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Taking a long leave from work can be both exciting and daunting. Whether you’re planning a well-deserved vacation, dealing with a family emergency, or simply taking a sabbatical, the process of preparing for an extended absence requires careful planning and organization. In this article, we will walk you through the steps to effectively prepare for a long leave, ensuring a smooth transition and peace of mind while you’re away.

1. Assess the Necessity of Your Leave

Before you embark on preparing for a long leave, it’s essential to evaluate why you need it critically. Is it for rest, a family event, or a pressing personal matter? Knowing the purpose behind your leave will help you make better decisions throughout the process. It is a critical step in ensuring your time off is well-planned and justified.

Just before requesting leave, consider its impact on your work, colleagues, and projects. Is it essential, or can it be rescheduled? Thoughtful assessment helps maintain productivity and team harmony, ensuring that your absence won’t disrupt essential operations. Make sure your leave serves a legitimate purpose and that you’ve explored alternative solutions, demonstrating your commitment to responsible time management and teamwork.

2. Notify Your Employer and Team

Once you’ve determined the need for a long leave, the next step is to communicate this to your employer and team. Be open and honest about the duration and reasons for your leave. Early notification allows your employer to plan accordingly, reducing any last-minute stress. Notifying your employer and team is a crucial part of the leave process. Keep them informed well in advance, providing clear details about your absence, duration, and reasons. 

This proactive approach allows for proper planning, workload redistribution, and ensures a smooth workflow during your absence. Effective communication fosters understanding and demonstrates professionalism, helping your team and employer manage the situation efficiently.

3. Delegate Responsibilities

In your absence, someone needs to cover your work responsibilities. Delegate tasks to your colleagues or team members, and make sure they have the necessary information and resources to fulfill these duties effectively. Identify key tasks and projects that require attention during your absence and assign them to capable colleagues. Effective delegation ensures that work continues to progress smoothly and that your team can handle any urgent matters that may arise. Providing clear instructions and support to those taking on your responsibilities is vital to maintain productivity and minimize disruptions. It shows your commitment to teamwork and responsible time management.

4. Prepare a Detailed Handover Document

A comprehensive handover document is your key to a smooth leave. Preparing a detailed handover document is crucial before taking leave. This document should comprehensively outline your ongoing tasks, projects, and any critical information your colleagues may need during your absence. Include clear instructions, deadlines, and contact details for any urgent issues. 

A well-prepared handover ensures a smooth transition, minimizes disruptions, and empowers your team to manage your responsibilities effectively. It reflects your commitment to a seamless workflow and responsible teamwork, helping everyone involved to stay on track in your absence.

5. Set Up an Out-of-Office Message

Before you go, configure a professional out-of-office message on your email and other communication platforms. Let people know when you’ll be back and provide an alternative contact in case of urgency. Setting up an out-of-office message is a practical step before going on leave. This auto-reply email informs senders that you are away, and it provides essential details like your return date and an alternative contact person if necessary. 

A well-crafted message should be concise, professional, and convey that you are temporarily unavailable while assuring senders that their messages will be addressed upon your return. This simple yet effective tool helps manage expectations, reduce stress, and maintain professional communication during your absence.

6. Emergency Preparedness

Identify potential emergencies and create contingency plans:

• Assess possible scenarios that could arise during your absence, such as project setbacks, technical issues, or unexpected challenges.
• Develop detailed contingency plans for each identified emergency, outlining specific steps and solutions.
• Consider involving key team members in brainstorming and refining these plans to ensure comprehensive coverage.

Share emergency contact information with relevant parties:

• Compile a list of essential contacts, including team members, clients, and stakeholders.
• Clearly communicate this list to relevant parties, ensuring everyone knows who to contact in case of an emergency.
• Include alternative contacts in case the primary ones are unavailable, providing a hierarchy for reaching out.

