How The Cloud Can Help Businesses During Covid-19

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Times are unusual for everyone at the moment due to the Coronavirus across the globe. Businesses have had to take a fresh look at how they function and how they can best enable their employees to work from home to keep their business afloat.

Never have there been such testing times for the business world during the pandemic. Many have had to take swift action to keep systems in place, as well ensuring that they enable remote access to their employees.

StrategyDriven Managing Your People Article | How The Cloud Can Help Businesses During Covid-19

Covid-19 has highlighted the need for widespread adaptation, laying aside outdated, manual ways of working in favour of secure, internet-based tools, built to handle everything from your accounting and invoicing to meetings and quick chat options. All of this, and a lot more, is easy to set up in minutes, thanks to cloud computing for business.

Due to enforced social distancing and many offices having to close (or at least have reduced access). It’s been imperative that companies utilize the various online tools that are available, such as video calling.

This is where the cloud comes in as it means businesses can use the internet to store and get hold of data, instead of using their hard drives in the office, server or things like disc technology.

There are some key advantages to using the cloud for business:

It enables employees to work from home

If the cloud was already part of your business before Coronavirus, then it meant that you were one step ahead of those who didn’t. Many businesses were still very traditional in the fact that they operated from premises and were used to their employees reporting into the office. The pandemic really turned this style of workforce on its head.

Now employees have been helping to ensure businesses and their jobs are still there, by working from devices at home. Employees now need access to hardware such as laptops, mobile phones and desk phones which has created a huge demand for these items.

Security is a critical aspect of home working that is not as apparent to employees but of paramount importance to the organisation. Cyberattacks are on the rise and a big concern for businesses and other security professionals implementing work-from-home and cloud solutions.

IT efficiency

It can often be perceived that employees are not as productive at home, at least to their employers. However, this is not always the case. Many people are working to their best, perhaps more so, since working from home and it will often be facilitated by the infrastructure that the company has in place. This in turn makes it even more crucial that IT departments are working effectively to make sure that systems are running as smoothly as they can, plus, having a cloud service provider and is like having a specialist third party on-tap, as well as utilizing companies such as techsquared.com.

It gives your business resilience

In uncertain times, it’s having the tool to be able change that’s key. Due to rapid changes, that in some cases have had to happen overnight, having the ability to scale up and down has been paramount. By enabling employees to be able to perform their role from home, it really helps to make the business far more resilient and as a result, more likely to be less affected by the pandemic in the long run.

4 Benefits an Organizational Psychologist Brings to the Workforce

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StrategyDriven Managing Your People Article | 4 Benefits an Organizational Psychologist Brings to the WorkforcePsychology is traditionally associated with aiding those who suffer from mental illness to better their capability to function. In recent times an alternative approach called positive psychology has emerged. The aim of positive psychology is to thrive beyond just functioning. These principles can be applied to all aspects of life, especially in the workplace. Many employers are beginning to read more about employing organizational psychologists to assist in improving the emotional well being of their employees. Organizational psychologists study the company culture, managing techniques, the business mold and more to understand the effects on employees. The following are examples of how organizational psychologists can strengthen any business.

Hiring The Perfect Fit

Defining the company culture is one of the most important roles of an organizational psychologist. They will question, examine, and monitor key people to understand the culture and objectively pinpoint core values. This knowledge gives them a sense of what behavioral attributes are needed to flourish in any role within the company. Organizational psychologists help managers immediately identify worthy candidates by devising interview questions designed to reveal any behavioral mismatch.

Boosting Productivity

Organizational psychologists utilize psychological concepts and research methods to measure the overall happiness and welfare of employees. Based on their findings, suggestions will be given on how to aid employees in effectively working together and to become more engaged. The results of high employee engagement are lower turnovers, less absenteeism, increased sales, and ultimately improving the company’s bottom line. Employees are three times more creative and thirty percent more productive when emotionally thriving. Another aspect of employee well being is to maintain a better work-life balance. Employees begin to loathe work when they are burnt out. Organizational psychologists determine areas that may cause work-related stress, and develop strategies to help diminish them.

