keeps food from becoming contaminated, or unsafe.
  • Energy Management: Shows you how to conserve energy.
  • Environmental Management Standards: Keeps your environment safe, reduces waste and helps to be more sustainable.
  • Health and Safety Standards: Helps reduce injuries and keeps the workplace safe.
  • IT Standards: Helps keep private or sensitive information secure.

 

What are some ISO standards I should know about?

The best-known ISO standard is called ISO 9000. It’s actually a series of quality management and quality assurance standards that can help small business maintain an efficient quality system of business. The ISO 9000 series is adaptable to any size business and can be applied across all types of businesses. Here is a quick run-down of some of the most popular ISO standards that might help you when running a small business:

  • ISO/IEC 27000: Information Security Management
  • ISO 45000: Occupational Health and Safety Management (in the US it is managed by OSHA)
  • ISO 14001: Environmental Standards and Management
  • ISO/TS 16949: Auto Industry Standards
  • ISO 22000: Food Safety Management
  • ISO 50001: Energy Standards and Management
  • ISO 13485: Medical Equipment
  • ISO 31000: Risk Management

 

Why would I want to use ISO Standards?

Using ISO standards in your business can benefit you in several ways. First, you can learn the best practices, before bad habits develop. Second, being ISO certified helps your customers know that your products and services are equivalent to the high standards, set by the ISO governing body. In short, it makes you and your business more reputable and more appealing; customers know they can trust in you and in your product, service or supply.

 

How do I learn more about ISO Standards?

ISO standards are designed for easy implementation. There are many resources online to help you navigate the ISO standards world. Of course, we at the Paris SBDC can help steer you in the right direction. Contact us today!

 

 

For additional resources on ISO standards and how they apply to manufacturing or to your specific business, please contact us at the Small Business Development Center – SBDC – Serving Paris area:  Lamar, Hunt, Hopkins, Delta, and Red River counties.

 

Human Resource Guidelines for Small Business

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How is Human Resource Management (HRM) different in a small business -vs- a bigger business?

The fundamental goal of the Human Resources (HR) position in a company of any size is similar if not the same; strive to meet daily goals with company employees to build a successful future. While the goals may be the same, implementing them in small companies that average 1-5 employees differs from a larger business.

Managing HR in a small business is generally impacted by budgetary constraints. Simply put, a smaller company usually does not have the financial means for the HR position to cover only one task.  More often, one HR person is required to wear many hats and perform other duties such as payroll management, bookkeeping, benefits administration, staff recruitment as well as organization development and planning for growth. As a small business owner searching for an ideal candidate to fill an HR position, the ability for the new hire to multi-task, becomes paramount.

 

Advantages of Human Resources (HR) for Small Business:

In some respects, HR for a small business can be an advantage when it comes to compliance. Mandatory laws and restrictions required for larger businesses are often not imposed on smaller companies. On the other hand, a smaller company may not be able to offer competitive benefits and salaries found at a larger business. However, allowing for casual dress days and other activities with little or no cost, can mean that self-expression can be attractive for prospective employees. It may even mean happier, longer-term employees with less turn-over…especially after discovering “Cindy” likes to wear her bright- green, flannel pajama top every third Friday.

 

HR Responsibilities in a Larger Company:

In a larger company, the head of the HR generally directs all aspect of the department including:

  • Recruiting employment candidates including market analysis, consulting stakeholders, and managing budgets.
  • Hiring the right employees, conducting interviews and overseeing completion of the proper paperwork.
  • Process payroll, deducting the proper taxes, overseeing bonuses, raises, expenses and reimbursables.
  • Conducting disciplinary actions; investigating complaints, tardiness, truancy, suspensions, and firings. In some cases, recommending counseling and deciding if an employee is right for the company.
  • Updating company policies, implementing them, and informing employees of all changes.
  • Maintaining employee records. Often HR is responsible for safeguarding personal information including emergency contacts and other details that require professionalism and discretion.
  • Conducting benefit analysis; Attracting the top talent can require research into what the competition offers, and then compare it to what your company can offer. Like a fluffy pet romping pen in the workplace–because let’s face it, a happy, fluffy pet can make for a happier employee.

