It’s everywhere.  Every day you probably follow a group, friend someone you haven’t talked to in 15 years, tweet that your newest video is posted on You Tube TM and make sure that you are LinkedIn TM.  Keeping up with Social Media is a part-time job of its own.  It’s fun, it promotes you and what you are doing and it can keep you in touch with those in your life.  However, setting aside all of the positive aspects of Social Networking, as a business owner you must consider how this impacts you and your bottom line. 

Almost all employees have their own dedicated computer or access to a computer while on the job.  This makes it very easy to have access to the web and its opportunity for “surfing” when time should be devoted to work.  Surfing the internet while on a break or during a lunch hour is acceptable for some companies and can have positive effects on productivity.  Where it crosses the line is when an employee devotes more than their allotted break time to their social media status updates.  If you are paying your employees for time spent in non work related tasks, you are loosing revenue.  You don’t have to invest in surveillance equipment or micro-manage your employees.  But, what you should do is have a policy in place that clearly defines acceptable usage of company owned equipment and make sure that each employee clearly understands the consequences of unauthorized usage.  Should you need to reprimand an employee or terminate their employment, having a policy in place will pave the way to ensuring your decisions are supported by the Department of Labor. 

For more information on establishing company policies, contact StaffScapes at 303-466-7864 or info@staffscapes.com.

I turned on the news last night and watched as picture after picture was displayed showing the aftermath of the violent storms and devastating tornados that made their way across Oklahoma.  It happens every year across our great nation.  Buildings are destroyed, people are killed, and families go from enjoying an evening meal together to figuring out where they will sleep after their homes have been demolished.  Having been through several severe storms myself including the tornado that hit Windsor, CO in May, 2008, I am reminded that it is important to have a plan in place to deal with natural disasters when they occur.  As a business, it is your responsibility to provide a safe environment for your employees at your location.  You can’t prevent a natural disaster, but your can prepare for how to respond when the need arises.  Here are 3 Keys to help you get started:

1.  Have a written emergency evacuation procedure that includes floor plans and indicate exit locations and fire extinguishers.  Communicate these procedures with your staff

2.  Have an emergency kit stocked and accessible in each building of your business.  Include in this kit, contact phone numbers for medical treatment facilities in your area

3.  Have a designated location for all staff members to report to immediately after an emergency is declared.  Keep a staff roster with emergency contact information in an easily accessible location and account for all individuals by roll call to ensure safety and well-being of all employees

For more tips and information on preparing for an emergency, please contact us at 303-466-7864 or Eugena.Bellamy@StaffScapes.com for a complimentary copy of our whitepaper on developing your Emergency Response Plan.

Apple™ promotes its new Apple iPad™ as the “best way to experience the web, e-mail, photos and video.  Hands Down.”  We agree.  We also think that StaffScapes is the “best way to handle your human resources needs.  Period.”  Hundreds of people count on us weekly to be their “partners to answer questions regarding Human Resources, employee relations, process payroll, assist with workers’ compensation and unemployment claims and much more”, said Jim Thibodeau, President of StaffScapes, Inc. 

From today through Labor Day, StaffScapes will be providing one Apple iPad™ to any person or company that refers a qualifying* new client and who begins services by September 6, 2010.  This promotion is open to any client, employee, friend, relative or business associate of StaffScapes, Inc. Some restrictions apply.  For rules and regulations, please contact StaffScapes, Inc.  303-466-7864 or info@StaffScapes.com.

*see rules and regulations for qualified requirements.

You probably walk by it everyday.  That wall in the break room that is covered with posters.  Posters that you probably never look at.  Posters that may not have been updated since parachute pants were popular.  Many businesses do not know what is required of them and many do not know the degree of fines that could be leveled upon them if they are not compliant. 

Did you know that posters must be visible in a common area where employees will visit frequently?  For example, the break room or by the time clock.  If your business has multiple locations or operates on several floors, each requires their own set of posters to be easily viewed and accessible.  Where applicants apply for employment, the FMLA (Family Medical Leave Act),  EEO (Equal Employment Opportunity), and EPPA (Employee Polygraph Protection Act) posters are required to be posted as well.

