Is Your Workplace affecting your Productivity?

Productive Productivity Workplace Productivity

Does your workspace make you feel stressed or distracted?  Do you suspect that you could be more productive than you actually are?

If the answer to these two questions is a resounding “Yes”, then let me ask just one more question:    Is your workspace cluttered?

This may seem irrelevant, after all, plenty of people work in chaos.  However, researchers have found that physical clutter can negatively affect your mood, resilience and ability to work productively and efficiently.  It can become difficult to focus on just one thing when there are many things lying around competing for your attention.  You may even start to feel that things are spiralling out of your control.  There is always something else needing your attention in any business but if most of the attention-seeking things are spread around your office in plain sight, you will possibly begin to feel overwhelmed.  You might be tempted to multi-task although doing so will negatively impact on your productivity.

I guess I paint a bleak picture but never fear, it is relatively straightforward to break the cycle.

Control

First of all, dedicate a small amount of time each day to getting your work area under control.  Put away things you don’t need to work on today, or this week.  Go through everything and ruthlessly chuck out things you don’t need, file things you need to keep but don’t need on your desk.  Organise the things you do need in a way that makes sense for you and your business.   Once you have got things under control, keep them that way by having a daily or weekly tidy up to ensure things don’t get out of hand again.

De-Clutter

Don’t forget your electronic clutter. Set up files that make sense for your business and use them.  Keep your inbox under control.  Unsubscribe if you don’t read that email newsletter.  Delete things that don’t need retention (newsletters, Amazon offer emails, items you’ve answered but don’t need to keep).  File the things you do need to keep.  I have more advice about Inboxes in this blog if this is the area you are struggling with the most.

Lists and Notes

Use a To-Do List and don’t overload it.  I’ve written on this subject here and here and I do tend to bang on about this.  However, a long To-Do list is almost as distracting as a cluttered workspace.  A To-Do List,  marked up with the priorities for each task on the list,  can keep you organised, your work on track and help you to feel in control of your workload. You will be more productive as a result.

If you are a person who tends to write things on bits of paper as you go about your day, try using one notebook for this purpose and always have it with you.  This ensures that you don’t add to the clutter in your workspace by having Post-it notes, and scrappy bits of paper all over the place, competing for your attention.

Capturing routine information throughout the day without reacting to it straight away can also help you to feel more in control of your work.  If you allocate time at the end of the day to go through the things you have captured and put them into your diary or To-Do list as appropriate, you will feel much more in control of your workload.

Once your workspace is more organised your productivity should begin to increase and you should start to feel more in control of your workload too.

If you would like more help to organise your workspace to help you become more productive, get in touch for a chat.

Success in 60 Seconds

Success Copy-Writing Content-Writing Elevator-Pitch Content

As a society, our attention span is shortening considerably.  Whilst not yet a society with the attention span of a gnat, we do expect pages to load quickly, posts and articles to be short and people to get to the point in a conversation or email without a lot of padding.  The success of our business can depend on it.

Whether you are looking at creating a blog, social media posts, or the notorious “elevator” pitch for business networking, you need to make it memorable, attractive, concise and most importantly, clear, if you want it to be a success.  If you don’t people will move on to consider the next person, business or piece of content.

So how do you achieve that?  Particularly with the elevator pitch which is very short and needs to fit into 40 or 60 seconds.  How do you encapsulate your whole business, who you are and what you stand for, into such a short time frame?  The answer for some people is to create a story.

Storytelling

Because there is a storytelling tradition in all societies, we grow up understanding how they are structured.  Stories can be used to form shortcuts that allow others to fill in gaps and understand more in less time.

Use the right words and you can conjure up pictures in people’s minds which contain feelings, assumptions and social norms that ensure the words have a greater impact.

Trick the Brain

Using a word that has strong associations with something different can work well.  I have a popular pitch that starts “I cure piles”.  Everyone who hears it for the first time sits up and pays attention.  It always raises a laugh, but most importantly, it also ensures that I am remembered.

