Newsletter Detail

MVHRA Connections - July 2020

    JULY 2020

EMPLOYMENT CORNER

Check out these exciting Human Resources job opportunities:

  • HR Specialist  – Daybreak
  • HR Administrative Office Support - Mikesell's Snack Food Company
  • HR Director – Frisch’s Big Boy

Details regarding employment opportunities can be found on the MVHRA website.


 THIS MONTH'S ARTICLES

PRESIDENT’S PEN

By Matt Bakota

How many times have your plans changed in 2020? If you’re like me, you’ve probably lost count at this point. Work, summer vacation, kids’ sports, kids’ school, how to get together with family and friends…there have been changes with all of it. At this point, it seems like the best we can do is take a week-to-week approach on a lot of things in our lives. The same is true for many organizations who are continuing to operate during COVID-19.

At MVHRA, we are trying to plan ahead as much as possible. That includes trying to avoid some difficulties that a week-to-week approach likely would create with the in-person programming that we have traditionally made available to our members, including luncheons and professional development workshops. Therefore, at our July board meeting, MVHRA’s board made the decision that in-person monthly luncheons through November 2020 would be cancelled and become lunchtime webinars. We intend for these webinars to feature the same scheduled speakers and to offer attendees the usual one hour of HR recertification credits. The professional development workshops scheduled for August and November 2020 also are being converted to webinars, featuring the same scheduled speakers and recertification credits. For now, we have decided to keep our December 2020 member appreciation luncheon on the calendar as an in-person event, and we will evaluate that closer to the end of the year. It would be great to be able to regroup in person at that time of year, if possible.

Please keep an eye out for further details related to MVHRA’s events for August through November 2020, as the change to webinar format may result in some tweaks. For example, you will see that the start times of the August workshop and lunchtime webinar will be a bit earlier than usual. One very good tweak for our members – we think – is that the MVHRA lunchtime webinars will be provided free to current MVHRA members! This will save members more than $20 per lunchtime event, with the usual HR recertification credits still available.

In addition to our regular monthly programming, MVHRA has worked to add programming options for members and the community during COVID-19. Right now, we are in the middle of a weekly webinar series titled “Talent 360,” which is in cooperation with the Dayton Chamber of Commerce. Several MVHRA members have been and will be featured as presenters during this webinar series, which also provides HR recertification credits and is free to current MVHRA members. This webinar series arose out of an in-person seminar that had to be cancelled from earlier in the year and serves as a great example of organizations making the best of things in challenging times. Although different logistically, we believe the topics and presenters turned out great. The additional time also allowed MVHRA and the Chamber to respond to current events that have happened since March 2020, to tailor the topics and presenters to the most current challenges that are facing HR professionals and their organizations.

We hope that you will join MVHRA for as many of these great events as possible. Please do not hesitate to contact me or any other MVHRA board member with questions, suggestions, or concerns as we continue to navigate the COVID-19 situation. We are here to serve our 200+ members and the HR community in the Miami Valley.


The Department of Labor Embraces Paperless Participant Notices

Submitted by Kathleen Carlson, CFA

The Department of Labor adopted a new safe harbor rule regarding electronic delivery for participant notices.  With this rule, employers will be able to create efficiencies using technology and reduce plan costs.   Effective in late July, employers will be able to distribute electronically all required participant disclosures under ERISA Title 1.  Below is link to the complete list of required documents.

 

TIP: Ask your service providers how they will be assisting you in distributing the required notices electronically.

A few caveats

  • Before the disclosures can be sent electronically, an employer will have to provide an initial paper notice that explains that individuals have a right to request a paper copy free of charge and informs them of their ability to opt out of electronic delivery.
  • Annually thereafter, employers will have to provide a Notice of Internet Availability to all covered participants.
  • And, to qualify for the safe harbor protections, employers must meet certain requirements relating to how participants will gain access to the disclosures. 

Kathleen Carlson, CFA,

CAPTRUST Financial Advisors


How Organizations Can Prepare for Success – During and After COVID-19

Submitted by Terry Salo, strategic HR inc.