What about other languages in addition to English?  Posters are not required to be in another language unless your business employs a non-English speaking workforce.

What are some of the fines for not having or not updating required posters and not adhereing to their policies?

*Fines from $100 to $70,000 depending on the infraction.
*Not posting the OSHA Job Safety & Health poster can get you a fine of up to $70,000.
*Federal FMLA non-compliance gets you a fine of $100 per offense.
*Violations of the Fair Labor Standards Act, (Minimum Wage) are up to $10,000 per violation. 
*Violations of the Employee Polygraph Protection Act could result in you having to appear in court and pay a penalty of up to $10,000 per violation.

Can you afford to not be compliant?  Here at StaffScapes, one of the benefits that we provide our clients include a packet of all required posters as well as updates mailed as soon as new laws are passed that dictate changes.  You know, the changes you planned to make but never did.  Now, with StaffScapes, you don’t have to worry about it.

For an updated list of all required posters, including the FLSA (Fair Labor Standards Act), FMLA (Employee Rights and Responsibilities under the Family and Medical Leave Act) and the EEO (Equal Employment Opportunity is the Law), please view the following links for Federal and State of Colorado Requirements.

For further assistance or more information, please contact StaffScapes, Inc. at 303-466-7864 or info@StaffScapes.com.

Every day we all do hundreds of tasks that seem routine and we don’t view them as being dangerous.  We often think things like “Slips and falls only happen to uncoordinated people” or “I work in an office, not around heavy equipment so nothing will happen to me”.  But that is far from the truth.  Several times a month, we get a workers’ compensation call from a client or employee and most often, these are calls about simple injuries that end up costing a lot of money for treatment.  For example, the employee that can’t work for 12 weeks because they tripped over a box sitting in the hallway and broke their ankle.  Or the item that Sally was sure she could reach and now she has pulled a muscle and requires physical therapy. 

It’s easy to forget about safety on a daily basis, but we want to remind you how important training and following the safety rules really is.  One little wrong move can change your life in an instant.  Here are some key points we want you to remember:

• Keep all boxes away from doorways and emergency exits
• When lifting anything off of the floor, squat and lift straight up.  Do not bend over to pick the item up
• Do not stand on a chair or box to get an item off of a shelf
• Do not stand on the very top of a ladder
• Don’t run, walk
• Close desk drawers or cabinets to prevent injuries
• Tape down electrical cords that must be in walking paths
• If you see something you feel is unsafe, contact your manager for assistance
• Use chemicals properly and follow all instructions
• Wipe up all spills
• Only open one cabinet drawer at a time
• Ask for help when moving large or heavy objects
• Always wear protective equipment

These are just a few suggestions.  We encourage you to review your safety practices and if you need additional advice or a safety review, please contact StaffScapes today!

Bells are ringing, lights are blinking and yummy goodies are being shared with holiday cheer.  Although the good feelings and warm wishes surround us during this winter time of celebration, it is also the time for stress and accidents.  Here’s a list of tips from StaffScapes to make sure you and your employees bring in the New Year safely.

Around the Office
1. Make sure walkways are clear from snow daily.  Use an ice melting product to help prevent slips and falls.
2. Tape down any electrical cords that are being used for holiday décor.
3. Provide hand sanitizer and desk wipes to help prevent the spread of germs from colds and flu.

At the Party
1. Limit or prohibit alcohol for the festivities.  If you do serve, monitor your staff and call taxi’s for anyone without designated drivers.
2. Provide plenty of food and non-alcoholic drinks for guests.
3. Keep it professional.  It may be a party and a relaxed atmosphere, but it is still the office.

For You
1. Get as much sleep as you can.  Being well rested will help you fight off airborne illnesses.
2. Drink plenty of water and eat healthy.  Enjoy the Christmas cookies but avoid overindulgence.
3. Keep Your Routine.  Tis The Season to stress out with holiday parties, work deadlines, end of year requirements, shopping, multiple requests from others etc.  Sometime it just seems like it is too much for one person to handle.  To help assist with the demands of the season, do your best to maintain a routine that closely matches what you do during less busy times of the year.  Write down your “To Do” list, delegate tasks that you can and schedule a little “me time” whenever you can—even if it is just for a cup of coffee at your favorite little java joint. 