Coaching

A mindful organization is key to a thriving workforce. A heightened awareness of natural behaviors and motivators can incite personal growth among both employers and employees. Organizational psychologists use their extensive background of human behavior to determine the individual’s strengths, as well as what hinders them from their full potential. A behavioral plan is then provided to help enlighten individuals with custom strategies to enhance their work performance and build meaningful relationships.

Resolving Conflicts

It is uncommon for a company to observe and manage interpersonal relationships. In the event, hostility rises between employees this can become a serious issue. Employee health can suffer greatly when constantly exposed to a stressful work environment. Organizational psychologists identify the issues within the social dynamic such as bullying and sexual harassment. They will advocate and mediate conflict resolutions. One strategy is to facilitate an open conversation to allow meaningful and constructive communication between leaders and their employees. Another strategy is to design, enforce, and enhance programs and policies that will benefit an organization on every level.

Focusing on individual needs and behaviors in the workplace can dramatically improve any business. With qualified help, the principles of positive psychology can transform an employee’s work performance and value to the company. A happier, self-assured, and fulfilled employee can unlock unlimited potential.

Hot Desking, Dedicated Desks And Coworking Spaces – What You Need To Know

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StrategyDriven Managing Your People Article | Hot Desking | Coworking Space
 
If joining a coworking space, one can get lost in a maze of spaces, each offering similar amenities but also being very different in culture and attitude. In New Zealand’s coworking landscape, you can find a mash-up of spaces, but choosing one depends on the fit of your business. Unlike typical office space, spaces have a personality of their own.

However, many spaces have a basic menu that provides a place to work and use the amenities associated with most offices. Some spaces provide office support in the form of a receptionist while others might focus on improving the amenities. To maximise the use of the spaces, prospective coworking professionals should research hot desking, dedicated desks, and coworking spaces to get an idea of what they might encounter.

Let’s take a closer look at the coworking platform and all its variations so you can choose the best option for your business.

Ins And Outs

Excepting the basic coworking space that provides Wi-Fi access and a table to work at, and maybe coffee, most coworking spaces worth their salt provide businesses with a menu of options. In addition to both the hot desk and the dedicated desk, private office space is available as well. Many of these spaces include the use of meeting room space with some providing the option as a part of an a la carte menu.

In Auckland and a few other cities, you might find spaces that cater to a particular type of business, as coworking has definitely evolved to include all businesses. Furthermore, the cost can run the gamut as well with high-end spaces catering to a more sophisticated crowd and more affordable spaces offering up practical amenities that can help businesses. Usually, the leases are month-to-month, or very short, and so being tied to a protracted lease is not an issue.

The coworking space is one that can be used to help your business comfortably grow. With larger spaces that have other plans, you can transition your business up or down to suit its needs. Finally, if lucky enough to find an internationally-operated coworking space you can benefit from spaces in other locations around the country and world.

Hot Desks Versus Dedicated Desks

While they occupy the same space, there is a marked difference between the hot desk and dedicated desks. The hot desk simply is a workspace that is shared with other professionals. You have access to the desk. In many cases, these spaces provide free Wi-Fi to professionals and come equipped with the standard office equipment you might find in your average office.

The dedicated desk, alternatively, is a permanent desk that professionals can lease monthly at a higher cost. These desks provide a little more privacy, and so if your business requires confidentiality, the dedicated desk is ideal for this option. While you might get more perks with the dedicated desk, you have access to similar office equipment.

Whether one is better than the other all depends on the needs of the business. Generally, sharing space requires everyone to leave the space clean. Furthermore, those who need workspace all the time might not be able to access a hot desk during peak times, but a dedicated desk is always available. Conversely, working alone in the dedicated desk, you remove opportunities to socially interact with others. Really, the advantage or disadvantage depends on the needs of the renter.

