aPHR Flashcards (Course 4: Employee Relations)

Vision Statement

A clear/inspiring statement of what the organization is, who it serves, and where it is going

Mission Statement

Elaborates on an organization’s vision statement with details about how the organizations plans to achieve its vision for the future

Value

A statement issued by organization’s leadership that indicates how businesses should be conducted within the organization

What are the characteristics of a Mission Statement?

• Simple

• Captivating

• Measurable

• Relevant

What are the characteristics of a vision statement?

• Ambitious

• Feasible

• Broad

• Strategic

Core Competencies

A specific function that an organization regards as central to its success and is difficult for competitors to imitate

What are the common core competencies?

• Buying power

• Company culture

• Partnerships

• Specialization

What are the components of core competencies?

• Value

• Unique

• Rarity

How do you create a value statement?

• Brainstorm values

• Group and eliminate

• Distill core elements

• Draft a value statement

• Finalize core values

• Widely communicate the statement

• Live the values

Ethics Code

A blueprint for the behavior expected in the organization and the consequences of wrongdoing

What are the components of effective codes of ethics?

• Values

• Explicit and unambiguous rules

• Clear internal controls

What are some communication strategies?

• Employee handbook

• Email communication

• Training programs

What are the advantages of email communication?

• Fast exchange

• Convenient referencing

What are the disadvantages of email communication?

• Time consuming

• Miscommunication

What are the benefits of an employee handbook?

• Promote accountability

• Open & transparent communication

• Empowers employees / Enables fairness

What are some challenges with email communication?

• Misunderstanding

• Lack of enforcement

What types of emails should you send throughout your organization?

• Company updates

• Leadership communications

• Peer-to-peer messages

• Culture communication

• Newsletters

Employee relationship

The legal link between employers and employees. It exists when a person performs work or services under certain conditions in return for renumeration

What are the different employment relationships?

• Employees

• Freelancers

• Contractors

Inclusive design

Creating workspaces that all employees can use and feel safe in, as well as ensuring that workspaces are designed so that each employee is able to move, see, hear, and communicate effectively

How should employees feel at the workplace?

• Respected and appreciated

• Able to participate in activities, programs, and objects

• Compensated fairly

• Have careers that use their skills fully

How do you form an inclusive culture?

1. Get details about the current culture

2. Develop an action plan

3. Foster stronger communication

What are some diversity and inclusion initiatives?

• Policy changes

• Targeted recruiting

• Training

• Employee resource groups

• Flexible scheduling

• Community outreach

What are some strategies for establishing communication?

• Open-door policies

• Management by walking around

• Department meetings

• Town hall meetings

• Lunch and Learn sessions

What are some effective communication methods?

• Email

• Intranet

• Newsletter

• Word of mouth

What are some ways to increase employee involvement?

• Suggestion boxes

• Task forces

• Committees

• Designation of authority

• Work teams

• Employee surveys

• Work teams

• Employee surveys

How do you conduct an effective interview?

• Structured and planned

• Trained interviewers

• Conducted an analysis of interview data

• Analyzed data by an objective person

What is the 5pt scale?

A survey that should focus on intent to stay, level of involvement, and willingness to recommend the organization to others

What are the types of training programs?

• Mandatory vs voluntary

• Engaging learning experiences

• Ongoing learning

• Improving knowledge and efficiency

What are the performance management steps?

1. Define the actions and behaviors required for organizational goals

2. Assess whether employees meet these expectations

3. Take necessary actions to adjust or maintain current performance levels

What are the elements of a performance management system?

• Goal

• Structure

• Corrective action

• Benchmarking

What is the performance management cycle?

Define performance expectations> Measure and evaluate performance> provide feedback> adjust or continue behavior

How do you manage with objectives processes?

1. Set SMART goals

2. Create action plans

3. Review performance

4. Assess performance and reward meeting objectives

What are the types of objectives in the process?

1. Routine

2. Innovative

3. Improvement

Performance Appraisal

A manager that provides specific feedback about how well or poorly the employee performs and provides documentation for future employment decisions

What are the performance appraisal methods?

1. Behavioral

2. Comparison

3. Rating

4. Narrative

Comparison performance appraisal

Compares the performance of individual employees to other employees

Ranking Method

Works best with small group of employees

Paired comparison

Comparing employee to employee 1on1

Forced Distribution “Forced Ranking”

Grades employees on bell curved. Purpose is to reduce or eliminate biases from manager who are harsh in their performance appraisals

Factor comparison

Rate employees based on individual factors of performance rather than on whole

What are the two ways to rate performance?

Numerical and Descriptive

What should you focus on during an appraisal?

• Reinforcing good behavior

• Providing constructive criticism

• Restating and/or resetting expectations

• Letting an employee know where they stand

What should you avoid when in an appraisal meeting?