Happy Holidays!

For over two years, all of us have been directly impacted by the down economy.  News outlets speak of unemployment and higher prices on almost every post or broadcast.  Confidence is low; however, signs of improvement appear to be increasing with hopes of a stronger, newer environment.  Regardless of the State of our Union, employee motivation and retention is an important area of focus for employers in order to maintain a successful business culture.

There are many ways to motivate your employees and with a little creativity, easy and free or low cost options are available.  Here are 11 suggestions to get you started:

1. Negotiate a reduced rate with your local gym for memberships and consider paying a portion of the fee for employees.  Exercise is good for the body and mind and may help reduce health care costs and absenteeism.
2. Consider creating a rewards program.  Either host in-house or contract with a rewards company.  Provide cash incentives or points towards the purchase of goods or services in the program for various successes such as top sales, attendance, positive service comments from customers etc.  Often, being able to “purchase” a item without spending any money helps create excitement without any of the “buyer’s remorse”.
3. Pay for a night away for top performers.  No matter where you live, most of us have easy access to either a larger city or peaceful B&B in a little town that offers an opportunity for relaxation and/or entertainment.  Just getting away from the norm, your typical environment and daily obligations is enough to rejuvenate and get the creative juices flowing again.
4. Saying thank you and offering special recognition to employees is something you can do for free and often goes a long way.  Something as simple as having the President of the company stopping by an employee’s desk to say he/she recognizes their efforts and the impact it is having on the company can pick up the spirits of even the most jaded employee. 
5. If you have a special project, consider appointing someone who deserves recognition as the “Special Projects Manager” and have them coordinate team meetings and provide reports back to the department manager or President.  Providing autonomy to direct an important event can encourage pride and a renewed interest in the company.
6. Sponsor a social event.  Bring together all team members for a pizza party, build your own ice cream bar or Taco fest.  Encourage employees to dine with team members they don’t normally get to interact with.
7. Many local University’s offer a Ropes Course or other team building program.  Consider booking a morning and watch as your team develops.
8. Reward an employee who deserves special recognition with a free tank of Gas.  With the cost of a gallon at the pump, this gesture will last well past the +/- 300 miles they will get from the gift and your investment is +/- $40.
9. Give out gift certificates for coffee, lunch, spa services etc.  A break away will certainly help your employees improve their motivation and ability to focus and do a great job for you!
10. Consider sending your staff to a seminar.  They learn new strategies and gain from increased knowledge.  You benefit when they implement some of the ideas they learned to your business.
11. Go to the movies.  Take half your staff to the first showing and the second half to the afternoon matinee.  No need to shut down for the day and your staff gets to legally “play hooky” for a portion of the day.

Hiring.  Some companies are planning to hire in 2011 and others are still “waiting to see how things go”.  Whichever situation you are in, knowing what you can ask and what you should not ask during an interview is important.  A good piece of advice from PEO Insider Magazine is to “avoid making a direct inquiry into an applicant’s membership in any protected category”.  Title VII of the Civil Rights Act of 1964 makes it unlawful for employers to discriminate against individuals based on Race, Color, Sex, Religion, and National Origin.  Since then, disability, age, veteran status and genetic information have been added as well to the list of federally recognized protected classes. 

So, what guidelines should you follow?  Here’s a quick list of a few Do’s and Don’ts for asking common questions and keeping you out of hot water.

Don’t Ask:
• If an employee has childcare
• Are they a United States citizen
• Where the employee is from
• If they are disabled
• Are they in the National Guard

Do Inquire:
• If required to work overtime or travel overnight, are you available?
• Are you able to give us proof of eligibility to work in the United States?
• Do you speak any other languages?
• Are you able to perform the job functions listed with or without accommodation?
• Do you think you will need any extended time off from work?