 

What HR guidelines are impacted by employee size?

According to the Texas workforce commission The following are compliance guidelines for businesses according to size:

  • 1 or more employees:
    • Protect against racial discrimination
    • Protect benefit rights of retirement income and security
    • Minimum wage/overtime pay
    • Occupational hazard and safety standards (OSHA)
    • New hire reporting within 20 days

 

  • Any private sector employer:
    • Texas payday law
    • Reporting minimum wage
    • Overtime
    • Timely wages
    • Illegal deductions

 

  • Any for profit government employer
    • Unemployment compensation

 

  • 4 or more employees:
    • National origin/U.S. Citizenship compliance

 

  • Non-profit:
    • Unemployment compensation

 

  • 2-50 employees:
    • Health benefits continuation (cobra)

 

  • 15 Employees:
    • Genetic non-discrimination act: For race, color, gender, religion, national origin, age, disability, genetic information

 

  • 20 Employees or more:
    • Age discrimination
    • Cobra

 

  • 50 Employees or more:
    • Family medical leave

 

  • 100 Employees:
    • Advance notice of plant closing or mass layoff
    • Private sector: Statistical survey of employees

For a more complete description of compliance requirements Click HERE

 

Do I have to offer sick leave if I’m a small business?

According to the U.S department of labor; Currently, there are no federal legal requirements for paid sick leave. For companies of 50 or more subject to the Family and Medical Leave Act (FMLA), the Act does require unpaid sick leave. FMLA provides for up to 12 weeks of unpaid leave for certain medical situations for either the employee or a member of the employee’s immediate family. In many instances paid leave may be substituted for unpaid FMLA leave.

If a company decides to offer paid sick leave, they are creating a legal obligation to grant it. A duty of HR is to update and inform employees of any changes to the company’s sick leave policy.

 

What benefits should a small business offer?

To be competitive, a small business should consider offering benefits for their employees. Often with small or new businesses, budget constraints dictate what benefits can be offered. Most companies consider the following:

  • PTO – Personal time off. A modern concept to paid sick leave or vacation time, a company can determine days and amounts of PTO allotted. This can be taken as sick days, vacation, mental health days taking as much paid time off as allowed, as long as it does not jeopardize the company’s workflow. Be reasonable here, Janice cannot have a month of PTO because she broke a nail.

 

  • Health and medical benefits. While health insurance may be one of the highest expectations for a new candidate, there can be costly obstacles for a business to offer insurance such as high premiums or limited programs if only a few employees should opt into the insurance program.
    • There are often guidelines with limits as to when an employee must decide to join the insurance program, usually within 90 days. If a company has a 30-trial employment period, the insurance will generally start after successfully completing the trial period.
    • When possible, look for a collective of small business owners willing to join together for a group insurance rate. This can help achieve competitive pricing with optimal benefits.

 

  • 401 K or Roth IRA. Offering a retirement saving program with an employer match can be enticing for a potential employee. While considering the company’s budget, HR can predetermine a matching contribution percentile that is feasible.

 

  • Other perks a small business might offer:
    • Commuter benefits
    • Adoption assistance
    • Fitness reimbursements
    • Student loan repayment
    • Extended maternity leave
    • Paternity leave

 

Need more information on the benefits you should or must offer as a small business? Paris SBDC can help you understand the best practices for human resources, and how to manage your employees effectively. Contact Paris SBDC today – serving Paris area:  Lamar, Hunt, Hopkins, Delta, and Red River counties.

 

 

 

 

CDC Guidelines for Small Business and COVID

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Who is the CDC and what do they do?