Although there are national and state-wide efforts to re-open the economy and relax restrictions, businesses and employees continue to feel the effects of COVID-19. According to a study conducted by McKinsey & Company  “the challenge is especially acute for small businesses (those with 500 or fewer employees), which account for a disproportionate share of the vulnerable jobs.” McKinsey & Company emphasized this point further by highlighting the current vulnerable state of these businesses, as they account for 54 percent (30 million) of the jobs most vulnerable during COVID-19.

While many U.S. businesses have re-opened, a large proportion of them remains at half-capacity, employing fewer people, and/or maintaining a mix of on-site and remote workers. Those businesses are also seeing a decline in business and feeling the impacts of customers and suppliers hit harder by the pandemic. This has required leaders to make adjustments to their operations in order to survive in this “recovery” period but wondering whether it’s temporary or the “new norm.” Either way, many leaders are wondering how to prepare their organization for after COVID-19.

The Centers for Disease Control (CDC) offers immediate guidance for employers in helping to maintain healthy operations which include reviewing workspaces, promoting safe hygiene, revising sick and leave policies, and minimizing the number of employees in the workplace to prevent further spread of the virus.

To best prepare your business for future success after (or during) COVID-19, senior leaders and HR professionals should gather key stakeholders together to conduct a post-COVID-19 Organizational Assessment to identify where their organization stands now and what changes are needed for the future.  A multitude of issues should be reviewed; some of which include:

  • Budget
  • Pipeline of work & future forecasting
  • Reviewing work practices for efficiency and cost-effectiveness
  • Reviewing and re-aligning talent
  • Succession planning
  • Review talent attraction activities

The ultimate goal of a Post-COVID-19 Organizational Assessment is to answer two questions: how do we pivot to succeed while in recovery mode, and how do we prepare should we find ourselves in another crisis in the future?

This is an all-encompassing effort to assess the health and stability of your business. It’s going to require collaboration, out-of-the-box thinking, considering new ways of operating, and taking a critical look at your entire business – your finances, your people, your supply chain, your operations, and your customers.

This a key opportunity to empower your HR team members and leaders, and to engage outside, unbiased professionals. This allows you to harness a diverse set of perspectives and expertise to benefit your business – for today and tomorrow.


Importance of Employee Handbooks

Submitted by Steve Black

Dear Business Owner,

Hello.  It’s me.  Your Employee Handbook.  Now, before you stop reading, can I share what is on my mind?  I know you are busy, and I evoke a lot of eye-rolling.  But, I have some important things to say.  I cannot blame you for being annoyed with me as I routinely insist on being updated, re-signed, and discussed.  Granted, I was last updated when George W. Bush was President, Tom Brady won his first Super Bowl, and cargo pants were a fad.  If you will give me five minutes of your time, I will make it worth your while.  I know I can add value to our organization.  Let’s not pigeonhole me as a thing we “have” to have.  Let’s not wait until the next potential lawsuit to “tighten up” our policies.  Rather, here are ways that I can make our organization better.

1.     Highlight the Company’s Culture—Let’s showcase who we are and what we believe.

You created a great place to work!Why not let the employees know who we are, what we believe, and how our team-members behave?It is important that our employees feel the “humanity” in who we are.They need to know how they fit in with our company.This helps foster a sense of pride and belonging.The better this is done the better they will perform.We need to show them how we got here, what we do, and what we value.Remember what our good friend Steve Black from Brixey & Meyer wrote in his article discussing structures supporting strong cultures?  If not, check it out.  As a Handbook, I am one of those structures that supports a strong culture.  Let me highlight who we are because it is awesome!

2.     Communicate the Company’s Expectations—Let’s be clear what we expect from our employees

Most people want clearly defined expectations.  This helps them make sense of their world.  A well-written handbook directs people regarding what they need to do, when to do it, and how it is done.  For instance, if a person wants to take a day off, we should tell them how to do this (e.g.—what form to use, who to inform, amount of notice time).  Employees need to know our expectations related to safety, timekeeping, dress code, and so many other items.  Oh, by the way, our current dress code currently includes “slacks.”  I need an update! 

3.     Help Our Employees Know Where to Go When They Need Help—Let’s ensure employees know who to talk to, where to go, and when to go when needing assistance.

Unfortunately, bad things happen both outside and inside the workplace.Our employees need to know where to go when/if they face trouble.What if an employee lost a loved one?