In The Know

These are the basics of the coworking space and the two most popular plans, but again once, heading out into New Zealand’s coworking community you are apt to find variations on the coworking concept. Any way you look at it, both options are still much cheaper options to even leasing the serviced office. More importantly, the potential to grow your business on platform primed to for success makes any choice good.

How employees’ mental health can be looked after during COVID-19

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StrategyDriven Managing Your People Article | How employees' mental health can be looked after during COVID-19Currently, employers are facing the most crucial test in a generation as the COVID-19 pandemic presents a massive threat to the psychological wellbeing of their staff. Remote working, furloughing en masse, and sector-wide uncertainties all pose major challenges to maintaining the mental health of the workforce.

With so many factors at play, from dealing with isolation to financial or health concerns alongside familial and caring commitments, safeguarding employee mental wellbeing is not an easy task. However, there are several initiatives you can take to protect and build mental resilience in your workforce.

Keeping people connected

Good working relationships are critical to both performance and emotional wellbeing. With remote working, there is a very real danger that the physical distance between team members can lead to social and affinity distance. Work becomes more task-focused rather than collaborative and, without face-to-face contact, important friendships and support networks disappear. In this situation, it’s all too easy for employees to feel isolated and overwhelmed.

Encouraging regular communication through online and video meetings, as well as emails and instant messaging, creates opportunities for both collaborative working and socialisation. This helps to retain the human element to the business, mitigating feelings of isolation.

It is also important to check in regularly with staff to discuss performance, as well as their mental and physical health. Allowing them to raise issues and speak freely, means you can offer support if needed and be proactive about potential problems before they occur.

Balancing work and life commitments

Balancing personal and professional life is also important for protecting mental health. However, with remote working, it can be very difficult to manage. With work notifications popping up outside office hours, and the demands of childcare or other significant responsibilities, home and work commitments run the risk of getting tangled up, contributing to stress.

Helping employees set a clear line between work and personal priorities by building mental barriers is key. Employers should encourage their staff to set a designated area of work, where they won’t be interrupted. It’s also important to remind employees of setting a schedule. A daily routine, perhaps starting with a call with a manager or the team, can help give employees an idea of when to begin and finish work. Defining a start and end time ensures they know when it is OK to ‘switch off’, turn away from the screen, and save those emails for the next day.

Highlighting support options

In situations like these, it is paramount that employees are aware of the resources available to them, and that they are encouraged to take advantage of them. Employers should consider building a community page where employees can connect, and HR managers can share tips, such as effective stress management and maintaining work/life balance.

You can also point them towards vital support networks. These might range from company-provided employee assistance programs and counseling services to links to organisations that offer guidance and support. The NHS and MIND are excellent resources you should consider.

Providing helpful resources demonstrates you care, and communicating clearly and openly that employees should not be afraid to seek help if they need it, will help them sleep easier

Beware the media

The way in which we consume our news can also have an adverse effect on our mental wellbeing. Keeping up to date with COVID-19 coverage is tempting and thanks to social media, these stories are highly accessible. However, it’s very easy to get lost in a sea of misinformation and fear.

Though organisations can not directly influence how their workforce is consuming media, leaders can and should provide clarity and guidance to their staff, communicating clearly about the situation and what it means for the organisation.

With the government announcement that employees should continue to work from home where they can, it’s clear that for many, remote working and social distancing will be the ‘new normal’ for the foreseeable future, prolonging potential dangers to mental health.

Businesses depend on their people, and people need support. If an organisation is to survive and thrive, taking a proactive approach to employee wellbeing – both mental and physical – has to be at the heart of a successful business strategy.

About the Author

StrategyDriven Expert Contributor | Will JacobsWill Jacobs, a graduate of the London School of Economics, heads social media and authors content at Cezanne HR, a leading supplier of modern Cloud HR and payroll software.