The acronym CDC stands for the Center for Disease Control, they are our nation’s health protection agency. The CDC is one of the major operating components of the Department of Health and Human Services; their job is to protect America and its citizens from health, safety and security threats. This important part of the federal government conducts critical science and provides health information that will protect individuals against health threats.

In recent events and with the Pandemic of COVID 19, you’ve heard the CDC in an endless stream of news coverage, giving recommendations for health and safety. Unfortunately, the CDC has been less-than consistent with their messages regarding business requirements when it comes to COVID 19. In this blog, we will try to break down the most current regulations for small businesses and how it applies to rural east Texas in regard to COVID 19.

 

Guidelines or Requirements from the CDC?

It’s important to make the distinction between guidelines and requirements. The CDC will issue guidelines that are the “best practices” for businesses and individuals to follow. These guidelines are not always requirements that carry a penalty if not followed, they are simply the best action(s) to take for certain risks. The National Institute for Occupational Safety and Health (NIOSH) is the federal agency responsible for conducting research and making recommendations for the prevention of work-related injury and illness. NIOSH is part of the Centers for Disease Control and Prevention (CDC) in the Department of Health and Human Services. You’ve heard a lot of guidelines from NIOSH, since they are deal mainly with health issues in businesses.

 

Difference between NIOSH and OSHA:

OSHA and NIOSH sound like the same entity, however OSHA is a government entity within the Department of Labor and NIOSH is governed by the CDC. The two are closely related but have different missions served by their organizations. Both were created by The Occupational Safety and Health Act of 1970.

 

CDC guidelines businesses MUST implement:

All businesses, regardless of their size or location have certain requirements issued by OSHA. As mentioned, the guidelines set forth by OSHA are requirements, not suggestions and in some cases, can carry a fine or penalty if not followed. Some of those requirements include:

  • OSHA’s Personal Protective Equipment (PPE) standards: Employers are required to provide PPE for employees who work in an at-risk environment or who are exposed to workplace hazards. That could mean masks, gloves and even respiratory protection, if necessary.
  • General Duty Clause: Requires employers to make sure employees are not exposed recognized hazards that are causing, or likely to cause death or serious physical harm.
  • Bloodborne Pathogens Standard: Applies to occupational exposure to human blood and other potentially infectious materials that typically do not include respiratory secretions that may contain SARS-CoV-2.

 

What are the current regulations for businesses in Texas regarding COVID?

Keep in mind the CDC continues to update and redefine their guidelines regarding COVID. Yes, it’s frustrating with the constant changes in how we do business, however we are still learning about COVID, the transmission of the virus, how to fight it and the best way to keep our workers safe. The current regulations include:

  • Employees should get vaccinated: Allow time off for vaccinations and possible side-effects. There’s a great side-benefit for allowing this: Businesses with fewer than 500 employees may be eligible for tax credits under the American Rescue Plan Act if they provide paid time off from April 1, 2021, through September 30, 2021, for employees who decide to receive the vaccine or to accompany a family or household member to receive the vaccine and to recover from any potential side effects from the vaccine.
  • Instruct any workers who are infected, unvaccinated workers who have had close contact with someone who tested positive for SARS-CoV-2, and all workers with COVID-19 symptoms to stay home from work.
  • Implement physical distancing in all communal work areas for unvaccinated and otherwise at-risk workers.
  • Provide workers with face coverings or surgical masks, as appropriate, unless their work task requires a respirator or other PPE.
  • Educate and train workers on your COVID-19 policies and procedures using accessible formats and in languages they understand.
  • Suggest or require that unvaccinated customers, visitors, or guests wear face coverings in public-facing workplaces such as retail establishments, and that all customers, visitors, or guests wear face coverings in public, indoor settings in areas of substantial or high transmission.
  • Maintain Ventilation Systems
  • Perform routine cleaning and disinfection.
  • Record and report COVID-19 infections and deaths: (This is a mandatory requirement)
  • Implement protections from retaliation and set up an anonymous process for workers to voice concerns about COVID-19-related hazards.
  • Follow other applicable mandatory OSHA standards – As previously mentioned.