Make arrangements for someone to handle urgent matters in your absence:

• Designate a responsible colleague or team member to act as your point of contact during the leave.
• Clearly communicate the responsibilities and decision-making authority granted to this person.
• Ensure the designated contact is well-informed about ongoing projects, deadlines, and any specific requirements related to your role.

By proactively identifying potential emergencies, sharing crucial contact information, and designating a capable point of contact, you can significantly enhance your emergency preparedness for a long leave. This proactive approach helps minimize disruptions and ensures a smoother transition during unforeseen circumstances.

7. Health and Wellness Check

Prior to taking leave, conducting a health and wellness check is essential. Schedule any necessary medical appointments to address health concerns and refill prescriptions to ensure you have an adequate supply during your absence. Assess your overall well-being and make any adjustments to your diet, exercise, and sleep routines to maintain good health during your leave. This proactive approach will help you enjoy your time off while ensuring that you’re physically and mentally prepared to return to your responsibilities feeling refreshed and revitalized.

8. Reacclimatize to Work Upon Your Return

Your return to work is just as crucial as your leave preparation. Reacclimatizing to work upon your return is crucial for a smooth transition back into your professional responsibilities. Take some time to review any notes or emails you missed during your leave. Meet with colleagues to catch up on project updates and discuss any changes or developments in your absence. Ease into your workload gradually, prioritizing tasks and setting realistic expectations. By taking these steps, you can minimize stress, ensure a seamless return to work, and maintain productivity as you readjust to your professional routine.

In conclusion, preparing for an extended vacation involves careful planning, communication, and organization. By following these steps and addressing the key considerations, you can ensure a stress-free and enjoyable leave while maintaining a smooth reintegration into your work life upon your return. Remember, a well-prepared extended vacation is an opportunity to recharge and come back even more productive and refreshed.

FAQs (Frequently Asked Questions)

How long in advance should I notify my employer about my long leave?

It’s advisable to inform your employer at least one to three months in advance to give them ample time to plan for your absence.

What should I include in my handover document?

Your handover document should cover project details, contact information, deadlines, and any specific instructions for your colleagues.

How can I ensure my home is secure while I’m away?

Lock all doors and windows, set up security systems if possible, and consider asking a trusted neighbor or friend to keep an eye on your property.

What is the ideal length for a long leave?

The ideal length for a long leave depends on your personal circumstances and the purpose of your leave. It can range from a few weeks to several months.

How can I make the transition back to work smoother?

Schedule a transition day upon your return to catch up on emails and tasks and gradually ease back into your work routine.

With a secure, scalable, user-friendly platform, BrioHR covers the entire employee journey from recruitment to onboarding, payroll and claims, to performance and analytics, and more.

This enables business owners and HR teams to truly focus on what matters most – people.

Visit briohr.com and get a free demo now.

The post How to Prepare for a Long Leave appeared first on BrioHR.

Years ago, new employees were told to just turn up for work and expected to get on with their job. Now, the process of onboarding (or orientation, or induction) is important for many HR leaders. How you welcome new staff to the team plays a huge role in their performance over time.

Why Onboarding Is Important

Onboarding a new employee is a critical step in enhancing productivity and retaining talent. According to Gallup research, employees that have a great onboarding experience are 2.6 times more likely to be extremely satisfied with their workplace.

Many Singaporean business leaders should know that the employment relationship is a two-way street. Not only do they hope to hire the right person; the employee also needs to know that they’re in the right job. The onboarding experience is the company’s chance to show that they are indeed a great place to work.

Depending on the role, the onboarding process can last from just a day, or up to a year or more for senior, more complex positions. The goal of a great onboarding experience is to:

• Enable employees to feel welcomed as a valued team member.
• Establish a sense of belonging.
• Know what the company does, and how they contribute.
• Build confidence in the new joiner’s role and their relationships with colleagues.
• Set clear expectations about their performance over time.

With this in mind, we’ve compiled this handy checklist for you to summarize the onboarding process.

