Question: We have several employees who seldom speak up during meetings. How can we encourage them?

Answer: Employees may be hesitant to speak up during meetings for a variety of reasons. They might not know whether they should or how much time they can take. They might need a few moments to gather their thoughts before responding to new information. They might feel speaking up isn’t worth it or worry about saying the wrong thing. Here are a few ways to address those issues and encourage greater participation:

• When planning meetings, always include time for discussion and questions. Add this time to the agenda and don’t skip it. If you think you’ll run out of time, consider removing or tabling an agenda item so there’s still time for discussion.
• Share the agenda ahead of the meeting. Not everyone feels comfortable sharing their thoughts on the spot. Giving employees time to review the agenda ahead of time allows them to prepare their thoughts and feel more confident when contributing.
• Acknowledge and express appreciation when employees speak up. A simple thank you goes a long way. Ask follow-up questions to show you value their input. If the matter raised can’t be immediately answered or considered, let the employee know when you’ll get back with them. If their input leads to change, give them credit for the idea.
• If you host remote meetings, make sure someone is watching the chat. Employees who may not be comfortable cutting in or holding the floor out loud may still be trying to contribute via the meeting chat.

These small actions can make a big difference in building a meeting culture where everyone feels comfortable contributing.

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.

Question: We’re planning to close the office a few days a week to save money. Do salaried exempt employees still get their full pay during these furloughs?

Answer: Yes, salaried exempt employees must be paid their full weekly salary if they do any work during your designated seven-day workweek, including tasks as quick as checking work email or voicemail. As your goal is to save money, be sure the furlough covers the full workweek and that affected exempt employees understand they’re not to do any work while on furlough.

Nonexempt employees, however, only need to be paid for actual hours worked, so single-day or partial-week furloughs can be implemented without worrying about pay implications.

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.

Question: Should we encourage our employees to be friends at work?

Answer: It’s great to create a workplace where people have the opportunity to form friendships, but don’t worry if not everyone shows interest in befriending their coworkers.

Friendships at work can be a way for employees to feel connected and that they belong in the organization. A Gallup poll from 2022 found that having a best friend at work provides essential emotional and social support that people need and ties strongly to key business outcomes.

You can encourage friendships in the workplace by scheduling time during the workday for employees to get to know each other. Team lunches, game rooms, and coffee outings are popular options. Video chats—just to connect, without an agenda—are common in remote organizations. Another way to encourage friendships is to make it clear that employees are allowed to share about their personal lives as they feel comfortable, such as encouraging employees to decorate their office space with personal items or leaders sharing about their lives.

Even with the benefits of having friends in the office, it’s important to remember not everyone wants to make friends at work. Some employees would prefer not to socialize much with their coworkers, and they can be just as productive and engaged. Don’t exclude or marginalize employees who don’t participate in the social activities, and don’t inquire as to why they don’t. In general, while encouraging employees to form friendships can have many benefits, you need to do so in a way that respects all employees’ preferences.

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.

Question: How can we make sure our online trainings are effective?

Answer: Online trainings can be a useful tool for developing talent, but they can also end up being a waste of time and resources, even if the content and presentation are good. The difference between effective and ineffective training often comes down to whether employees are able to absorb and retain the information they receive.

There are lot of obstacles to absorption and retention of trainings. Busy employees may listen to a webinar while they work on other things, catching only tidbits here and there. Or they may put a training video off until they’ve finished a project and are too exhausted to give it due attention.

To avoid these training pitfalls, consider these three tips:

Follow the AGES Model. The NeuroLeadership Institute argues that we learn quickly and retain information best when we focus on one topic (attention), actively connect what we learn to what we already know (generation), experience positive feelings while learning (emotion), and space our intake of information (spacing). For example, cramming training on multiples topics into a tight two-day workshop would be much less effective than spreading that training out over a few weeks. You can learn more about the AGES Model here. 

Give employees time to reflect and practice the skills they’ve learned. In some professions, like music and athletics, you spend most of your work time learning, building, and reinforcing skills before the big performance, whether it’s a concert, game, or race. Good performance necessitates constant practice. But in most professions, practice seems like a luxury you can’t afford because you’re expected to be performing during your work time. This is one reason trainings fail to deliver results. To master new skills, employees need time to focus on building those skills. That means some work time needs to be set aside post-training for them to reflect on and practice what they’ve learned.

Align trainings with the present needs and future goals of both the company and the employee. When assessing employee training goals, consider what additional knowledge and skills would enable them to do their jobs better now, but also set them up for success in their future careers. Employees are more likely to be excited by and personally invested in their training if they understand their personal return on that investment. If they don’t recognize its value, it won’t have any value to them.

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.

Question: An employee says that the stress of the job is affecting their mental health. How should we handle this? 

Answer: This employee may just need to talk through their concerns and get your help prioritizing or delegating. They may, for example, feel like every single thing on their to-do list is life-or-death by Friday at close of business, when that’s not really the case. Some manager guidance can go a long way, especially for your employees who are usually self-directed.

