Communication is a two-way channel for an HR professional. Organizations rely on human resource professionals to advise and consult with employees on policies, procedures, organizational goals, employee development, etc. As HR professionals engage with employees, their goal is to provide positive experiences that result in retention and the reduction of risks. An employee-centric approach that is conducive to professional and proper communication techniques can enhance employee morale, increase employee engagement, and support an inclusive work atmosphere. In this series of human resource Inbox assignments, you will practice applying the type of informal, yet accurate, communication needed for chat instant messaging tools in the modern workplace.
You are the HR professional at your company. One of your major duties is to monitor the HR instant messaging channel. The HR Inbox chat channel allows HR to communicate and support employees directly. While monitoring the HR channel, you receive the following chat messages from employees:
Dear HR: My supervisor is asking me to meet tomorrow morning. I do not feel comfortable doing so alone. Can I bring my coworker to the meeting?
Dear HR: My coworker just got a raise and is in the union. I am not in the union— am I getting a raise?
Dear HR: I was just suspended because I took a phone call from my child’s school when at work. My child was sick. Why was I suspended?
Directions
To complete this assignment, write a response to each of the three employee chat messages above as if you are the HR professional responding through instant messaging. You must explain the roles and responsibilities of human resources to accurately address each employee question. Be sure that whatever information you share is appropriate and relevant to the employee inquiry and that your overall writing style uses a tone and format appropriate for instant message communication in a business environment.
Specifically, your responses must address the following rubric criteria:
Rights: Explain the employee's rights to bring a representative to a meeting.
What information do you need to know before you craft your response?
Compensation: Explain how employee compensation may differ due to membership in the union.
Inquiry: Justify an employee’s suspension based on behaviors.
What information do you need to know before you can respond to this employee? Would you address this situation the same way for represented and unrepresented employees?
Additionally, be sure that overall, your general writing style aligns with the following:
Tone: Discuss human resource roles and responsibilities using an engaging tone and encouraging questions.
Full Answer Section
- Our Role in HR: As HR, our role is to ensure fair process and that all employees understand their rights. We're here to facilitate constructive workplace discussions while upholding company policies and legal guidelines.
What I need to know before crafting a more specific response (and potentially advising you further):
To give you the most accurate advice, could you share a little more about the meeting's purpose, if you know it? For instance:
- Is this meeting about a performance review, a disciplinary issue, a simple check-in, or something else?
- Have you been given any indication that this meeting might lead to disciplinary action?
Once I have a bit more context, I can advise you more precisely on your rights and how to best prepare. Feel free to chat back or if you prefer, we can jump on a quick call! We're here to support you and ensure you feel comfortable.
Chat Message 2: "Dear HR: My coworker just got a raise and is in the union. I am not in the union— am I getting a raise?"
HR Professional's Response:
Hi! Thanks for bringing this question to HR. Compensation can sometimes feel a bit mysterious, but we aim for transparency where possible!
How employee compensation may differ due to union membership:
- Union Bargaining Power: For unionized employees, compensation (like wages, annual raises, and benefits) is typically negotiated collectively between the union and the company through a formal Collective Bargaining Agreement (CBA). This agreement sets out the terms and conditions of employment, including pay increases, for all employees covered by that specific union contract. The raises for union members are based on these negotiated terms, which apply to all members within that bargaining unit.
- Non-Union Compensation: For non-unionized employees like yourself, compensation adjustments (including raises) are generally determined by company policy. This often involves factors like:
- Individual performance reviews.
- Market benchmarking (ensuring our pay is competitive with similar roles outside the company, e.g., in Kisumu's labor market).
- Company performance and budget.
- Your specific role, tenure, and skill set.
Am I getting a raise?
- I understand you're wondering about your own compensation. As an HR professional, my responsibility includes managing and advising on our company's overall compensation strategy for all employees, both union and non-union. This involves ensuring fairness and competitiveness.
- Annual salary reviews for non-union employees usually happen at specific times, often tied to performance cycles. If you'd like to understand more about our general compensation policies, performance review timelines, or discuss your individual compensation specifically, I'm happy to set up a private chat or call.
Please feel free to ask any follow-up questions! We want to ensure all employees understand how their compensation is determined.
Chat Message 3: "Dear HR: I was just suspended because I took a phone call from my child’s school when at work. My child was sick. Why was I suspended?"
HR Professional's Response:
Hi, I'm sorry to hear about your suspension; that sounds incredibly stressful, especially with your child being sick.
Regarding your suspension:
- Our Role in HR: As HR, our role is to uphold company policies consistently and fairly, ensure employee well-being, and manage disciplinary actions when necessary. This involves investigating incidents, applying established policies, and ensuring proper documentation.
- Company Policy on Personal Calls/Emergencies: Many companies have policies regarding personal phone use during work hours and procedures for handling family emergencies or absences. Suspensions are typically issued when there's a perceived violation of these policies or a repeated pattern of behavior.
What I need to know before I can respond (and to understand the situation fully):
To provide a clear and accurate justification for the suspension, I need to gather more information. Specifically, I would need to know:
- Was this your first instance of taking a personal call during work hours, or have there been prior instances or warnings?
- Does the company have a clear policy on personal phone calls or emergency contacts during work hours? If so, were you aware of it?
- Was the duration of the call disruptive to your work or team?
- Did you inform your supervisor about the emergency call before or immediately after taking it?
- What was the specific company policy cited for your suspension? (e.g., "Violation of Personal Phone Use Policy," "Unapproved Absence," etc.)
- Has your supervisor indicated the reason for the suspension?
Would I address this situation the same way for represented and unrepresented employees?
- For represented (union) employees: The investigation and decision-making process would largely be the same in terms of gathering facts and applying company policy. However, for a unionized employee, the union steward or representative would typically be involved in the disciplinary meeting where the suspension was communicated (Weingarten Rights, as mentioned in the first chat). The union would also have the right to file a grievance on the employee's behalf if they believe the suspension violated the Collective Bargaining Agreement or was unjust. HR would need to follow the specific grievance procedures outlined in the CBA.