One Week Before: Pre-boarding

The onboarding process begins as soon as your job candidate accepts the offer. Completing pre-boarding means that the employee’s first day can be spent providing a warm welcome instead of getting bogged down in admin work.

• Ensure the employment contract is duly signed and all relevant parties have a copy. Digitally signed documents are faster and more convenient!
• Check that the employee has the right to work in Singapore.
  • If you’re hiring a foreigner, you need to apply for a valid pass with the Ministry of Manpower.
• Set up payroll for the new joiner, including salary, CPF rate, SHG contributions, SDL etc.
• Set up all relevant systems and assets for the new joiner by checking with the IT team, e.g. company email and login credentials for company intranet.
• Extend a welcome email to the new joiner. Things to include are:
  • Their start date and office hours.
  • Office address.
  • Their first-day schedule.
  • A copy of the employee handbook.
  • Parking arrangements (if applicable).
  • Dress code (if applicable).
  • Instructions for them to log in to their company email.
  • A link to online onboarding software (like BrioHR) for them to submit relevant documentation (e.g. NRIC, work passes etc).
• Extra: prepare a welcome pack for their first day. Include company-branded goodies like stationery and T-shirts in a company swag bag – new hires will appreciate this!
• Optional: remove the job posting if still active.

Day One: Orientation

The first day at work can feel like the first day at school: awkward. Spend the day getting to know each other and giving them a sense of what it’s like to work for the company, rather than throwing them head first into work.

The new employee will then be able to understand the organisational structure, the company’s culture, and how various departments work with one another.

• Show the new joiner their seat (with their welcome pack prepared) and introduce them to their department and teammates.
• Organize a tour of the office and introduce the new joiner to the business leaders.
• Ensure the new joiner has submitted all relevant documentation, including:
  • ID documents (NRIC or passport plus work pass).
  • Bank details for salary payment.
  • Emergency contact details.
  • Any relevant certifications, university degrees etc.
• Give the new joiner their access card as well as explain any security procedures.
• Ensure they have access to their company email as well as all relevant software tools.
• Walk them through the employee self-service app (like BrioHR), including how to apply for leave, access their payslips, claim for expenses etc.
• Let them know key contacts such as HR, IT etc.
• Send an internal email announcing the arrival of the new joiner, including:
  • Their full name.
  • Job title and department.
  • Optional: any interesting facts (e.g. hobbies, professional background etc)
• Optional: assign a buddy to the new joiner who can serve as their guide to the workplace. Having a buddy will ease the transition process and give the new joiner a point of reference.

Week One: Acclimatization

As the days go by, the new joiner should start getting used to their routine. Their manager would have already assigned to them their first tasks. If the employee requires training, this is the time that the training and support period will really kick in.

• Get their manager to check in daily with them. Take some time to see how they are doing and invite any questions they may have.
• Remind them of their probation period and their KPIs.
• Set goals and probation reviews for the employee at regular intervals, e.g. at 30 days, 60 days, 90 days etc.
• Plan regular lunches with the team to bond and build better relationships.
• Optional: plan a 1-on-1 with the C-level executive or most senior manager responsible for the team. When even the boss makes time for new joiners, this shows employees that the company really cares.

One Month to Six Months: Assimilation

By now, the new joiner would have completed training and started contributing to the team.They would have also formed bonds with their colleagues, customers, and other stakeholders.

Also, a big milestone is approaching: the end of the new joiner’s probation period. Probation periods normally last from three months to six months depending on the company.

• Not everything needs to be serious – invite the new joiner out for any company events like sports, festive get-togethers etc.
• Continue setting targets and remind them of the company’s expectations of their role.
• Conduct the new joiner’s probation reviews. Let them know:
  • Their strong points.
  • Areas for improvement.
  • Any training that may be required.
  • If they are on track for confirmation.
  • What they need to do if they are not.
• Conduct informal reviews in between their probation reviews.
• Go through the employee’s probation reviews and manager feedback. You now have a choice:
  • Confirm the employee.
  • Extend their probation period.
  • Let the employee go, following all procedures and the notice period stipulated in the contract.

