Does Your Company have an Employee Handbook?

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Not every company does. But there are some benefits regarding company-wide rules and employee expectations.

“An employee handbook is an important legal document that – if drafted properly – can protect an employer from a number of employee problems. However, a poorly drafted handbook can wind up creating more problems than it solves. Adopting a handbook while avoiding the "pitfalls" will help keep employees happy and lawsuits to a minimum.” – Source: Avoiding Common Employee Handbook Mistakes, Joseph Gagnon and Stephen Roppolo

Some benefits of employee handbooks:

Handbooks keep everyone on the same page: A handbook typically lays out all the “must dos” at a company. Basically, handbooks outline what’s expected of employees (what normal working hours are), pay, benefits, substance and harassment policies, attendance, and discipline.

Handbooks are helpful to new employees: Having an employee handbook is a great way to get everyone on the same page.

Handbooks can help employees understand a company’s culture: Employees can get a feel for what a business “is all about” after reading its employee handbook.

Handbooks help prove that a company’s rules and regulations are current with employment laws.

Handbooks can help define the employee/employer relationship.

Sources: The Employee Handbook: the Good, the Bad, and the Absolutely Critical; Why You Should Create an Employee Handbook.

However, handbooks (and having rules that dictate everything that goes on at the office) can be overwhelming, too:

Everything is connected to a rule: If you want to discard rules, or change up the employee policy, you’ll have to change every handbook. And because a company is a constantly evolving entity, that means policies may be changing as the company evolves, too. Over time, making constant amendments is time consuming, costly and confusing.

Some situations merit individual responses: “Imagine if a senior business development executive created a set of policies outlining how they will execute a business deal that followed the process every time.  You can’t imagine it because it would never happen!  For years HR types have been complaining about having a seat at the table and being taken seriously by their executive teams, and I think this is one of the reasons why. They don’t think about what’s in the best interests of the business.” – Source: The One Sentence HR Handbook, Fistful of Talent, Andy Porter

Other issues can arise with handbooks when policies are overly vague, too detailed, outdated, and inconsistent.

Source: The Employee Handbook: The Good, the Bad, and the Absolutely Critical

Worker or contractor?

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Many courier companies hire contract workers to fill a number office positions. For example, a delivery company may hire drivers, office assistants and marketing personnel on a contract project basis (you hire someone to update your website), or to help during busy times (you contract a few extra drivers during the holidays.)

But some companies just prefer hiring part-time employees, or temp workers (people who work a certain amount of hours per week and are hourly. These workers typically don’t work over 30 hours a week.)

What type of employee does your company prefer hiring? Is there a reason why you prefer hiring part-time workers rather than contractors? We’re covering this topic in our upcoming September/October issue, and want to get the conversation started early. Feel free to reach out on Twitter, Facebook, Linkedin, or here, in the comment section.

Easy Ways to Stay Fit at the Office

Image source: Fey IIyas

Maintaining a healthy lifestyle while keeping a 40-hour-a-week job is not an easy task. Every day, you get to work pretty darn early and many days you leave the office late. And whether you’re sitting behind a desk taking client calls, or sitting behind the wheel of one of your company’s trucks, you’re sitting. A lot.

Luckily, there are a few ways that you (the employee) can still maintain your health while working long hours. And manager: There are a few things you can change (and add) at the office to help your employees keep fit and healthy, too.

For employees

Invest in fit-boosting technology

While technologies, such as television and video games, can make a person more inclined to recline, some innovations (think fitness apps, health websites, etc.), can help people stay healthy.

Use technology to track your health

If your days are packed and you can only fit in random runs in your day (aka you don’t have a particular “running path,” and you just run whenever you can), you can track what you’ve done (and a lot more) by using technologies, such as the UP by Jawbone wristband, to store your activity.

Bring your fitness routine to your desk

Use a fitness ball instead of a chair to improve your balance and strengthen your core muscles. Also: Keep small weights at your desk, and stretch through the day when you can. And take time to go for a daily walk outside -- the sunshine will do you good!

For managers

Offer fitness classes during lunch (or at other times during the workday)

Small businesses often can hire an independent contractor who teaches an aerobics class, or a yoga class, to teach a class -- in the office -- once or twice. Employees can pay a small fee to participate in the class.

Keep healthy snacks in the office kitchen

You don’t need to go overboard or anything, but stocking the office kitchen with healthier options, such as whole-grain oatmeal, natural juice, organic coffee, and fresh fruit, can influence employees to eat healthier throughout the day.