In addition, avoid asking questions around topics such as arrests, alcohol consumption,  home ownership, religious practices, political views, and physical characteristics such as height and weight.

Hiring employees based on their skills and the ability to do the job as detailed in your description and keeping your questions to relevant duties will help you to avoid discrimination claims. 

StaffScapes helps its clients review interview questions, draft job descriptions and provides guidance for the hiring process as a part of its services.  If you need help in any Human Resources related area, contact us today at 303-466-7864.

Recently, I was reading an article in the PEO Insider magazine by Christina Stovall, MBA, PHR regarding Workplace Violence.  Many statements which I will highlight throughout this post got me to thinking.  According to The Occupational Safety and Health Administration (OSHA), approximately 2 million employees across the US experience workplace violence each year.  At first, that seemed like a big number. I know the news is filled daily with horrific stories, but millions, really? Then I got to thinking about all the cases that occur at your average small business that are not big enough for national news and realized it was possible.  Domestic disputes, arguments that turn violent, hostage situations, bullying, you name it.  In fact, a couple of years ago in my town, two business owners shot each other over a parking space.  I realized that the norm I am experiencing today is actually worse it seems than it used to be.  Stress levels are up, moods are declining, tempers are boiling to the surface faster and more and more people seem to be desensitized to judging comments or actions that can lead to many forms of devastating responses.  I think years of uncertainty, layoffs, financial concerns, lack of work and increased workloads are taking their toll.  In times like these, it seems some individuals are tested beyond what they can deal with when that final straw is broken.

So as owners and managers, what can we do to help prevent issues at our own place of business?  The following tips may help and I encourage you to share ideas that you may have as well.

• Be aware of changes in the moods of your staff.  Is anyone more stressed than usual?  Has anyone taken on a lot of extra work requiring even more hours of dedication to the job?
• Provide clear instructions to your employees regarding pending changes, their performance and any big developments that will have an impact.  Employees that know where they stand are generally able to better deal with change and typically will not react with violence.  But if they do not feel as if they have been treated fairly, their concerns have been addressed or that their feelings and comments have not been viewed as serious, they can quickly react with devastating results.
• Establish policies and procedures regarding workplace violence and ensure that each individual has been properly notified.
• Draft an emergency response plan and make sure that all staff members are well trained.
• Offer access to an EAP (Employee Assistance Program) for your employees to seek assistance on matters such as financial, family or health.  At StaffScapes we offer such a program to all of our clients and their employees. 
• Take complaints seriously and investigate claims completely.

No one can prevent every act of violence, but talking about the issues, having a plan in place and offering a support system will go a long way in assisting those that may need it and keeping violence out of the workplace. 

This week, thousands of business owners received an official looking document requesting $225 along with a required form to file a report with the Colorado Secretary of State’s Office.  This notification was sent by Nevada-based Corporate Controllers Unit, Inc. and threatened non-compliance and delinquency penalties if you did not comply. 

We have heard of many individuals who have paid the fee in what appears to be a scam or at the very least, an overpriced service you can do yourself for $10.  Although much press has been issued already, we decided to post this notification to help protect our clients and blog followers.  Please be wary of requests such as these and investigate for validity prior to writing out your checks.  For more on this story, visit here.

All small business owners need a team of trusted advisors to help them manage their operations and make decisions that will achieve success.  The following are recommended experts that you should make a part of your Board of Advisors:

1. CPA/Accountant.  Whether you do your accounting in-house and use an outside source for review only or you rely heavily on their number crunching, a CPA/Accountant is vital to ensure that your books are correct and will help with audits, taxes, bank compliance and many other key functions.
2. Attorney.  This expert will be available for advice on setting up your business, creating contracts, litigation, mergers & acquisitions, business structure changes, closures and various matters resulting from doing business.   
3. Financial Planner.  Planning for your future, be it retirement, succession planning or forecasting growth, a Financial Planner is a great source for ensuring you are on the right path. 
4. Insurance Representative.  Why allow all your hard work to be at risk?  A knowledgeable insurance professional will help you understand your specific needs.  Do you need General Liability or Professional Liability protection?  Perhaps specialized coverage for your industry?  Finding someone that underwrites your industry will help you feel confident that you are covered for potential risks that may occur.
5. Accountability Partner.  Just like New Year’s resolutions, we all have great intentions when we start something.  But frequently, time constraints, to do lists and unplanned developments can steer us from our paths.  Checking in with someone on a routine basis will allow you to keep on task and end each year achieving your goals. 
6. Human Resources Specialist.  Often overlooked but extremely important. Workplace issues are becoming more and more complex as State and Federal legislation impact the responsibilities and requirements of small business owners today.  Dealing with areas like benefits, workers’ compensation, payroll, unemployment, employee relations, safety, risk management, taxes and finances are challenging.  Having an advisor whose main focus is HR can help you with compliance issues related to having employees, required employment & labor laws, claims and employee relation issues.

When assembling your team of trusted advisors, make sure that each person has some familiarity with your industry.  And don’t fear outsourcing.  No one person can be an expert in all areas.  Trusting your team and delegating tasks will help you ultimately grow your business and allow you to make key decisions with confidence.

If you haven’t already heard, come July, Colorado employers will receive bills from the Division of Unemployment for interest due on borrowed money from the federal government. The first assessment will pay interest for January 2011 through April 2011.  These borrowed funds are those Colorado agreed to pay back to the Federal Government when premiums paid by employers to the Colorado Unemployment Insurance Trust Fund ran dry and were no longer sufficient to pay unemployed workers.

Payment is due within 30 days of the billing date of the business owner’s notification.  Kindly, check or money orders are accepted by the Colorado State Treasurer.  Don’t forget to put your unemployment account number on the payment stub as they need to track compliant business owners.  If you happen to have an unpaid balance on your account, this assessment will take precedent in respect to how your payment is applied.  Any premium penalties, interest or general premiums owed will remain subject to payment. 

If you would like more information regarding this assessment or any other Human Resource program or assistance we provide, please contact us at 303-466-7864.  For the full Department of Labor notice regarding the Federal Interest Repayment assessment, please visit their website. 

Our hearts go out to the many victims and their families of the natural disasters we have recently seen.  From the floods in Louisiana to the Tornado this week in Joplin, Missouri.  Many of you have expressed concern and have asked how you can help our fellow Americans.  At StaffScapes, we support the American Red Cross.  Their ability to respond in a crisis immediately and to deploy thousands of individuals to help relief efforts is to be commended.  According to their website, www.RedCross.org, 20 separate operations have been coordinated since March 31 with more than 4,500 aid workers assisting in over one half of the United States to help those in need.

How can you help?  Quoting the Red Cross, there are several ways that you can help. 

1. Make an online tax deductible donation.  The Red Cross website will allow you to make an online donation at www.RedCross.org.  You can choose for your monetary donation to be applied to the greatest need, disaster relief, military members and their families, your local American Red Cross or International relief efforts such as the earthquake in Japan. 
2. Go mobile.  Make a $10 donation by texting REDCROSS to 90999
3. Mail your donation to the American Red Cross, P.O. Box 4002018, Des Moines, IA 50340-2018
4. Call 1-800-REDCROSS to make a donation via phone.

Although your monetary donations are appreciated, the Red Cross also depends on its volunteer workforce and supporters and offers opportunities to assist outside of financial contributions.  You can:

1. Search online for volunteer opportunities in your home area.
2. Give blood.  Only 38% of Americans are eligible to donate blood and of that, only 3% actually give.  Statistically, that’s 3 out of every 100 Americans.  Did you know that just one pint of blood can save up to 3 lives and that every 2 seconds someone needs a blood transfusion?
3. Learn CPR.  Become certified and teach others. 
4. Host a fundraiser, donate a portion of sales, coordinate a drive or auction something and donate the proceeds.  Just be sure to check with your local Red Cross first for rules and regulations.

One of our greatest human strengths is our ability to come together in a time of need.  If you have a desire to help, we hope this overview of ways to assist through the American Red Cross will be a great resource to you.