Six Months and Beyond

After confirmation, your new joiner is now a full-time employee! But that doesn’t mean the employee experience stops there. Research by Michael Page shows that, on average, employees will start to think about changing jobs 18 months into a new job. Thus, delivering a great employee experience even after onboarding is crucial to continued performance and employee retention.

Onboard New Joiners the Right Way With BrioHR

Designing an onboarding process differs from company to company. But with BrioHR, you can make the right first impression, improving employee engagement, productivity, and retention. With automated reminders and notifications, you can make the onboarding process as systematic as possible following this checklist.

Furthermore, you don’t onboard an intern the exact way you onboard a C-level executive. You can easily customise your onboarding process and create multiple onboarding tracks as needed.

The post Onboarding a New Employee in Singapore (Checklist Included) appeared first on BrioHR.

One of these types of candidates are boomerang employees. Basically, a boomerang employee is someone who previously worked for the company and left, but then gets rehired.

We frequently think that quitting a job is a permanent decision that cannot be reversed. In fact, some organizations have policies against rehiring. However, amidst a historically tight labour market, more and more employers are open to hiring former colleagues.

The boomerang phenomenon is also more common than you think. According to this survey, 15% of employees said they had boomeranged back to a former employer, and nearly 40% said they would consider going back to a company where they previously worked. HR practitioners also use several channels to keep in touch with former colleagues, such as email newsletters and alumni groups.

There are also many reasons why a former employee would wish to return. Perhaps they left to pursue other interests that didn’t work out. Or they had a major life event (parenthood, caregiving duties) and are ready to return to work. Either way, boomerang employees would feel familiar with the company – and in some cases, even gain skills elsewhere to grow in a new role.

But do take note that employees should have left the company recently to be considered a ‘boomerang’. An employee that left more than 10 years ago should be treated as a new hire.

Why Hire a Boomerang Employee

Hiring a boomerang employee can be of mutual benefit to the organization and the employee concerned. Here’s why:

• Companies can save time and money when rehiring boomerang employees. Less time is spent on training and onboarding, and they can reach full productivity sooner.
• Boomerang employees already know the company well. They will be a familiar face to their former managers and teammates, making them a good culture fit.
• The company can benefit from the expertise gained from the employee’s time away.
• Boomerang employees can return to a place where they feel comfortable and rebuild a long-term relationship.
• Rehiring former employees conveys a powerful message to current employees about your business. They are proof that the grass isn’t always greener on the other side, and can further strengthen organizational culture.

Interviewing a Boomerang Employee

If you think it’s a good idea to rehire a boomerang employee, the interview process will be slightly different from that of a completely new hire.

From the interview, you want to ascertain the employee’s intentions for rejoining, as well as their reasons for leaving in the first place. It’s also a good idea to check with their former colleagues to determine if they left on good terms, as well as any performance or behavioural issues to be aware of.

Importantly, during the interview session, you want to encourage boomerang employees to be open and honest about why they left and why they want to return.

Here are some interview questions you should ask prospective rehires:

• Could you tell me why you first left the company?
  • With this, you can gain an insight on the circumstances that led to their departure, and whether they are suitable to be rehired.
• What skills and experiences have you gained since then?
  • Often, the most valuable thing a boomerang employee can give to the company is the skills and experiences they have gained. This is especially helpful if they are applying for a different or higher position than the one they left.
• How has your perspective on the company changed since, and how do you think you can improve?
  • Time away from a relationship gives you the space to reevaluate the good and bad about it. The same goes with an employment relationship. Returnees can give you a unique perspective that you can’t get elsewhere.
• Why are you looking to return? Could you tell us what excites you about this role?
  • This shows their reasons and motivations to boomerang back. From there, you can evaluate if they remain a good fit for the role they are applying for.
• How do you see your future with the company?
  • There’s always the probability that a boomerang employee will bounce straight back out. From here, you can gauge whether they are a flight risk, or whether the factors that led them to quit remain an issue.

