Dear Charlotte

Welcome to our July newsletter, and the beginning of the summer holiday period. We normally look forward to this quieter time of year however the weather has been hardly encouraging me to take time off!

This month we have:

HR Advice: The changing legislation over holiday entitlement

English Writing: Get to Grips with Proof Reading

Developing Staff: Advice about Giving Feedback

Lots of free downloads still available at www.quicklearn.co.uk

So stay dry, stay indoors and enjoy!

Best wishes

Charlotte

Legislative Changes – look what’s coming next!

Few employers would disagree that keeping up with the level of legislative changes can be difficult. Even with advance warning and a structure designed to implement changes only twice a year (usually), we might not always be up to date as each change takes effect.

The next key change is not due to take effect until October, but it is topical to focus on it now as we enter the HOLIDAY season.

Yes that’s right, holiday entitlements are about to increase:

Workers are currently entitled to a statutory minimum of 20 days (4 weeks) of paid time off per year including bank holidays.

From 1 October 2007 this increases to 24 days (or 4.8 weeks)

This will increase again from 1 April 2009 to 28 days (or 5.6 weeks).

Part-time workers will be entitled to the extra holidays on a pro-rata basis

This two phase approach may not seem significant but the collective impact means a 40% increase in paid holiday entitlement with the attendant impact on the wage bill. So, for this one, it may “pay” to plan ahead.

For more information on the planned changes, including provisions affecting the administration of holiday entitlement please email Paul Himple MSc, Chartered FCIPD of Danjonvic HR Consultants Limited at info@danjonvic.co.uk

The importance of proof-reading

If we present neat high-quality and well written documents, letters, reports and proposals, we send a message to the reader that our organisation has a high self-image and cares about delivering a quality customer service.

Like body language signals which tell us how people are feeling, our written communications pass on messages as well. When we find errors in other people’s writing we tend to focus on those rather than the message. If we are to write effectively we must check carefully so that all errors are eliminated. In order to ensure that documents are presented well you need to proof read. Proof reading is easier with a fresh eye. If possible you should set it aside for a day or two before checking it.

Read sentences aloud so you can hear the sentence structure or word usage mistakes.
Check for grammar, spelling, and punctuation. If the same things come up regularly make a list of the correct words to keep by you when you are checking.
Make sure your punctuation helps the reader to make sense of your writing.
Check for typing errors. A useful technique is to read each sentence from right to left.
Finally the very best approach is to ask a colleague to proof read for you and you can return the favour when they need help.

If you have staff who find business writing and/or report writing difficult contact me to discuss how we may be able to help. We can provide coaching one to one or workshops for small groups. This is a chance to get written communications in your business right every time. Email me info@quicklearn.co.uk or call 01793 790331 to find out more.

Feedback - Helping people learn.

Recently a couple of my clients have been talking to me about how to give feed back to their staff - not the nice stuff offering praise for a job well done but rather that much more difficult area of improving performance. Providing feedback to staff is always tough, but if it’s “constructive,” you not only get the message across, but, build a more cohesive and capable team as a result.

Do you remember when your parents told you to eat your veggies because they were good for you? Now that you’re an adult, you know they were right. Well, just as they were right from the beginning, I’m asking you to trust me when I tell you this. Constructive feedback is the only way to learn and develop—both personally and professionally. That means, you as Manager, have a responsibility to your staff to help them develop. That means you have to give constructive feedback.

So what is constructive feedback?

Constructive feedback is not criticism which has a negative connotation because it is so often generalised and personal.

Constructive feedback is a not personal (e.g. you are lazy), but a targeted response to an individual’s action or behaviour (e.g. you did not accomplish the task you agreed to complete) that is intended to help them learn, and is delivered from a place of respect.

Constructive feedback is not “closed” but rather invites the individual receiving the feedback to shed light, share their perspective, or provide their response. (e.g. how do you see it ?)

Constructive feedback does not blame, but presents a collaborative approach to problem-solving. (e.g. If we are all to go home tonight on time, this task needs to get done. What support can the team offer to finish the task so that everyone gets to go home on time?).

Why constructive feedback works.......

Constructive feedback enables us to give honest, “tough messages” to those with whom we work. However, instead of insulting, shutting-down others, or alienating those who receive the feedback, and thus lowering their morale and their resulting productivity, it motivates them to ask for help, and acknowledge a skill or competency deficiency, while feeling supported and respected.

Two of the most important factors influencing employee retention/satisfaction are: “great boss,” and “feeling part of a team” (Hay Group Study on retention). Constructive feedback, because it is delivered out of respect and a genuine desire for the individual to improve, accomplishes both.

Providing feedback, in this way, enables you to build the competency and cohesiveness of your team, while effectively managing performance issues. It also enables you to remain respected, well liked, and overall, considered “ a great boss.”

Interested in finding out ways of doing it? Download the free handout and exercise from www.quicklearn.co.uk or call to discuss training workshops for managers in all aspects of communication for effective business.

We still have a few copies of 'What not To Write' left at £6.99 plus £1.20 postage and packing. The price will rise to £7.50 +P & P from September. Visit www.quicklearn.co.uk Top Tips page for details.