 

Strategies for employers to keep workers safe:

There are several things small businesses can do to keep both their employees and the general public that you serve, safe from COVID. Some of these include:

  • Allow employees to work from home, if possible.
  • Stagger break times to allow less people in one area
  • Move desks further apart – allow employees to spread out.
  • Provide signage or visual cues to help remind people to wear a mask, wash their hands, or cover a cough.
  • Add barriers, if possible, to create space and safety. These may include plexiglass or windows and doors, if necessary.

 

Here are some excellent websites to help you navigate CDC guidelines and to help make your small business safer:

Tips to protect employee health: Found HERE

State of Texas Info for businesses in relation to COVID: Found HERE

Small business resource for CDC guidelines: Found HERE 

 

For additional resources on CDC guidelines for small businesses, OSHA requirements and how to keep your employees and customer safe, please contact us at the Small Business Development Center – SBDC – serving Paris area:  Lamar, Hunt, Hopkins, Delta, and Red River counties in Texas.

 

Workplace Safety During Cold, Flu, COVID Season

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Workplace Safety During Cold, Flu, and COVID Season

Mary Mallon worked as a cook throughout her sixty-nine years of life. In that time, it was believed that she infected up to one-hundred twenty people with a deadly disease of which five died. However, others infected by her also spread the disease and more deaths resulted, some were also asymptomatic like Mary. Known as Typhoid Mary, she was isolated for the last thirty years of her life as there was no cure for Typhoid at the time.

Nowadays there are treatments for Typhoid and yet Typhoid fever infects an estimated 11-20 million people each year, resulting in 120,000-180,000 deaths.

The need for an enhanced discussion aimed at improving the status of disease carriers and their impact on society resulted from Mary’s case. Examining this bit of history underscores the need for a discussion on how to deal with Covid-19 in the workplace as this virus is more contagious and deadly than Typhoid. Not to mention how flu and colds can impact employees and your business.

 

How do I keep my employees safe in my small business?

 Having wellness protocols established for your business is vital as the covid-19 pandemic continues as well as important for dealing with the cold and flu season. These procedures should be communicated to the employees yearly. The best advice for keeping employees safe is for them to stay home when they are not feeling well. Should they get ill while at work, they should be separated and sent home.

  • From the CDC website: The Centers for Disease Control and Prevention (CDC) recommends that employees should stay home if they are sick until at least 24 hours after their fever* (temperature of 100 degrees Fahrenheit or 37.8 degrees Celsius or higher) is gone. Temperature should be measured without the use of fever-reducing medicines (medicines that contain ibuprofen or acetaminophen).
  • Further, they note: Not everyone with flu will have a fever. Individuals with suspected or confirmed flu, who do not have a fever, should stay home from work at least 4-5 days after the onset of symptoms. Persons with the flu are most contagious during the first 3 days of their illness.

 

How do I plan for cold/flu/COVID and sick employees?

 Currently, one in five-hundred people in the U.S. have died of Covid-19.  In a small business of 5 or less employees each staff member is a necessary part of the daily operations. Losing a worker to illness, least of all the principal of the business, could do long term damage if not permanently shut it down. As the character Violet in the movie Nine to Five put it; “I’m no fool, I’ve killed the boss, you think they’re not going to fire me for a thing like that?”

There are several ways to plan for a sick employee:

  • Cross train staff to cover for missing workers.
  • When possible, have the ill staff member work from home if they are not too sick.
  • Develop alternative work schedules to prevent exposure.
  • Develop and keep a cleaning schedule: Using soap or detergent reduces germs on surfaces by removing contaminants.
  • Improve ventilation: Increase outdoor airflow. Use fans to increase the effectiveness of open windows. Change air filters and increase them where possible.
  • Have workplace policy for vaccines. Offer incentives through insurance for yearly flu shots.
  • Identify a qualified workplace coordinator to deal with COVID and flu issues.
  • Make a policy for masks or other preventive measures necessary to reduce exposure.