S/he needs access to our Employee Assistance Program.What if an employee feels discriminated against?S/he needs to know we have a grievance process, so we can address this issue immediately.The alternative is having great people leave our organization.If employees do not feel supported, they may turn to third party resources such as attorneys, the EEOC or DOL depending upon the issue.This leads me to my fourth point.

4.   Minimize Distracting Non-Compliance Issues and Potential Lawsuits—Let’s be proactive about how we protect the company related to governmental compliance and legal standing.   

EEOC, DOL, FLSA, ADA, FMLA, FFCRA, ICRA…so many acronyms!There is so much we must monitor.I am concerned that we have no idea what potential landmines we may set off by not having proactive plans.For instance, one of my handbook friends on the other side of town told me about a lawsuit her company avoided due to having a specific FMLA process laid out informing employees what to do and when to do.As it turns out, the underperforming employee did not follow the defined processes.When the company let the employee go for performance reasons, the employee tried to sue the company for FMLA interference.Well, fortunately, the company did exactly what they needed to do, and it saved them tens of thousands of dollars.However, this took up a lot of time and energy from many workers.It could have been worse, but we must remember that being proactive to understand legal issues, communicate how we comply with them, and house accurate records saves time, energy, and money in the long run.

5.     Highlight the Company’s Benefit Offerings—Let’s ensure employees know what great benefits we provide.

Have you seen how much money our company spends on employee benefits?Yet, I hear so many employee’s confusion about what they have and concern about what they do not have.After a little research with the Benefit’s team, I discovered that this came down to a lack of education!We need to layout the benefits people have and where they can find information about each benefit.We spent the money, so let us make sure people know what they have!

6.     Communicate the Company’s Key Policies, Procedures, and Practices—Let’s make sure we are clear and consistent in order to minimize confusion. 

I wonder how many dollars we lose every year due to misunderstood and misaligned policies, procedures, and practices?When we provide clarity in our handbook, we have a common place to point people when they have questions.Doing this saves time, money, and energy.A handbook accurately communicates our policies related to a variety of topics such as: employment, behavior, compensation, holiday time off, and so many other topics!Clarity leads to time, which leads to greater productivity!

7.     Educate Our Employees about What They Can Expect of Us—Let’s make sure our employees know what they can expect out of us as well. 

As an at-will employer, employees can come and go as they see fit.They need to know what to expect from management and leadership.You have a tough job leading the organization.It is easy to forget that employees need to know how we will handle various situations.They need to know the organization’s commitment to their development and growth.They need to know when they will be paid.They need to know when performance reviews will take place and if raises are attached to these results.This stuff matters.Eliminating confusion helps employees do their jobs with greater confidence and clarity

I am hopeful that you did not stop reading and delete this message.  If you are still reading, let’s figure out a time to meet.  I am open to meeting face-to-face, but if we need to schedule a Zoom call, let me know.  I know I am not the most exciting aspect of your business, but I promise I can and will promote the things you value and help you build a bigger, better, faster, and strong organization. 

Sincerely,

Your Employee Handbook

Disclaimer: This is not legal advice, but merely informed opinion or general information meant for no particular purpose.  Issues addressed in this often implicate federal, state, and local labor and employment laws.  This is not intended as a substitute for legal advice.  Readers should consult labor and employment counsel to determine whether their particular policies, procedures, decisions, or courses of action comply with such laws. 


Recap of MVHRA Talent 360 Webinar Panel Discussion on Leading a Workforce Through Times of Uncertainty

Prepared by Darla Cade

On Wednesday, July 22nd several of our board members participated in a Panel 360 webcast held by the Dayton Chamber of Commerce facilitated by our very own Joanie Krein.  Ms. Krein worked tirelessly with Jessica Wagner, DACC to put this webcast together.  The topic was “Leading your workforce through times of uncertainty: A conversation with local HR Professionals”.