The reference to piles works because our brain uses shortcuts and makes connections based on what we already know, our lived experience, and the things we have been socially conditioned to expect.  Using a phrase that is more commonly associated with a different sphere makes people sit up and take notice because their brain has already made the most obvious connection.  If someone stood up and said “I shoot people for a living” what would you think?  Hitman?  Armed Forces?  Photographer?  When you do find out, you are going to remember what that person did for a living.

Become a Character

Our story-telling tradition includes characters and these are another convenient way to get your point across.  Create a character and explain how you solved their problem.  If you can also keep to a theme this will make the posts or pitches even more memorable.  It gives your posts a coherence that helps people connect with your content, search for the link, and look forward to reading, or hearing, more from you.

Long-form content can also benefit from this type of approach.  People are undoubtedly reading your content to gain insight into the subject matter.  They are also considering whether you have in-depth knowledge of your subject and may be considering whether you would be a good choice to work with them on a project related to the content.  There are a lot of long-form posts available, often on the same subject.  Injecting some personality into your posts, or taking a different approach to that of other writers can help your work, and you, to stand out.  As with the shorter form posts, clear and concise is the road to success.

Alongside my work supporting clients with administrative and organisational tasks,  I also help them to present their business effectively via the written word, whether this is routine emails and letters, documenting processes, or creating social media posts and blogs that effectively tell their business story.

If you are struggling to tell your business story, get in touch with me for a chat here.

The Art of Managing Change

The Art of Managing Change

Changes.  David Bowie wrote about it, and we all experience it.  Whether you find it scary or exciting, change is a fact of life.  The pace of change picks up with every passing year and the ability to successfully negotiate, and be flexible in the face of, change, is a critical business skill.

Changing your habits generally forms part of any change.  Habits take a while to change.  I did try to research this but there is conflicting information about how long it takes to form a habit.  It takes at least 21 days.  Many people say it takes longer.  It can take as much as 66 days.

Changing things not only takes time but it can also take real concentration.  So is it any wonder that things like changing a job or setting up a business are seriously challenging?  So many habits need to change at once.   In this circumstance it can be helpful to list the changes you want or need to make and then prioritise them.  Start with the first change and get comfortable with that.  Get that change bedded into your day to day routine before you take on a new change.

The same is true if you have a team of people.  There will be some who are more resistant to, or afraid of, change.  Introducing change slowly, or waiting until people are comfortable with the first change before introducing another one, is a great way to implement changes successfully and ensures that your team remain on board.    Not everyone can embrace change well and for some, even a small change can be very challenging and they may need more support to negotiate that change successfully without becoming stressed and upset.

Explaining the reason for change is also a key part of successfully steering a company through a period of change.  Most children hate those parental expressions, “Because I said so” or “Because I told you to”.  They would rather know why they must do whatever it is you are asking of them. So why, as managers, do we sometimes expect to keep our staff moving through changes without telling them why those changes are necessary?  Treating them like children who cannot be told the reasons for a change displays a lack of trust.   Not being open about things can lead to all sorts of destructive rumours as people try to guess the reasons why change is happening.  Destructive rumours can then lead to real dissent in the workplace, affecting relationships and ultimately productivity if the dissension becomes entrenched.

Where the change involves carrying out an activity or part of a role in a different way, it is very important to provide both face to face training and supporting documentation.  People learn in different ways so a mixture of visual and written information can be helpful in both the documentation and the training materials.    Providing a written crib sheet, step by step reminder sheets and similar can be very reassuring for people.  Many of us don’t want to keep asking for clarification and managers may not always be available to answer questions as they arise so crib sheets are generally welcomed.

Change can also arise due to the expansion of a business.  When a business expands very rapidly, it can seem as though processes and procedures can wait until the situation has settled down a little.  However, if you are taking on new staff but they are not sure of your processes, then they won’t work effectively, might feel unsupported and then might not stay with the company.  For these reasons, prioritising the creation of processes and procedures can be a great investment in your business expansion.  There are a number of companies who specialise in helping businesses to create processes and in the area of HR there are some excellent independent consultants who can deal with this side of the business expansion for you in a sensitive and time-efficient way.  I work with a number of HR consultants who offer this service.  They are experts in designing processes that protect your business and ensure your staff get the training that they need.