 

What if an employee is diagnosed with COVID, what do I do?

Mary just spent the weekend dancing up a storm at the Covid-19 Corral. She’s at work wheezing like a leaky windbag and informs you that her Covid-19 test just came back positive.

According to the OSA act, employers are responsible for providing a safe and healthy workplace free from recognized hazards likely to cause death or serious physical harm.

If you’ve previously identified a qualified workplace coordinator, they should take the following steps.

  • Instruct any workers who are infected, unvaccinated workers who have had close contact with someone who tested positive for Covid-19, and all workers with COVID-19 symptoms to stay home from work.
  • Implement physical distancing in all communal work areas for unvaccinated and otherwise at-risk workers.
  • Provide workers with face coverings or surgical masks, as appropriate, unless their work task requires a respirator or other PPE.
  • Perform routine cleaning and disinfecting procedures.
  • Implement protections from retaliation and set up an anonymous process for workers to voice concerns about COVID-19-related hazards
    • You should note (obtained from the OSHA website):  OSHA provides the following: Record and report COVID-19 infections and deaths: Under mandatory OSHA rules in 29 CFR part 1904, employers are required to record work-related cases of COVID-19 illness on OSHA’s Form 300 logs if the following requirements are met: (1) the case is a confirmed case of COVID-19; (2) the case is work-related (as defined by 29 CFR 1904.5); and (3) the case involves one or more relevant recording criteria (set forth in 29 CFR 1904.7) (e.g., medical treatment, days away from work). Employers must follow the requirements in 29 CFR part 1904 when reporting COVID-19 fatalities and hospitalizations to OSHA. More information is available on OSHA’s website. Employers should also report outbreaks to local health departments as required and support their contact tracing efforts.
    • In addition, employers should be aware that Section 11(c) of the Act prohibits reprisal or discrimination against an employee for speaking out about unsafe working conditions or reporting an infection or exposure to COVID-19 to an employer. In addition, mandatory OSHA standard 29 CFR 1904.35(b) also prohibits discrimination against an employee for reporting a work-related illness.

 

How do I help my employees feel comfortable at work who are nervous about COVID?

 Knowledge is key when it comes to reducing fears surrounding COVID.

  • Communicate frequently with updates from the CDC.
  • Provide information on what Covid-19 is and how it is contracted.
  • Empathize and listen.
  • Encourage vaccination.
  • Point out available employee benefits such as counseling and assistance.
  • Support those at the workplace.
  • Be generous, when possible, with work at home options, relocation or redesigning the workplace to help reduce stress.

 

Need more information? Paris SBDC can give you ideas and expert advice on managing employees during cold/flu and COVID season. Let us help you understand your obligations as an employer and how to keep employees safe. Contact Paris SBDC today!

 

 

 

For additional on keeping employees healthy and on how to manage sickness during cold-flu-COVID season, please contact us at the Small Business Development Center – SBDC – Serving Paris area:  Lamar, Hunt, Hopkins, Delta, and Red River, Texas counties.

Post-Pandemic Service Industry

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The Post-Pandemic Service Industry

It’s not a secret that we are living in unprecedented times. Every American has been impacted by the COVID-19 pandemic and their daily lives continue to be affected by this virus. Even so, the impact has been hardest for employees in the service industry.

While life for most is finally returning to normal, albeit slowly, what does this mean for the service industry? How does an entrepreneur rebuild their brand in an industry fighting to stay afloat? This guide provides valuable suggestions and advice for small businesses in the service industry to come back better and stronger than ever.

A Tale of Two Employees

One of the biggest struggles the service industry faced during the peak of the pandemic and continues to experience today is hiring new employees while retaining current staff. The intense scrutiny of public health and safety in every aspect of our lives manifested into a fear of even leaving the house; so, how does a small business owner attract potential employees while simultaneously caring for the current staff?