Panelists:

  • Linda J. Dean, SPHR, CEBS, Manager, HR Administration, DMAX, Ltd.
  • Dave Castel, SHRM-CP, HR Project Manager, Oerlikon
  • Ben Morrison, Director of People Development, Crocs, Inc
  • Steve Black, MSE, SPHR, SHRM-SCP, Senior Manager, Human Resources, Brixey & Meyer
  • Darla Cade, PHR, Chief HR Officer, Germane Solutions

Facilitator:

  • Joanie Krein, Membership Chair, Miami Valley Human Resource Association

During the webcast, Steve Black answered, “How has the role of HR changed during the pandemic?” with: ‘there have been both challenges and opportunities.  Many people can work in different ways and places; many jobs are misaligned with company goals, and this year’s events have taken a psychological/emotional toll on people…mental health challenges are real and hinder job performance.’  Mr. Black went on to state, ‘humanizing the workplace to maximize productivity – recognizing the pressures and stresses caused by inequities, misaligned expectations, poorly designed work environments…these distract from great outcomes.’

Dave Castel tackled continuity planning – was this something in place before, or something created out of necessity? Mr. Castel replied: “We didn’t completely have a continuity plan in place and some of it was created out of necessity.” Linda Dean further commented, having a continuity plan in place prior, still led to seeing necessary changes made as most companies prepared for something that took out a location, think tornado – not something internally where you had a location but couldn’t go to it. So being able to pivot during this pandemic and enact policies that were effective to this new thing we faced-was a different kind of exercise and challenge

Darla Cade spoke to employee engagement and how the pandemic has created a ‘new way of doing the same thing’.  While her company has had the ability for remote work, they learned they needed to streamline virtual platforms for IT security and to work with staff on how they best stay engaged.  Some department heads hold bi-weekly all-staff meetings; while others have two touchpoints on  a daily basis.  They also have been working with a business coach and she mentioned how having that relationship in place before the pandemic allowed the business to continue to integrate on a personal level with employees.

Ben Morrison, CROCS, has employees and plants that needed to stay connected across many different states and borders.  Keeping open communication going was critical to their staying afloat and keeping employees updated with the many daily changes brought on thru the pandemic.

All in all, the sentiment continued throughout the webcast that HR has a chance to really shine brighter than ever now and we need to step into the light and not remain in the corner during meetings.  Human Resources can really make critical change happen and we need to hold our heads high while sitting at that executive table.

Remember, the MVHRA board and membership are great allies available to you and networking is so important, maybe more so now than ever before!

Thanks again to Jessica Wagner, the Dayton Chamber of Commerce, and to Joanie Krein-Manpower for putting together such a wonderful member educational forum.


Scholarships Available for the Human Resources Professional Certification Study Course (HRPCSC) at Wright State University.

Submitted by Betsy Brown

Interested in prepping for the PHR, SPHR, SHRM-CP or SHRM-SCP? Wright State can help. There are scholarships available for Fall 2020 and each award is up to $500. The prep course begins Saturday, September 12. The sessions will be held in accordance with regulations regarding COVID-19.

Information for the Human Resource Professional Certification Study Course (HRPCSC) can be found at https://business.wright.edu/management-and-international-business/human-resources-professional-certification-study-course.

You can apply for this scholarship through this site.

The deadline to apply for scholarships is Monday, August 15. The recipients of the scholarship will be contacted on Wednesday, August 17. Following award of the scholarships, recipients will need to register for the respective prep course. Scholarship recipients will be given a specific point of contact who will guide them through the appropriate registration process.

Before submitting your scholarship application, check your certification exam eligibility through SHRM and/or HRCI.

If you have any questions about the Study Course, please contact Betsy Brown at tbdbrown@gmail.com.

If you have any questions about applying for the scholarship, please contact Kim Lukaszewski at Kimberly.lukaszewski@wright.edu.


Reminder:  MVHRA Legal Services Plan Available

MVHRA has an agreement with local attorneys to provide a legal services plan for MVHRA members (the “Plan”).  The Plan is available again for 2020 and is included as part of your current membership at no additional charge.  Further details available at http://mvhra.org/myMVHRA/legal-services.cfm

Note:  You must be a MVHRA member AND logged into mvhra.org to access this service within the "MY MVHRA" link at the top of the page.


 See Your Article In Our Newsletter!

MVHRA members, do you have something to submit to the MVHRA Newsletter?  Please send it to Amy Mitchell, Newsletter Committee Chair, via email at acm@amfdayton.com.


UPCOMING MEETINGS AND EVENTS

August 5, 2020

Webinar: Talent 360 Series, Session 3: Leading Difficult Conversations on Racism, Justice and Equity

Time: 8:30 AM - 9:45 AM

This event is free to MVHRA members. It is part of a weekly webinar series presented by MVHRA and the Dayton Area Chamber of Commerce, which runs from July 22 – August 19, 2020, and is the third of five sessions.