I work with HR Consultants and small business owners to save them time and money.  Part of my service involves examining admin processes and habits for small business owners, suggesting changes which will help them to have more time to implement their business plans, and of course, documenting these changes for them.  Get in touch if you’d like to find out more.

Accounting For Receipts

Accounting For Receipts

Receipts for business expenditure.  They are small and they often go missing.  Do you know where all yours are?  If you had to complete a tax return tomorrow, could you provide your accountant with a carefully recorded, tidily managed pile of receipts for them to work from?  Or would you have to hand over a shoe box or plastic bag full of documentation that has little or no organisation to it?

As a sole trader, finding time for all the varied tasks required of you in business can be a challenge, particularly if your business is booming and you have no administrative assistance.  However, the time it will take to unravel records which have not been kept up to date will be considerable at tax return time so it is worth having an ongoing system that will avoid you having to spend three days with your receipts spread out across the living room carpet, scratching your head and cursing the cat for walking over the piles you have created.  You could hand the entire thing to your accountant to sort out, but the bill would be quite considerable.  By planning ahead you can avoid all the pain.

Have a System

You don’t need a complicated system when you are first starting out.  A set of well labelled envelopes for the receipts and an Excel spreadsheet for the accounts themselves will do for many smaller businesses.

Every transaction has its own unique reference number and this should be written on the receipt and the accounts spreadsheet so they can be matched up easily.  Any transactions that will go through the bank are treated in this way.

Keeping it Together

Keep all receipts for credit card transactions together in one plastic envelope, ideally in date order.  Then, when the bill comes in, you can number every line on the bill sequentially.  It is then possible to match the receipts to the items on the bill, recording the relevant number on the receipt itself.  I find that it is credit card receipts that tend to go walkabouts, and by reconciling the bill in this way every month, you can more easily search out the errant receipt before it goes into hiding and, like Lord Lucan, is never seen again.

The settled credit card bill and its lovely set of numbered receipts can be placed in an envelope with the date marked on it, and filed with the rest of the receipts for that month.  Obviously when you have paid the credit card the transaction is entered on the accounting spreadsheet so the bank account remains correctly balanced.

Don’t forget your petrol receipts if you are accounting for these.  One client keeps these in the car in a small folder and then hands them to me every couple of months for recording.  If you get in the habit of putting the receipts in the same place each time this can make a real difference and massively reduce those awful “dig through every possible drawer to find that receipt” moments.

Finally there are those pesky online bills.  Don’t forget to enter these to your spreadsheet and either save them with a clear reference number (in line with your chosen naming process above) on a memory stick that you can send to your accountant, or print, add the reference number, and then file in the relevant envelope.

Still Need a Hand with those Receipts?

If you struggled to get the supporting information for your tax bill organised for the last tax year and vowed never to go through that again, why not get in touch?  I can help you to set up a process that works for you so that your accountant doesn’t hide from you during tax return season.

Dream to Achieve: The Importance of Sleep

Lack of Sleep Sleep deprivation Sleep, Dream, Dreaming

As a society we push ourselves to work long hours, viewing this as a necessary evil in the pursuit of success.  Technology ensures we are constantly connected to our work, even when we are not physically at work.  Popular off-duty activities include fast moving sports and video games.  Even if we take up something calming like yoga, we often rush from yoga class to the supermarket, then home to deal with domestic responsibilities, negating the calmness brought about by the yoga.  With leisure time shrinking and the length of time we work, both per week and over our lifetime, lengthening is it any wonder that many people suffer from lack of sleep?

Many of my clients come to me complaining that they are too busy and have to work exceptionally long hours.  They are tired, stressed and beginning to feel resentful toward the business that they once loved because its demands are getting harder and harder to manage.  Often I hear them tell me they are skimping on sleep in order to keep on top of everything they need to do.

