In this third edition we will focus on tips around...
System - Contracts and Placeholders
Best Practice - Dashboard Refresh
HR Operations - Succession
Contracts and Placeholders
The contracts module is included with the purchase of the Recruitment module and once set up can help streamline your contract development and issuing process.
This can be a frustrating part of the system if you don’t know the tips and tricks for getting it set up properly.
In this edition of the newsletter, we are going to provide you with just 5 tips on how to get the most out of contracts.
Contracts should be created using the new-ish functionality of “Common” allowing a contract to be utilised across Recruitment, Onboarding, and Internal (if you have Contracts Manager). Please note; however, that system fields such as ::ADDRESS:: do not work for onboarding or internal use.
Contracts should never be loaded into the contract library via a cut and paste from Word. This brings across all the formatting from Word which is not conducive to correctly displaying in the HTML format used in online documents. When pasting content, use CTRL + SHIFT + V. This will strip away all the formatting and you will need to format from scratch using the toolbar inside the contract library. This is definitely worth the time and effort.
Contracts library does not allow list levels like in Word (e.g. 1, 1.1, 1.11 etc). To overcome this, we suggest decimal, followed by roman lower, followed by alpha lower, then bullet points (e.g. 1, i, a). To change the bulleted number type, right-click the numbered line and then select type and commencing number:
4. Dynamic tags and numbering won’t work if you have paragraph breaks between them, for example:
New paragraphs are represented in the source code as: <p> </p>
Replace the <p> and </p> with single </br> allowing for a new line to be created without breaking the link for numbering or dynamic tags.
You can add a break at the end of a line by using SHIFT + ENTER, instead of just ENTER.
For example:
<p><span style="font-size:12px"><span style="font-family:Arial,Helvetica,sans-serif"><DYNAMIC><strong>Name of paragraph </strong><br />
<br />
Content paragraph 1 with @@placeholder@@<br />
<br />
<strong>Note: </strong>content of the note.<br />
<br />
Content paragraph 2.<br />
<br />
Content paragraph 3. </DYNAMIC></span></span></p>
Using breaks will ensure that if the placeholder is not populated, all content between the dynamic tags will not appear.
5. When creating custom placeholders, it is recommended that you put the placeholder code as a suffix into the title.
For example, the placeholder @@TFN@@ should have the title Tax File Number (TFN), or @@LSLBAL@@ should have the title Long Service Leave Balance (LSLBAL), this will assist you to locate placeholders via the search in the placeholder library, as the search function only searches the titles.
Dashboard refresh
Have you ever noticed that the sign on the back of the toilet door, or safety signs around the workplace eventually become invisible? The longer they remain in the same spot, the less noticeable they are, until they are no longer seen or read.
In the same way, the content on your ELMO Dashboard Home Page will also become invisible if nothing ever changes.
We recommend making an adjustment to the Dashboard at least once per month, and in doing this, we suggest that you keep the welcome widget and To-do list widget in the same place to ensure users know where to go to find what they need to do, but shift the other things around it.
Changes to the Dashboard can include:
A gif - could be photos, your values, motivational statements etc. A gif creates movement and catches the eye.
News about the team – births, marriages, engagements, birthdays, team building etc.
What’s new in the system – when you add a new course, update the performance template, post a new internally advertised role etc.
Change the theme colour and images to match the season. If you have an avatar for your system, you could dress them in clothes suitable for the season – e.g. a scarf in winter, a hat in summer etc.
Run a monthly competition (can be linked to points if you have Rewards and Recognition) that requires users to read or watch something and then respond to a survey question (or form) to enter the draw.
Succession
If a leader in a business wants the business to grow, and they want to individually grow with it, they have a responsibility to ensure that someone else can step into their role at some time in the future.
Planning to have someone replace them eventually should not be seen as a weakness or a threat, but a strength and a strategic move.
The five aspects to help with succession include:
Trust - If a team member feels that they are trusted, they are more likely to step up and take responsibility.
Coach - No-one can learn if they are not provided the time by their teacher and coach. Often, we fall into the trap of doing things ourselves ‘because it is quicker’, but in the long run, it isn’t. We need to invest the time to coach others so they can learn.
Delegate - Once sufficient trust has been established, and they have been coached the manager can then move to delegate. Managers should give the employee full responsibility, and not micromanage or look over their shoulder.
Pathway - Help your team member understand their pathway. If they know they are heading somewhere exciting, they are more likely to commit to the journey and stay. Being clear about potential timing also helps manage expectations – is it going to be 3 months or 3 years?
Commit - When it gets to crunch time and the move to a new role and responsibility is imminent, don’t undermine good work and eroding trust by putting them into the role with conditions – e.g. Acting, Assistant, etc. If someone owns a role, they are more likely to commit.
If your organisation has purchased the Succession module in your ELMO system, you can start to introduce succession components into the business’ processes initially via performance. Ask your ELMO representative to turn on Succession (if it has not already been switched on) allowing you to add sections to your performance template including Flight Risk, Criticality and Potential.
Before rolling these out with your leaders we strongly recommend a phase of training and coaching to help leaders understand how to utilise these sections and how to have these conversations effectively with their team.
Credit: Content written by Martha Travis
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