 

Consider adding a standing desk

Granted, this may be a bit pricey, but it may be worth offering a standing desk to employees who are in the office a lot. Or just add a few standing desks throughout the office, and allow people to use them as an option throughout the workday.

Resources

Mashable.com, “Live: Chat About the BestTech for Health and Wellness,” by Dani Fankhauser

Mayo Clinic, "Workplace Exercises: How to Burn Calories at Work," by Mayo Clinic Staff

Forbes, "What are the Advantages and Disadvantages of Standing Desks," by Steve Mullis

The Importance of Supporting Other Small Businesses

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I’m going to take a wild guess and say that most of Courier Magazine’s readers own or work at a small business. So, I don’t have to tell any of you how important small businesses are! But did you know that small businesses tend to thrive more and find continued success when they work together?

In the article, “6 Ways Small Businesses Can Band Togetherfor Better Results,” on Mashable.com, Nellie Akalp, CEO of CorpNet.com, a filing service, said that it’s becoming increasingly difficult for small businesses to access business capital and credit over the recently past years.

Akalp said it’s important for small businesses to work together to compete with larger companies. Although it might be difficult to see other small businesses as partners and not competitors it’s essential. According to Akalp, small business owners should: 

• Seek out symbiotic and collaborative relationships with other small businesses.
• Build a collective co-op of similar businesses and individuals.

Akalp said the business owners can easily meet other like-minded company owners by:

Joining a local meetup group for entrepreneurs: Finding new business is all about finding referrals and connections. Join local groups that meet weekly, or monthly at local cafés, or restaurants. Akalp suggests checking Meetup.com, or your local chamber of commerce for groups.

Organizing a social media meetup: Get all your social media followers together and organize an in-person meetup.

Getting online: I know I just suggested that’s it’s important to get out from behind the computer and meet your contacts in person, but connecting with other small business owners online can be helpful, too. Akalp suggests browsing online communities, such as Entrepreneur Connect.

Reaching out to other types of small businesses: Even though not all small businesses may be similar to your company, you can still help other companies learn how to increase exposure. “By giving business to others, you will get business in return,” Akalp said.

Supporting other small businesses at your own company: See if you can use other local businesses to help provide your marketing materials, or serve a local coffee blend in your break room.

Greening Your Warehouse: It May be Easier than You Think

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Sustainable business practices are all the rage these days. And although it may seem like an un-needed hassle to implement “green” practices at your delivery company’s warehouse, it’s not. In fact, embracing a few sustainable policies may, in fact, help you run your warehouse more efficiently and help your business save money. Here are just a few simple sustainable suggestions:

Layout counts:

Make sure you use every part of your facility effectively and that assets and resources are in a place that makes sense (all resources to do one type of job are all in one place; materials aren’t spread out across a facility in a way that doesn’t make sense.)

Recycle and reuse: 

The following are a few items that can typically be reused in warehouses:

Cardboard: Try to reuse incoming boxes.

Packaging: Try to reuse all the packaging you receive (such as bubble wrap). Also: consider eco-friendly packaging.

Reduce: 

Only light the part of the warehouse that is in use on any given business day. Also: use motion sensors to help lights turn on and off, and make sure everything is turned off before you lock up at night.

Clean green: 

Keep everything organized and clean with eco-friendly products. For example, you can use inexpensive, white distilled vinegar mixed with water to clean and disinfect almost anything.

Make it a group effort: 

Ask your employees to be enthusiastic about sustainable practices. Remind them that the more money you save on energy, the better off the company is.

-Source: How Stuff Works

Want to take sustainability a step further? Consider getting your company a Leadership in Energy and Environmental Design (LEED) rating and certification. The UPS blog recently listed a few reasons why businesses should consider securing the well-known certification and rating:

• LEED ratings and certifications can help a company owner identify opportunities to increase efficiency in her business’ operations, or make facility improvements.
• What if you are already performing green practices, but don’t know it? If you are, then you are missing out on an important opportunity to market your company’s sustainable aspects. Also, according to the blog: “You may be able to apply credit for these activities to green initiatives being driven by your customers, your company, or regulatory bodies. There are increasing levels of expectation around sustainability and you may be able to contribute to stakeholder goals simply by being a good operator.” – UPS Blog

Fourth of July: How to Celebrate the Holiday at Your Office if You’ve Got to Stay Open

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Everyone loves celebrating the Fourth of July and that’s completely understandable – the holiday is full of tasty food, relaxing picnics and amazing outdoor activities. Oh, and did I forget to mention explosives? Lots and lots of explosives.