It is World Sleep Day on 15 March so what better time to investigate the impact of lack of sleep on our mental, physical and emotional wellbeing.

Long work hours result in not only tiredness but also a lack of attentiveness which in certain circumstances can have really dangerous outcomes.  Driving whilst tired is just as dangerous as driving whilst drunk;  our reactions are impaired and it is not unheard of for fatal accidents to result from people actually falling asleep at the wheel.  Those super long days driving between meetings are really not good for your health.

Distracted and Inefficient

Lack of sleep will make you distracted.  Concentration will be more difficult and you will possibly flit about from task to task, unable to quite finish anything.  The plethora of half done tasks will then start to annoy and upset you.  As your judgement and ability to plan is also impaired by lack of sleep, this may lead to poor decision making. You may also fail to realise that the time has come to stop doing a task because you are not achieving anything useful.

When we sleep we are not just laid in bed recharging ourselves like a battery.  Sleep is the time when our brain sorts out all the stuff we have done and learned that day and puts it into the right order to make sense of things.  If you don’t get enough sleep, that won’t happen and you will find you are struggling to learn.  In today’s fast paced world where continued learning is a critical skill in the workplace, lack of sleep can therefore cause real problems.

Memory Failures

Both long and short term memory are affected by lack of sleep.  We might notice that we have to try harder to take on board new information and keep it available in long term memory.  The impact on short term memory is more immediately obvious; we can’t recall things that happened two minutes ago.  This is the point where you go up and down stairs fourteen times before you finally manage to remember that you went up there to get your glasses.

(Not) Getting Things Done

Efficiency and productivity are reduced, so an all-nighter will usually make you less efficient and productive rather than more so.  Brain imaging studies have shown that your brain must work harder when you are sleep deprived, making it less efficient and as a result you are also less efficient.  Taking the time to have the right amount of sleep will actually mean you get more done rather than less.

Because your brain is tired it will rely on the well-worn pathways created by habits. This is fine if the habit is useful, effective and appropriate.  It’s not so good if the habit is unhealthy.

Relationships

Lack of sleep affects our relationships as well.  We have less empathy when we are sleep deprived and can’t read facial expressions as effectively.  This can lead to misunderstandings and conflicts can arise, particularly if both parties are tired.  This can have an impact on relationships as well.  For example, new parents who are being woken throughout the night by their infant may find this places a strain on the relationship.

The Solution

The good news is that just one or two good nights sleep can reverse most of the detrimental effects of sleep deprivation.  The occasional late night/early morning can be coped with but for long term health as well as optimum efficiency and productivity, a regular sleep pattern is recommended.  The type of sleep is more important than the number of hours you are physically laid in bed as well.  There are four sleep stages and Rapid Eye Movement (REM) sleep is the most important.  Research suggests that we need about two hours of REM sleep per night in order to feel alert the next day.  Whether you are a morning or evening person makes a difference as well.  If possible, early birds should retire early and get up early whilst night owls might sleep from 2am – 10am and feel wonderful on waking.

If you have too much work and not enough sleep, why not outsource some of your admin so you can sleep in peace, knowing you don’t need to worry about your admin backlog.  Click Here to see the services I offer and  Click Here if you’d like to have a chat.

Business Processes: The Blueprint for Success

Business Processes

At the beginning of a new year our thoughts tend to turn toward making improvements in our business which will increase its size and revenue.  Often when a business grows rapidly, information about tasks and processes are held entirely in someone’s head.  If they leave the company this can leave a knowledge gap that can be difficult to fill.  New staff come in and are not sure what the business processes and procedures are and this can lead to problems with motivation, accuracy and speed of learning.  Even if your staffing is relatively stable, people get sick or go on holiday, leaving someone to temporarily carry out their tasks.