 

Improved Safety Measures:

Enhancing certain safety protocols might seem obvious with the public eye on health and wellness, but what exactly does this entail? In a restaurant setting, consider having food handlers wear masks and gloves at all times. Easy access to hand sanitizing stations should also be taken into account. If the number of COVID cases begins to rise in your immediate area, consider limiting the number of customers in the store at one time. Testing employees for COVID at specified intervals could also be implemented.

This health and safety initiative has a two-fold effect. First, new and existing employees might feel it is a safer working environment with the new modifications and thus continue to show up for work. Second, the customers might also feel safer in this modified setting and not only provide repeat business but spread the word around town.

 

Pay Increase:

A pay increase is another seemingly obvious recommendation, but the execution might not be quite as clear. A huge perk for attracting prospective staff is offering wages that are higher than other similar small businesses. It is important to keep in mind that these are starting wages and employees will eventually request a raise. So, review your supplemental profit to determine a decent starting wage with room to grow.

The same algorithm can be used for your current employees as well. A small raise might be insulting to them whereas too much of a raise might threaten your ability to hire additional staff. Look at a long-term plan of raises and retaining good employees.

 

Schedule Flexibility:

Unlike increasing wages, allowing schedule flexibility may not be an obvious attractor for prospective workers. However, offering flexibility in scheduling can be very inviting and expands the field for potential employees. Certain individuals may only have certain times of the day they are available to work. Mothers may be available while their child is in school, or a full-time student might only be free at night or certain days of the week to work. This principle also applies to existing staff. With the ability of schedule flexibility, these individuals might feel inclined to become an employee or continue on as part of the staff.

 

Enhanced Employee Benefits:

If employee benefits were in practice pre-pandemic, they should be reviewed to determine which benefits can be enhanced. If benefits were not offered, it can be vital to your business and employees to provide benefits other competitors don’t offer.

 

Sign-on Bonus:

A sign-on bonus can be alluring to prospective staff. If a full-time student is interested, consider offering student loan repayment options in exchange for a certain period of work-time with the business. Health insurance and paid time off (PTO) are other great incentives for potential and current employees alike. Childcare benefits can be especially attractive for individuals with childcare needs. Review benefit packages to determine which is best suited to your small business employees.

 

Get creative with employee “perks”:

Sometimes employees just want to feel appreciated and will stay if they feel valued. Getting creative with employee “perks” doesn’t have to cost a lot or affect your bottom line, but can go a long way toward employee retention. Some ideas of creative perks:

  • Celebrate birthdays with a song and small cake or treat.
  • Celebrate milestones (months or years of employment) with balloons, certificates or banners.
  • Offer a free meal after employees complete their shift.
  • Create “Employee Appreciation” days, once a month or once a quarter that could include drawings for gift cards, movies or a spa day.
  • TELL them how much you appreciate them and their hard work. (Employees want to HEAR they are appreciated.)
  • Have an off-site team building exercise with laser tag, paintball or even a movie.
  • Allow a dress-down day or “casual Fridays.”

The Adventures of Repeat Customers

In a world full of unknowns, one thing is for certain and that is the need for repeat business. Customers are the lifelines of small business ventures. So, how do you keep them coming back for more?

As previously mentioned, the improved safety measures can make them feel safer during their shopping or dining experience. If strategies such as in-store pick-up or curbside delivery were implemented during the pandemic, continuing these services can keep customers returning, especially if customers are utilizing these strategies. Free home delivery is another great post-pandemic strategy. If these product delivery programs have not been previously implemented, you might consider doing so as they can be vital in creating repeat business.

 

For additional resources on the service industry post-pandemic, or other tips for growing your small business, please contact us at the Small Business Development Center – SBDC – serving Paris area: Lamar, Hunt, Hopkins, Delta, and Red River counties, Texas.