Presented in partnership with the Miami Valley Human Resource Association (MHVRA), the Talent 360 weekly event series will highlight the changing landscape for talent in the post-COVID world, address responsible work protocols, how to support your workforce through times of uncertainty and lead difficult conversations on racism, justice and equity, including available resources and finally an updated analysis of COVID-19’s impact on Dayton’s regional economy.

Click HERE to Register.

August 11, 2020

Workshop Webinar: Disrupting HR

Speaker: Jennifer McClure

Time: 7:30 AM - 10:30 AM

You will receive Zoom login information prior to the webinar through your email

Credits: This program is being submitted for approval of recertification credits by the HR Certification Institute (HRCI) and for SHRM Professional Development Credit (PDC).

Lunchtime Webinar:  Advanced Communication Skills Masterclass

Speaker:  Toby Groves, PhD

Time: 11:00 AM

You will receive Zoom login information prior to the webinar through your email

Credits: This program is being submitted for approval of recertification credits by the HR Certification Institute (HRCI) and for SHRM Professional Development Credit (PDC).

August 12, 2020

Webinar: Talent 360 Series, Session 4: Resources to Support Diversity & Inclusion

Time: 8:30 AM - 9:45 AM

This event is free to MVHRA members. It is part of a weekly webinar series presented by MVHRA and the Dayton Area Chamber of Commerce, which runs from July 22 – August 19, 2020, and is the fourth of five sessions.

Presented in partnership with the Miami Valley Human Resource Association (MHVRA), the Talent 360 weekly event series will highlight the changing landscape for talent in the post-COVID world, address responsible work protocols, how to support your workforce through times of uncertainty and lead difficult conversations on racism, justice and equity, including available resources and finally an updated analysis of COVID-19’s impact on Dayton’s regional economy.

Click HERE to Register.

August 19, 2020

Webinar: Talent 360 Series, Session 5: COVID-19’s Impact on Dayton’s Economy (Panel Discussion)

Time: 8:30 AM - 9:45 AM

This event is free to MVHRA members. It is part of a weekly webinar series presented by MVHRA and the Dayton Area Chamber of Commerce, which runs from July 22 – August 19, 2020, and is the fifth and final of five sessions.

Presented in partnership with the Miami Valley Human Resource Association (MHVRA), the Talent 360 weekly event series will highlight the changing landscape for talent in the post-COVID world, address responsible work protocols, how to support your workforce through times of uncertainty and lead difficult conversations on racism, justice and equity, including available resources and finally an updated analysis of COVID-19’s impact on Dayton’s regional economy.

Click HERE to Register.

September 8, 2020

Lunchtime Webinar:  HR Audit

Speaker:  Holly Hall

Time: 12:00 PM - 1:00 PM

Learning Objectives
1. Types of audits you should perform
2. Using an HR audit to improve organizational capability
3. Establishing a case within your organization.

You will receive Zoom login information prior to the event through your email.

Credits: This program is being submitted for approval of recertification credits by the HR Certification Institute (HRCI) and for SHRM Professional Development Credit (PDC).

October 13, 2020

Lunchtime Webinar:  HR Leadership Lessons From H-O-L-L-Y-W-O-O-D!

Speaker:  Andy Masters

Time: 12:00 PM - 1:00 PM

You will receive Zoom login information prior to the event through your email.

Credits: This program is being submitted for approval of recertification credits by the HR Certification Institute (HRCI) and for SHRM Professional Development Credit (PDC).

November 10, 2020

Workshop Webinar: How to Find Confidence in Conflict and Negotiate Effectively

 Speaker: Kwame Christian 

Time: 8:00 AM - 11:15 AM

Credits: This program is being submitted for approval of recertification credits by the HR Certification Institute (HRCI) and for SHRM Professional Development Credit (PDC).

Lunchtime Webinar:  HR Legal Update

Speaker:  Jeff Mullins, Taft

Time: 12:00 PM - 1:00 PM

You will receive Zoom login information prior to the event through your email.

Credits: This program is being submitted for approval of recertification credits by the HR Certification Institute (HRCI) and for SHRM Professional Development Credit (PDC).

 

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