While we all acknowledge the Fourth of July is a grand holiday that doesn’t always mean you – or your fellow employees – can always have the day off.

You’re a delivery company for goodness sakes, and just because many companies take a day off doesn’t mean you can afford to – especially if you’re a small, local delivery business.

Still on the fence about staying open or closed? We’ve come up with a few examples for each case:

Why you should stay closed:

Your employees would appreciate a few days of rest and relaxation. Also: many people don’t expect delivery companies to be open on the holiday. So, even if you do decide to stay open, you may not even get many requests for deliveries.

Why you should stay open:

If you are a niche, small delivery business and are up to deliver anything, you may have requests for party decorations, food and beverages. And if you’re a well-known local business that’s known for delivering odd stuff to locals at strange hours this may be a great day to stay open.

If you do stay open:

• Plan ahead: Take account of how many employees you need to have on staff and who you should keep “on-call” in the case of an unexpected rush.
• Have a bit of fun: If you do stay open and have a reason for keeping a lot of people who are on staff in the office, you may want to consider having a few, fun Fourth of July festivities.
• Have a picnic or cookout: Chances are you have a few grill masters on your crew. Provide the staples: burgers, brats and hot dogs. Ask employees to bring side dishes and beverages.
• Still give them a day off: Let people have an extra day of PTO for July. Let employees take the day whenever they please.
• Schedule short shifts: If you’re able to (and it makes sense for your company’s bottom line), try to schedule shorter-than-average shifts for employees. This way, everyone will still get to celebrate some part of the holiday.

Sources

Prepare Your Business for the Fourth of July

8 Affordable, Fun Ways to Celebrate the 4th of July

How Social Media can Benefit Customer Service

Source: Jason A. Howie

I’d wager that customer service is important to your company. Heck, who are we kidding – it’s essential. And over the years, more tools have emerged that help companies make top-notch customer service an every day reality.

For example, 30 years ago, your employees likely got most feedback about your delivery service from customers via phone calls, or clients who stopped by your storefront. Now, you can easily get in contact with customers immediately via email, or social media.

Just last week, Social Media Today highlighted how FedEx has successfully used social media to help the company achieve positive client responses to its customer service. And although FedEx is a large corporation, small delivery businesses can learn from the company’s social media/customer service plan of action.

According to Social Media Today, Ginna Sauerwein, a customer service veteran, has worked for JC Penney, Delta Airlines and Miller Brewery. For the past 29 years, she’s placed her talents and efforts into FedEx. As FedEx’s managing director of customer service in the western region, Sauerwein and her team check FedEx’s social media accounts to make certain the company’s customers are happy. She and her team have been doing this since 2009.

According to Social Media Today’s post:

“Providing a variety of channels for the customers to engage through, whether it’s a phone, a chat, a blog or social networks like Facebook and Twitter, appeared to be highly beneficial. Even though FedEx does online listening, Sauerwein’s team is the one responsible for handling actionable requests that customer care follow-up to help solve the issue or answer the question. Their engagement time? Mostly in a matter of minutes, not hours or days. The team tracks online buzz and digital conversations through the internal score card that shows daily interactions with ‘authors’ (yes, FedEx team refers to their customers that create content and initiate conversations online as ‘authors’) and what types those interactions were, as well as how fast the team responded.”

Now that’s interesting.

The article continues on to explain that many of FedEx’s small business customers dig that immediate customer service. Overall, the company’s social media monitoring has allowed FedEx to:

Integrate across multiple functions: Social media use allowed various departments within FedEx to collaborate creatively, and keep an open line of communication.

Keep authenticity alive: All FedEx employees are authentic with customers. Basically, FedEx’s employees talk to customers like people, and really try to relate to each customer in a unique manner.

Treat all customers well no matter who they are: All customers (the big and small) matter. Everyone should get great treatment.

Try new things: Over the years, the company has experimented with different forms of customer communication. One example Social Media Today highlights is FedEx’s piloted video chats.

Be creative: The company always strives to try new things, and FedEx employees are encouraged to find new ways to solve problems.

Source: Social Media Today’s “The Big Brand Theory: How FedEx Achieves Social Customer Service Success”

Miss the May/June Issue? There are a Few Courier Magazine Articles Online Now

Some of the team at Bonded Transportation Solutions.

The May/June issue was made available to readers at the beginning of May. We hope all of you have really enjoyed the content! If you’ve yet to get a subscription, though, no worries – we have a few articles from the May/June issue available on our website right now.

You can read our feature story, “Keeping With the Known Shipper Program,” and Success Story, “Service That Creates a Bond.”

Happy reading!