As a business grows, written business processes to govern how tasks are carried out, by whom and within what timescale will become increasingly necessary to ensure a consistent quality outcome.  Written processes also give a benchmark against which performance can be measured and a hand over plan when staff move on or change roles.

steps, steps to improve, steps to increase

The first step when documenting a process or task is to break the process down into steps.  Identify who is responsible for each step in the process, what the outcome looks like at each stage and what order tasks should be completed in order to arrive at a consistently high quality outcome using the minimum effort and resources necessary.  Look at the stages of the process and identify any areas where tasks are handed between people. Ensure that these areas are particularly clearly documented and state who is responsible for each area of the outcome.  Add any milestones or targets required for timely completion.

checklist, GDPR checklists

List everything that you think could go wrong.  If appropriate, ask another person if they can see any areas where a failure might occur.

Write it all down but then put it away for a day or two.  When you go back to read it again, try to follow the steps.  Would you add new steps?  Do you understand what you wrote?  Could you express the task more clearly?  Would a diagram, screen shot or better explanation help?  What would you clarify?

business procesesses project planning project management

Ask someone you trust to follow the process as  you have written it.  Can they follow it easily?  Do they understand it clearly or do you explain some elements more clearly?  How do they think it could be improved to make the outcome happen faster or more efficiently?  What input can they give which will help the overall process to move smoothly?

business processes project planning project management

Provide links to all supporting information.  This might be a “How To” guide for a task that forms part of the whole, a manual that governs company process, legislative rules, or a related instruction that is already in place.

Include the locations of any files or forms that must be used.  If your documentation changes infrequently, example forms are fine to include.  However, if you can store the form on-line and publish a link in your process document this will make your documentation more future proof.  If the form is updated, your manual will remain applicable.

Contact details for all the teams involved in the process are also critical.  Using a link to the company contact list is helpful here.  Again, it future proofs your documents, reducing the number of amendments required.

If you must use jargon or acronyms, please explain it in a footnote.  It is particularly important to avoid these in induction manuals since your new team member will think they’ve landed in outer space without knowing the language.

Before a process is released into the world it should ideally be tested to identify any missing steps or incorrect information.   If you can, ask a representative of all the teams involved to look at the process to make sure it will work at every step in the process.

All business processes are live documents and should be subject to regular review, particularly when there have been major changes in the organisational structure.

An outsider can often view business processes more clearly than those who are within the organisation.  They come in with a fresh eye and new questions that you might not have thought of.  It can be a challenge to “see the wood for the trees” when you are so close to the action.  A new perspective can also help clarify priorities for change where there seem to be a lot of issues to resolve at once.  If this is an area you are struggling with, then do get in touch.  I have experience in setting up and improving processes and would be glad to help.

The 12 days of C-HR-istmas

As we count down to Christmas, for those who celebrate it, I do like to provide a little light relief.  Last year it was Santa’s VA which you can read about here and here.  This year it’s the 12 days of C-HR -istmas.  A short, light-hearted gallop through some of the issues that HR might find itself involved with.  Naturally names, where used, have been changed.

Doughnuts, treats, On the first day of Christmas HR dealt with:

The man who loved doughnuts way, way too much.  In a very physical way.

date night, holding hands, relationships HROn the second day of Christmas HR dealt with:

John and Daisy being exceptionally friendly in the stationery cupboard.  If only they’d locked the door.  If only Doris from Accounts had not chosen that moment to break her stapler and go in search of a new one.

Fight, office fight, HR issuesOn the third day of Christmas HR dealt with;

A fist-fight between Russ and John in the middle of the cafeteria.  Russ had thought that he was happily married until he heard that his wife, Daisy, had been found in the stationery cupboard with John.

Office party. HR ChallengeOn the  fourth day of Christmas HR dealt with:

The fall out from the office party:  four vomiting sales personnel, three complaints about inappropriate behaviour, two photocopied bottoms, one MD with a black eye, and the junior staff member who launched the unprovoked attack on the MD.

Fish office complaints HROn the fifth day of Christmas HR dealt with:

A deputation of 5 staff complaining about Tim cooking fish in the office microwave and stinking up the office.

sleep, bed, relaxation, health, HR challengeOn the sixth day of Christmas HR dealt with:

The woman who rang in to ask how many sick days she had and could she take one today as she was really tired and didn’t want to come to work.