• Surprises

• Venting

Halo effect

Evaluators impression on the employee

Central Tendency

When an evaluator has difficulty comparing employees to one another

Contrast error

When an evaluator compares all employees to a single individual, such as a standout employee

What are some evaluation biases?

• Halo effect

• Central tendency

• Contrast error

• Leniency error

• Recency effect

• Numbers fetish

Workplace discipline

A form of training that enforces an organizations rules

What are some workplace discipline methods?

• Progressive discipline

• Positive discipline

Progressive Discipline

Disciplinary steps that become progressively more severe and are designed to change an employee’s inappropriate behavior

Positive Discipline

A disciplinary approach that can guide an employee toward improved behavior, ensure continued compliance, or preempt larger issues

How should you record misbehaviors?

• Make sure its factual

• Make sure it’s a conversation

• Record all corrective actions (warnings, suspensions, changes in pay, etc.)

Employment at Will

Allows employers to fire employees without giving a reason, as long as the reason isn’t illegal, such as discrimination based on age, gender, or race

Termination for Cause

When a company can point to the behavior of performance of the employee as the cause

What are the 3 exceptions to wrongful termination?

• Protection by federal or state equal employment and workplace law

• “Implied contracts” such as guidelines in an employee handbook

• Refusal to break the law

Constructive Discharge

When the employer has made working conditions so intolerable that employees feel forced to quit

What are some examples of constructive discharge?

• Demoting to humiliate

• Badgering

• Harassing

• Threatening termination

• Encouraging early retirement

How do you deal with difficult behaviors?

• Objectively and calmly describe examples of negative behavior

• Explain expectations for altered behavior

• Establish and monitor goals for improvement

What are the 6 steps to handling difficult conversations?

1. Address the unwanted behavior

2. Active listening and discussion

3. Establishing needed changes and consequences

4. Planning and goal setting

5. Active coaching and feedback

6. Monitor and follow up

What are some warning signs of violent behavior?

• Poor attendance

• Inconsistent work patterns

• Poor concentration

• Decreased productivity

• Fractured or nonexistent workplace relationship

• Poor personal hygiene

• Signs of excessive stress or depression

How could you prevent workplace violence?

• Cultural changes

• Regaining trust

• Legal review and preparedness

What are the components of an effective response plan?

• Threat assessments

• Professional guidance

• Legal review and preparedness

Labor Union

A group of 2 or more employees who join to advance common interests such as wages, benefits, schedules, and other employment terms and conditions

Union Contract Grievance

A complaint filed by the union on behalf of an individual or a group of employees

What are the elements of a healthy team?

• Respects other people’s ideas

• Remain objective

• Focuses on the facts

• Seeks consensus

What are the elements of a dysfunctional team?

• Dismiss other ideas

• Makes the discussion personal

• Responds emotionally

• Focus on opinions or personalities

• Seeks “Victory” of their POV

What are some tactics for encouraging constructive debates?

• Identify differences within the team

• Paraphrase each other’s ideas

• Invite constructive face-to-face feedback

What are the basic goals of Human Resource Management?

• Enhance quality and productivity

• Comply with legal and social obligations

• Promote individual growth and development

• Improve organizational efficiency

Management Information systems

Specific systems and technologies used to reach important goals

HRIS

Uses technology to streamline many of the time-consuming responsibilities of HR departments

Transaction Processing System

A management system that processes documents and day-to-day business transactions and expenses

Organizational Structures

The way that employees and processes are grouped into departments or function in an organization, along with description of reporting

Departmentalization

The way an organization divided tasks and allocates them to workgroups

Administrative Hierarchy

Levels of authority and reporting relationships within an organization

The Division Model

A framework that groups employees based on the products, services, or regions they serve rather than their roles. Benefits companies operating across multiple regions, serving diverse markets, or managing various products.

The Matrix Organization

An organizational structure where the reporting relationships are set up as a grid, or matrix, rather than in the traditional hierarchy.

The Network (Cluster) Organization

An organizational structure where employees are clustered in tightly knit groups or teams, connected through communication and collaboration.

What are the 4 categories of HR documents?

• Employment records

• Payroll administration

• Performance management

• Employee separation

What documents should be included regarding employee separation?

• State of resignation or layoff

• Any relevant termination records

• Record of the final paycheck and any related documents

• Any documents collected from an exit interview

OSHA reporting requires you to keep records for non-work-related injuries. What events are under this umbrella?

• Activites outside of the workpalce

• Activities while not at the workplace to perform wotk

• Personal activities

• Vehicular accident while commuting

• Result of food or beverages prepared by employee

• Result of medication for non-work-related illness

• Deliberately self-inflicted

What are some OSHA requirements for OSHA?

• Employee training on safety procedures

• Employers post warning signs for hazards

• Employee training in using equipment and work-related tools