How to Get the Most Out of Virtual Team Meetings

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StrategyDriven Managing Your People Article |Virtual Team Meetings|How to Get the Most Out of Virtual Team MeetingsWasn’t it obvious? The MFH (meeting from home) trend had to follow WFH. The spreading pandemic has forced businesses into a world full of remote work arrangements and travel restrictions. So, in-person meetings are out for the moment.

Meetings have been an essential part of an organization’s workflow. They offer a platform for information sharing, debating and discussing ideas, decision making, reviewing processes, and simply staying in touch with the team. They are also a critical part of an employee’s casual training and social learning.

But virtual meetings are plagued with issues like lack of employee engagement, technical problems, and distractions. Further, in the past, organizations have used conference calls, teleconferencing, and telecommuting as ways to partly support their operations and offer flexibility to employees. Being forced into a fully-remote way of working all of a sudden, most of these firms lack the professional skills needed to effectively conduct virtual meetings.

If you find yourself in a similar situation, use this effective guide (below) to run a successful virtual meeting and maximize your outcomes. Alternatively, you can consider hiring a virtual events organizer to help you conduct those virtual team meetings.

1.Define the Meeting Objective and Agenda

This may sound pretty basic; yet, it’s critical to spell out the meeting agenda with each standalone item having a clear objective. If possible, send a pre-read to each participant, allowing them to come prepared with the required data and supporting documents.

Plan your meeting agenda in such a way that you are able to wrap up within 30-45 minutes. A short-duration meeting makes it easy for everyone to focus on achieving the objectives. Encourage the presenters to minimize their presentation length. Background information can be provided when asked for.

Factor in enough time for all team members to share their views and suggestions. Remember the ‘go around the table’ session that we are used to before making a decision? You need to do the same thing virtually!

2. Find Ways to Improve Employee Engagement

Keeping employees engaged during a virtual meeting is by far the biggest challenge faced by organizations going remote. When employees are connecting to a meeting from a remote location, it’s natural for them to lose focus and interest in the online discussion.

Here are a few effective tips to make your virtual meeting more engaging and productive.

A. Commence with an Ice-Breaker

Virtual team members often feel isolated and may not be comfortable with the remote way of running a meeting. Starting with a virtual icebreaker, such as ‘Show us your work area!’ or ‘Give us a one-word recap of your day/month!’ can be a great way to get the ball rolling.

Such conversations can get everyone talking and ease up the atmosphere. Further, it will act as a quick pulse check, giving you an idea of the overall attitude and emotional state of the team

B. Make Sure All the Faces Are Visible

Meetings done via the video conference mode are the closest you can get to mimicking the familiar and intimate environment of in-person meetings. Ask your team to use a webcam, allowing everyone to see each other’s facial expressions and body language.

Top video conferencing platforms like Zoom and GoToMeeting can help keep the participants engaged with their advanced features, namely video and audio dial-in, screen-sharing, and recording.

C. Encourage People to Share Their Views

The best way to engage employees in a virtual meeting is to ask them questions or call on them to share their experiences or opinions. This will achieve two basic requirements for a productive meeting.

  • There will be no passive listeners. Even introverts will be encouraged to share their opinions.
  • People will pay extra attention to what others have to say.

D. Learn from the Experts

Find out how other fully-remote firms are functioning globally. For more than a decade, Toptal, the world’s largest remote firm, has been operating in a fully-remote environment with more than 4000 employees in over 100 countries. They have no physical office!

How do you think they operate? How are they managing their large distributed workforce? How are they able to run effective virtual meetings? Getting to know about their remote working experience will offer you interesting insights, helping you adapt to this suddenly remote work environment.

Go through their remote work playbook which includes time-tested strategies to building a productive remote organization of your own.

3. Set Up a Video Conferencing Etiquette

It is tricky to dictate meeting etiquettes in a remote working environment. Yet, laying down certain behavioral terms for running a successful remote meeting can help your employees know what is expected of them.