On the seventh day of Christmas HR dealt with:

The person who thought it would be amusing to add pornographic images to their Health and Safety Powerpoint presentation.

dancing, party, On the eighth day of Christmas, HR dealt with:

The person who was really unwell with flu and couldn’t make it into work but had managed to find the strength to drag himself to the local nightclub where he was seen by several co-workers dancing with energy and enthusiasm.

drinking, alcohol, HR challengeOn the ninth day of Christmas, HR dealt with;

The woman whose carafe of water had something more interesting than water in it.

On the tenth day of Christmas, HR dealt with:

The man who thought it would be amusing to give a box of chocolate willies to a young female co-worker as a secret santa gift.

office chair, office politics, office complaints, HROn the eleventh day of Christmas, HR dealt with:

8 people who all arrived mob handed to complain that Alice the temp had sat on Tarquin’s office chair and altered the height of it even though the team had all told her not to do so.

On the twelfth day of Christmas, HR dealt with:

Bob and Sadie.  Bob made himself a cup of tea in Sadie’s mug, which apparently had Sadie’s name on it and everyone knew it was Sadie’s mug.  Sadie wanted HR to issue a statement banning people from using other people’s mugs.  Bob just wanted a cup of tea.

If you are an HR Consultant and need someone to take notes of meetings, or provide general or HR specific administrative  support you can get in touch with me here.

Are YOU Outsourcing these five tasks?

Outsourcing Virtual Assistant VA Admin Support

Following on from my post about the intangible value that outsourcing to a VA can bring to your business I thought it would be helpful to discuss some of the specific value-added tasks a VA can complete for you.  If you missed the first blog, you can read it here.

A VA is the “Can you just…” person for your business.  We deal with the things that don’t need your expertise.  The routine admin tasks that take time.  The day to day support tasks.  The last minute research and so much more.

Most of us have a large amount of very varied experience in a range of areas and you’d be surprised what we can help you with. It is our transferable skills that make us effective.   The detail of the task can be different for each client but the benefits are the same; a better return on investment for your precious and limited time.

The work I do is very varied but there are five key tasks that I carry out for almost all my clients.  Unsurprisingly, these are tasks that are time consuming but do not directly contribute to income generation.

Diary and Meeting Management

Ensuring you are where you should be, in plenty of time. Managing the often time-consuming back and forth involved in setting up meetings between very busy people.  Ensuring best use of time by laying out diaries in a way that ensures enough time allocated for client work.  Booking meetings into the diary in a way that makes best use of your limited time.

In-Box Management

Managing your Emails and flagging up the important items.  Dealing with the routine rubbish. Highlighting interesting opportunities that might align with your brand.  Politely responding to approaches that you aren’t ready to consider yet but might want to look at in the future.  Corralling newsletters into a separate area to read later and keeping things tidy so emails can be found when needed.

Social Media

Social media and marketing is a necessity for a small business and outsourcing it is easy.   I provide support with the more time consuming elements of this.  Writing content.  Sourcing articles to share, creating graphics and making videos from blog posts so content can be reused effectively.  Scheduling posts based on an agreed content schedule.  Researching for blog posts.  Help and support with marketing tasks and ideas.

Data Input

This is a popular service.  I can type up most documents you might need but data input is much more than that.  I can input into popular CRM systems, Excel, and any bespoke software that you are using for any purpose.   If you need information added to a system, I can do that for you.  Quickly, accurately and effectively. Data input can be time consuming, particularly if you aren’t a touch typist so outsourcing this can save you a lot of time.

My most popular ad hoc service is input of business cards into CRM systems or Excel.  I often perform this one for new clients so they can get a feel for how accurate and responsive I am.  It’s a good one to choose if you’ve never worked with someone virtually before as it gives a good feel for how the process works and how responsive the service can be.