On the other hand, the stress and mental health effects the employee describes may rise to the level of a disability under the Americans with Disabilities Act (ADA). In this case, we would recommend beginning the interactive process to determine what, if anything, can be done to accommodate them so that the essential functions of the job get done to your standards and the employee is able to keep working. As part of this conversation, you can request a doctor’s note to substantiate the disability.

If you have more general concerns about the effects of stress in your workplace, you might consider ways to help your employees reduce and manage their stress. Tried and true methods include offering health benefits so employees can access health care professionals and paid time off so they can take a day here and there to rest and recharge. Simply encouraging employees to support one another and allowing them breaks during the day can also be a great help.

You can learn more about supporting the mental health of employees by reading our guide on the subject. 

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.

Question: We will be terminating an employee who’s been with us only a month. How do I ensure that they don’t get unemployment?

Answer: Unfortunately, unemployment insurance (UI) benefit claims can be difficult to contest. Most state unemployment departments will only deny benefits if the employee’s misconduct rose to the level of gross misconduct, like stealing or workplace violence. 

Fortunately, however, the effect of a single UI claim on your state unemployment insurance tax rate is minimal to non-existent. More importantly, even if your UI rate increases, that additional cost is often less expensive than keeping an employee who shows no willingness or ability to improve. If you have documented employee performance expectations and the employee still isn’t meeting them, don’t let the possibility of a higher UI rate dissuade you from termination. If you’re worried about your UI tax rate generally, the best thing you can do is minimize turnover.

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.

Question: We’d like to start giving cost of living raises to employees on their anniversary dates. What’s the best way to calculate these pay increases?

Answer: When the information is available, employers typically use the consumer price index (CPI) to calculate cost of living increases. It measures the change in prices consumers pay for goods and services such as housing, food, and medical care. Most heavily populated cities have their own CPI. 

Most cities often see a small increase each year, but it is important to note that the CPI can also remain the same or decrease. It’s not guaranteed a cost of living increase will occur based on the CPI. You can find the CPI for your urban area by searching the Bureau of Labor Statistics website. 

If you tie salary increases to the CPI, your policy should neither guarantee annual raises nor decrease compensation when the CPI decreases. If you choose to guarantee a raise each year, you could have a minimal percentage increase that applies in those years in which the CPI does not increase. However, instead you may consider basing pay increases on merit, market factors, and profitability of the company.

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.

Question: What is natural hairstyle discrimination?

Answer: Natural hairstyle discrimination occurs when natural or protective hairstyles (most often worn by Black women) are prohibited or are the basis of different or unfavorable treatment. That sounds a bit technical, but what it usually looks like in practice is dress codes that prohibit corn rows, locs, or afros, and hiring managers rejecting candidates with natural hair because they don’t have a “professional” look about them.

Some states have made natural hairstyle discrimination illegal by amending their employment discrimination laws to specifically define race as including traits associated with race, including hair texture and protective hairstyles. Protective hairstyles include (but aren’t limited to) afros, bantu knots, curls, braids, locs, and twists.

In states that have made natural hair discrimination illegal, employees have legal protections so that they don’t have to do something special or difficult with their hair (such as straighten it) just to come to work. It also means they don’t have to change this part of their racial identity for work. Ideally, they don’t have to worry about not being hired, being demoted, or being considered unprofessional because they wear a natural or protective hairstyle.

Whether or not you operate in a state that has made natural hairstyle discrimination illegal, we strongly recommend that you allow and encourage employees to wear hairstyles that work for them, whether that’s because they are easy, protective, or part of how they identify themselves.

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.

Question: How can we help our employees feel more comfortable providing feedback about their managers?

Answer: Employees are often uncomfortable providing feedback about their managers because they fear workplace tension or retaliation, they aren’t sure what to say, or they don’t believe anything will change. The following practices can help address these concerns:

• Use a survey tool that will enable you to share results and feedback with managers anonymously. If you are unable to maintain anonymity by sharing the feedback directly with managers, have either the manager’s manager or someone outside of the department compile the feedback into themes to share.
• Explain to employees how their anonymity is maintained. Insight into how the survey functions will help them feel more secure.
• Ask questions that allow employees to give as much or as little information as they feel comfortable. Some employees may feel like writing paragraphs. Others may be inclined to provide a rating and nothing else.
• Give employees time during the workday to complete the survey.
• Hold managers accountable to changes they’ve committed to making.
• Work towards creating a culture where giving and receiving candid feedback is the norm. Managers can contribute to this culture by owning up to their mistakes, acknowledging where they have room to grow, and accepting critical input graciously.
• If retaliation occurs in response to sharing survey feedback, put an immediate stop to it.

This Q&A does not constitute legal advice and does not address state or local law.

This Q&A was provided by Mineral, powering the UST HR Workplace. Have HR questions? Sign your nonprofit up for a FREE 60-day trial here. As a UST member, simply log into your Mineral portal to access live HR certified consultants, 300+ on-demand training courses, an extensive compliance library, and more.