Recruit Boomerang Employees with BrioHR

Whether you’re recruiting boomerangs or new hires, BrioHR’s recruitment module enables you to hire faster, better, and smarter.

The built-in applicant tracking system allows faster and more robust hiring decisions, where you can collect and share feedback from candidate screening and interviews, between colleagues and across departments. This way, you can gather feedback on any boomerang employees and their past record with the company.

With 9 powerful modules, BrioHR’s software covers the entire employee journey from recruitment to onboarding, payroll and claims, to performance and analytics, and more.

This enables business owners and HR teams to truly focus on what matters most – people.

Visit briohr.com and get a free demo now.

The post Boomerang Employees: Guide to Interviewing and Hiring appeared first on BrioHR.

But how is such performance measured? In a nutshell, leaders want to see that staff members are achieving predetermined goals, contributing to the team, and using critical thinking techniques to support the smooth running of business operations.

Hence, key performance indicators are used to tracking how well employees are doing at their job. While indicators can vary according to industry, job position, seniority etc, several metrics remain crucial for determining performance.

These three indicators listed below are the core ones that every HR manager should track, no matter the business.

Work Efficiency

Both employers and employees alike value efficiency as a key metric to track performance. Essentially, efficiency is the output of work produced for a given input.

Here is a simple efficiency calculation:

• Find out how many tasks have been finished.
• Measure the number of tasks that were finished over the course of a month.
• Measure the output in relation to the workplace average.
• Measure the output in relation to the industry average.
• Measure the employee’s input, i.e. the amount of hours they work.
• To find the efficiency figure, divide the output by the input.

This value can then be used to compare the efficiency of each employee across the business.

The ability to measure efficiency enables the identification of problem areas. This enables a firm to change how certain tasks are carried out or identify where certain departments are falling short.

However, measuring efficiency can complicated by the nature of work done, especially knowledge work. It is more or less impossible to measure the input and output for complex tasks that need deep thought, and thus would need other metrics to measure performance.

Quality of Work

Employees producing good quality work is crucial, as poor-quality output can result in dissatisfied customers and reputational damage.

The metrics used for measuring quality will depend on the work done, such as QC/QA for manufacturing or net promoter scores (NPS) for customer-facing positions. For other job functions, 360-degree feedback and manager feedback are also another way to capture a snapshot of the employee’s quality of work.

In any case, tracking work quality is important for ensuring that employee output isn’t just about quantity, it’s about quality as well.

Teamwork

Today’s complex problems more than ever require employees to operate as a team. For example, delivering a great customer experience is an effort that requires the whole organization to think as one towards this goal. It starts from the product, down to the point of sale, through to customer support for post-sales follow up if needed – all the while supported by marketing and other functions.

Furthermore, high teamwork indicates a high degree of engagement with the company and with the employee’s work. Consequently, it’s crucial that organizations measure teamwork as a key metric.

Teamwork is not a quantitative metric, but it can be measured using feedback tools. Just like work quality, 360-degree feedback and manager feedback can also be used to assess teamwork. It may be somewhat intangible, but of all qualitative metrics this is the one to measure.

Track the Right Metrics With BrioHR

Maintaining a high-performing team depends on tracking the right metrics. With BrioHR’s performance management module, you can design your own performance management process and collect 360-degree feedback.

BrioHR’s all-in-one, cloud-based solution automates repetitive tasks and empowers HR in a user-friendly interface. With 9 powerful modules, BrioHR’s software covers the entire employee journey from recruitment to onboarding, payroll and claims, to performance and analytics, and more.

This enables business owners and HR teams to truly focus on what matters most – people.

Visit briohr.com and get a free demo now.

The post The Three Key Performance Indicators You Must Track appeared first on BrioHR.