General Admin Tasks

Returning calls and emails, correspondence, stuffing envelopes, chasing up missing information, mailing out documents, tidying offices, filing and generally getting stuff under control when it’s gotten out of control.    Just to show you how bespoke outsourcing can get, one client has me handle all the vouchers that go through their business.  Another uses me only for proof checking.

Although my specialism is HR support, I work with a number of businesses who need a variety of general tasks carried out.   If you are ready to make more money and have more time to spend with your family, you can get in touch with me here for a chat.

Note Taking: Investigation, Grievance and Disciplinary

Note Taking; Grievance; Disciplinary; Investigation; Hearings; HR Support

When things go Wrong

No matter how careful, or how caring, you are, things can occasionally go awry in the workplace.  Issues arise which need to be investigated, people raise grievances which need to be heard and unfortunately, not everyone complies with the company rules, no matter how many times you ask them to sign the Staff Handbook.  If you find yourself in this unfortunate situation, it is necessary to deal with the investigation, grievance or disciplinary quickly and thoroughly, and to keep good records throughout the process.

In the case of investigations it is necessary to take witness statements and if the matter progresses to a disciplinary meeting these statements will be critical.  The disciplinary itself must be carried out in accordance with good practice.  You can read more about this here on the ACAS site where you can download a number of very useful documents.

Whenever something goes awry, accurate and effective note-taking and evidence recording forms a critical part of the resolution process.

Confidential and Discreet

It can feel quite personal when these things arise, particularly if the issue involves a breach of trust, or could impact negatively on the business you have spent so long building and nurturing.   It is certainly a challenging time for any business.  One thing you absolutely do not need is gossip or discussion of the issue within the workplace.  This will potentially create problems further down the line, allow the individual to raise issues relating to lack of confidentiality and of course, gossip can de-stabilise your team.  Issues must be dealt with rapidly but effectively.  It’s never good to rush these things and certainly you should never miss out a step, but everyone involved will be keen to get the matter resolved effectively so a timely progression through the steps is always the best approach.

Impartial and Experienced

Whether you are an employer or an HR Consultant, having an independent person to take the notes in disciplinary or grievance meetings can be hugely beneficial.  They will be totally impartial and will have no pre-existing knowledge of the company or team so will not have any bias or make any assumptions which could affect their note-taking.

In a small organisation it can be difficult to find someone who is both an experienced note taker, capable of taking the notes accurately, and is also unknown to the person involved.  In situations of this kind it is critically important that what happens in the room, stays in the room, no matter what the size of the organisation.  However, in smaller organisations there have been cases where the information left the room because the note taker was inexperienced and was unaware that they should not discuss the case they had just noted.

Trust

Often in situations of this kind feelings are running high.  The person involved will be upset. They may feel distrustful, angry or betrayed.  It’s very important that everyone in the room is able to be trusted by the individual involved and it can help if the person taking the notes is not from within the organisation.  It is clear the note taker will have no preconceived views about anyone or anything which is mentioned and this can help the individual to feel they can speak freely.

In this type of situation, explanations can become frantic, emotional and difficult to follow at times.  It can take a level of confidence and experience for a note-taker to ask the individual to stop, and to wait whilst they catch up, and then for that note taker to calmly read back the notes and ask whether all the key points have been included.  It also helps if your note taker has an HR background as it is easier for them to accurately pick out the important points from the irrelevant and note only the key issues.   Notes must be taken long-hand to enable them to be reviewed by all parties at the end of the meeting and, if appropriate, initialled to show agreement.

Sometimes being in a room with the people whom the individual feels had not listened previously, and being able to fully explain their concerns and issues, can be enough to allow the issue to be resolved.  And if there is a set of really good notes as an outcome of the meeting, the formality of this can be appreciated by the individual.  If matters cannot be resolved quickly and the next stage of the process is required, then the notes will be a critical part of the process at that stage.

Practical and Effective

When chairing the meeting, you need to feel confident that the notes will be full enough to rely upon throughout any stages that might follow, and  certain that they include all the relevant details (and none of the irrelevant ones).  Having someone with HR knowledge to take the notes can be invaluable for ensuring this.