Communicate this basic list of etiquettes with each of your team members to keep your virtual meetings productive and professional.

  • Let’s start the meeting on time.
  • Come prepared for the meeting. This includes adhering to the bare minimum dress code you would follow in a regular office environment.
  • Ensure that the device and software used is working well. This includes the mic, webcam, WiFi connectivity.
  • Turn your video on. We can see you! Also, please maintain eye contact with the camera.Mute your mic to cancel out the background noise that you think will disturb your colleagues.
  • Stick to the agenda and keep a track of time. Any concerns can be taken up after the meeting.
  • Avoid multitasking.
  • Share your views but actively encourage your colleagues by hearing them out. Only one person speaks at the time.
  • Avoid too many body movements to prevent blurring.
  • Avoid negative comments. Let’s be positive and boost each other’s morale!
  • Intervene politely if a discussion wanders off the agenda.

4. Get Rid of Technical Issues and Distractions

Nothing kills the momentum at the beginning of a virtual meeting like a delay due to poor WiFi connectivity, software update notification, or damaged hardware. Such technical issues are most common with employees using their own devices. A simple system update notifications and alerts can get everyone distracted, thus wasting time and bringing down productivity.

Make sure you do a thorough assessment of the system your employees are using. Encourage them to use office devices that are equipped with the required software, thus tackling such distractions.

Before starting the meeting, assess the quality of the WiFi network at your employees’ disposal. In case they are using a poor-quality connection and unable to afford a better one, consider reimbursing a portion of their monthly data connection expense.

Finally, though virtual meetings offer the convenience of connecting with the team from any location, things can go haywire if the attendants connect from an inappropriate place. For instance, the living room is the busiest place in a house. An employee connecting from here will experience distractions from family members, visitors, and pets, derailing the meeting decorum.

Encourage employees to log in from a quiet place like their study or bedroom to avoid such distractions from creeping into the meeting. Ask them to use the background screen and put their mic on mute when not in use for a seamless video conferencing experience.

5. Appoint a Master Yoda

I find Star Wars, the American epic space-opera, entertaining yet full of leadership lessons. The character Master Yoda is wise, authoritative, and plays a central role in inspiring, coaching, and aligning the thoughts of the team. He also calls out unacceptable behavior that’s letting the team down.

You need a Yoda by your side to point out any inappropriate or slack behavior without sounding disrespectful. In such a case, like the Star Wars’ Yoda, the assigned person can help keep the meeting conversation candid.

Further, the Yoda will help keep the virtual team receptive, guide the conversation, and ‘take the pulse’ of the team on certain critical questions or business decisions.

6. End on a Productive Note

At the end of the meeting, clearly outline the next steps with the time frame and accountability. This will fuel the agenda for your next meeting and so on. Have a minute taker who notes down the key meeting proceedings and future action areas. The minutes of the meeting should capture the What, Who, and How of each action item and share it with the team.

Also, capture employee feedback through online survey tools like SurveySparrow or Poll Everywhere. The feedback from the attendees will help improve the quality of virtual meetings in the future.

Summing Up

Technology is an enabler. But it cannot replace real human connections. The current pandemic situation has forced all businesses to rely on technology to connect with their employees. In such a scenario, running successful virtual meetings can be an overwhelming experience, especially for firms that aren’t used to a remote style of working.

Use the effective tips shared in this guide to get the most out of your virtual meetings.

About the Author

StrategyDriven Expert Contributor | Pratik DholakiyaPratik Dholakiya is the founder of Growfusely, a content marketing agency specializing in content and data-driven SEO. He regularly speaks at various conferences about SEO, Content Marketing, and Entrepreneurship. As a passionate SEO and content marketer, he shares his thoughts and knowledge in publications like Search Engine Land, Search Engine Journal, Entrepreneur Magazine, Fast Company, The Next Web, YourStory, and Inc42, to name a few. He can be reached at Twitter @DholakiyaPratik