In our first edition for 2024, and as a start to the new year, we talk about how this is a good time to conduct a review of your systems and processes, with a goal to maximise your system security, resources, and enhance employee engagement:
System - Cyber security and protection of your data
Best Practice - Process enhancement
HR Operations - Back to work employee engagement
Cyber Security and Data Protection
If, like our business, your organisation receives regular phishing and scam emails – change of banks details, expiration of subscriptions, requests to purchase Apple gift cards, impersonation of leaders etc; you will know that cyber-security risk continues to be a priority for all organisations and one of the top-3 on your risk register.
Despite the efforts you make to help ensure you have insurance, back-ups, system audits and reviews, security software and so forth, without a focus on educating your team and reinforcing the importance of vigilance from a cyber-security perspective; your organisation is exposed to risk.
Cyber Security Threats reported in 2022 – 2023 via Cyber.gov.au
Cybercrime reports increased by 23% from the previous financial year with nearly 94,000 cybercrimes reported.
The top cybercrimes reported were email compromise, business email compromise fraud and online banking fraud.
Almost $80 million in losses due to business email compromise fraud was self-reported with an average financial loss of over $39,000 for each incident.
The Australian Cyber Security Centre recommends the following for Australian businesses:
Turn on multi-factor authentication for online services.
Use long and unique passphrases for every account. Password managers can assist with creating passphrases to protect your account.
Turn on automatic updates for all software, and do not ignore installation prompts.
Regularly back up important files and device configurations settings.
Be alert for phishing messages and scams.
Only use reputable cloud service providers and managed service providers that implement appropriate cyber security measures.
By following the below steps, you can get your (ELMO) systems secure in 2024 and drive cyber security awareness amongst your team to ensure your organisation minimises risk of cyber-attacks this year.
1) Conduct an audit of:
Current user access, using a custom report
System configuration for Single Sign On (SSO)
Multi Factor Authentication (MFA) to ensure they are set up for optimum security. We recommend that as a minimum MFA should be switched on for Company Admins and HR/Payroll Manager access; unless the SSO settings affords ample security.
Administration >> General >> General Setup >> Configuration
2) Create and roll out:
Company Admin agreements - implement custom agreements for administrators of your systems that clearly outline their responsibilities as administrators.
Security Profile agreement - implement custom agreements for users added to security profiles in your systems that clearly outline their access and responsibilities.
These agreements can be issued via the Contracts or Documents modules for existing users you can also customise your workflows/assignment rules so these are issued immediately to new team members who have administrator access.
3) Team education:
Review your current learning courses including Cyber Security and Password Management to ensure they are up to date with current best practice for Cyber Security within your organisation and provide a report on enrolments for last year and recommendations for 2024.
Enhanced Processes
We are continuously looking for ways to utilise the system to improve processes and increase efficiency for our clients.
You too can enhance your organisation’s processes in 2024. See some examples below of how we are helping our clients:
Many of our clients want to include attachments when issuing internal contracts via Contracts Manager. We have discovered some workarounds that have worked well for other clients involving creating a text area placeholder and embedding a link to the attachment.
Placeholders can be incredibly helpful in making the issuing of contracts more efficient. By conducting a full review of your contracts and placeholders you can ensure they are set up in the most effective way and clean up any unused placeholders or contracts. You should also check and update your contracts to ensure recent changes to the Fair Work Act are reflected.
Is your organisation still using paper-based forms? We recommend you conduct a review your processes and make sure you are utilising the system to its full functionality by assisting with automating processes.
Is your learning content accessible? Does your employee group include those from CALD background, have disability or LLN challenges? If so, we suggest checking that your learning and course content is designed to be accessible and include voice overs and transcripts that ensure all learners can understand content regardless of their ability.
Get your employees engaged in 2024
As the team roll back into work for 2024, it is good to start getting them back in to your ELMO system and get them engaged in activities within your system that supports the organisation's goals for Q3 and Q4, or the year ahead.
Employee engagement can be a key factor in increasing productivity and profitability and also help reduce employee turnover. Are you wondering how you can get your employees more invested and passionate about their role and relationship with your organisation?
Here are some of the items that can help:
Having clear company mission, vision and values that are linked to your organisation’s strategic plan.
Seeking, reviewing, and acting upon regular employee feedback.
Onboarding processes that are clear and engaging
Clear performance expectations and plans to facilitate development of your employees.
A culture of recognition and reward
Reducing menial, manual tasks that can be automated.
Providing Training and Development opportunities.
Some of the ways your ELMO system can support this include:
1) Dashboard Updates to provide fresh and engaging content such as:
GIFs and branded images.
Video messages such as CEO welcome messages or focus areas/Strategic Plans for 2024
Mini training videos or informative videos
Celebration of past company performance with highlights of 2023
Announcements welcoming new team members
Competitions for engagement
Promotion of Flare benefits and other company benefits.
Driving Team Recommendations
2) Learning courses and forums that promote embedding the Company Values into the day-to-day activities of your team.
3) Including your Values in Performance Appraisals
4) Engagement surveys, data review, and action plans.
Need support?
This is the type of work we are consistently delivering for our ELMO system clients; and we can help your organisation too.
If you would like support with completing any/all of these initiatives and/or would like to outsource the job to get the results without the burden on your in-house team, please contact us and we can work out a plan and cost to support you and your organisation.
Content Credit: Penelope Twist and Martha Travis
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