Of course you can also record the meeting and in this case, the recording can be transcribed, allowing a full record of the proceedings to be made.  Even if you choose not to have the recording transcribed, it can useful  for cross-checking facts in the notes if that proves necessary at a later stage.

Minute-Taking-Service

For the HR Consultant, having a dedicated note taker rather than trying to multi-task can be a huge benefit.  It can be very difficult to chair the meeting, ask the right questions, and note the answers in meetings where feelings are running high and people may be shouting, crying or arguing.  This is particularly true in disciplinary hearings.  Trying to both take notes and consider the evidence and information being provided can be hugely challenging in some meetings.

Writing up the notes of meetings needs to be done very promptly following a meeting of this kind.  The individual and the company will both need a resolution to the situation quickly.  It can be a challenge for the HR Consultant to get everything written up in a timely way and often involves working late into the night.  I have returned notes with a 24 hour turnaround for cases in the past.  This ensures you have the information you need to make a decision quickly and accurately.  This can be particularly important if the person involved is suspended from work for a potential disciplinary offence.

Naturally the note-takers hourly rate is less than that of an HR Consultant so there are cost savings when you consider how long it can take to type up the notes.

If you are an HR Consultant or a small company and you are looking for support in this area of your business, you can contact me here for a no obligation chat. 

VAVA Voom: Value Added Virtual Assistance

Virtual Assistance, Virtual Assistant, Administration Support, Value Added Service

Something a client said recently really made me think.  Not that my clients don’t make me think regularly you understand, but mostly it’s about how to do things quickly and efficiently to save them time or how I can improve the way I provide my Virtual Assistance so that clients get even better value.

My client, let’s call her Sue, had a phone enquiry.  A few minutes into the call their enquirer asked what it was Sue actually did.  You see, they’d decided that they needed what Sue provided but hadn’t really been clear on the value that this would add to their business once they had engaged her services.

So, today’s post is not about what I do, but about the value Virtual Assistance can add to a business.  The value is more than the sum of the tasks after all.

As my strapline says; I create time for business.  I give you back the time you’ve lost trying to juggle multiple roles as a small business owner.  This is the single most valued outcome of working with me according to my client feedback.  A desire for a better work-life balance is often the reason people initially approach me for assistance.

Rescue your relationship.  Yes, that did happen.  Discretion forbids detailing it though.

Help you to see options to move forward with tasks that you are stuck with.

Suggest different ways to tackle tasks that will make them quicker and easier or will create a better outcome.

Organise tasks and even people when you don’t have time or energy to think about doing so.

Pick up the routine stuff that could get lost in the heat of battle.   The stuff that in a corporate environment you would just ask someone to help with….  Those “Can you just…?” and  “Would you be able to…..” type tasks that your colleague might pick up for you.

Give you a helping hand with the things that are taking up too much of your valuable time.

Make sure things that need to be remembered don’t get forgotten.

Ensure accuracy.  Whether that’s your documentation, appointments, blog posts or the notes of that disciplinary meeting.  Done right, done fast and done the way you like it.

Make your business look good.  A VA answering your emails and organising your diary gives a great impression of an organised and efficient business.

Contribute expertise on the administrative and time management aspects of any new business ideas and expansion plans you might have.

Virtual Assistance is about working in partnership with you, supporting you in achieving the business goals you are striving towards.    I actively look for ways to make your life easier, and implement them (with your permission of course). Sometimes that’s a big thing like suggesting a re-organisation of the inbox or creating some graphics or a video for your business, sometimes it’s a tiny thing, like just going into your InBox and tidying out the rubbish that you really won’t ever read.

I work with you.  If you tell me what you are trying to achieve, I’ll do my best to help you realise that.  I can’t know everything.  There will be areas I can’t cover (finance and cold calling being two that spring to mind) but in my chosen field of HR Support, I am, though I say it myself, pretty good at what I do.  If you were inclined to disbelieve me, I have the testimonials to show it.

If you would like to add this level of service and value to your business, then you can click here to find out what other people think about working with me and here to start the conversation.