How Should I Communicate a Shift from 5 to 6 Working Days to Our Team?

Dear Seniors,

I would require expertise in the following situation: We are a small BPO, and work pressure is very high these days. As HR, I am requested to increase the working days from 5 to 6. Therefore, I will need your opinion on how this information can be communicated to employees and in which format.

Your response will be highly appreciated!

Waiting for your reply.

Thank you,
Shilpy

Dear Shilpy,

Please find the circular below. I think it will be useful for you.

Ref: Date:

CIRCULAR

This is to inform you all that due to workload, our management has decided to extend our working days. All are requested to follow the mentioned days. Thanks for the cooperation.

By
Management

Date:

Regards,
J.M. Cynthia

Hi Shilpy,

This situation is very common, particularly in times of uncertainty when the world economy is in recession. From my perspective, here are some steps that a company needs to take when making a decision similar to the one stated in your message:

Buy-in from all key stakeholders - A meeting should be organized with all managers, and the situation should be presented to them. Let them know that this is the need of the hour. List out the available options and ensure that all members present in the meeting are comfortable with the final decision. This brainstorming session will play a key role in gaining buy-in from them, who in turn will involve their team members. This will give them a sense of participation in the decision-making process.

WIIFT (What is in it for them) - Clearly list out the end objectives. Higher productivity will lead to higher bonuses.

Share Industry/Business news - Make people aware that if appropriate steps are not taken, the company may lose clients. Many companies are being closed down, layoffs are happening everywhere, clients are looking for higher rebates, and have more viable options to get their work done. When times are tough, it demands higher productivity and a different way of managing things.

I hope that this helps.

Cheers!!

Rahul

Dear Friend,

I agree with Mr. Rahul's inputs. Any change needs to be well communicated, and as an HR professional, we should obtain the input of all critical employees. Failing to do so means they won't take ownership, and without ownership, it could lead to disaster. Therefore, it is better to send out a communication fixing the meeting time and agenda for the entire group. Initiate the discussion, guide them towards your viewpoint, secure their acceptance, and proceed accordingly. I believe these changes should also be communicated to the relevant statutory authorities. In the case of a manufacturing industry, a 45-day advance notice needs to be given.

Just check, comply, and implement.

With best regards,
Kameswarao

Dear Shilpy,

I agree with the advice provided above, but I think there is no need to communicate solely in black and white, especially considering that you are in a small BPO industry. It is essential to communicate verbally so that all employees in your organization understand the current situation of your company. As an HR professional, your communication during a global recession when employees are at risk of losing their jobs is crucial. Your employees will definitely support you in overcoming this situation, even if it means working more than 8 hours a day.

Additionally, if you choose to communicate only in written form, you may be required to provide various compensations based on the different acts applicable to your industry.

Thank you.

Thank you, seniors, for your suggestions and time. All suggestions are of great help. As it is a small BPO, we cannot communicate everything in black and white. Also, if this is to be done only for one person who is handling a small process, then what is the procedure and format. Will wait for your reply.

Thanks,
Shilpy

If this statement:

"Due to workload, our management has taken the decision to extend our working days. All are requested to follow the mentioned days."

is the reason for extending working days, then I have the following observations:

1. No mention of a weekly or monthly basis.
2. If working days increase, does that affect working hours resulting in overtime?
3. What remuneration will be paid to employees for the extra workload as stated?
4. Do you agree with the term "workload"? According to me, this should not be explicitly expressed; it should be implied that it will attract payment of wages/salary for the extra workload.

Instead of this, you should give the reason:

Due to operational requirements, working days in the week have been rescheduled from 5 days to 6 days.

As a result of this, working hours and timings will be adjusted as follows:

Shift timings of employees working in rotational shifts will be intimated separately with a weekly shift change notice.

You know better what exactly you have decided on the above issues, which I would like to draw your attention to be addressed.

These are merely guidelines only.....

Badlu

Dear Shilpi,

These are the times when CEOs/Team Heads should be seen and heard most by the employees. I think you can follow what I did in my Organization: A small meeting of employees with the CEO himself where he explained to them about the current scenario and what he expects in terms of contribution and endurance from each employee. Post that meeting, one mail was sent to all Team Heads for their cooperation on the same. The mail read as follows:

Dear (Team Head),

As you are aware of the prevailing economic scenario, we need to work as a strong and more efficient team to sustain and develop in the Industry. To a large extent, the aim should be to stand apart in the Industry by not following the current routes (such as layoffs, etc.) which are so prevalent rather we will focus on being doubly efficient and putting in extra efforts. In sync with the expectations of the Management and also keeping in mind the need of the hour, I would recommend the following steps to be taken for the development of the Organization:

- The team members should be candidly briefed on the expectations of the Organization in the tough times.
- Out-of-turn appraisals should be avoided at any cost as it will add to the extra/unnecessary cost. As we are also trying our best to review and apprise those who fall under the normal review cycle.
- Innovative methods of motivation (non-monetary) can be discussed and implemented.
- Teams should be aware and convinced of the reasons for regular exercises (such as picnics, etc.) being put on hold (although temporarily) as we are trying to focus and combat the grave concerns.

This is an opportunity for the team members to showcase their true potential and dedication towards their role.

I assure my complete support and cooperation towards the same.

Hello, everyone. I am an MBA student in need of guidance on an assignment given by our professor. The topic is: "As the HR manager of a company, I have to recruit 8 people for director, general manager, and CEO positions. The budget is 25 lakhs, which we have to use for the recruitment process."

Kindly guide me on how to allocate the different costs of advertisement, interviews, stationery used during interviews, etc. I need assistance with the cost allocation involved in the recruitment process. This is urgent.

Thank you.

Just issue an official circular to announce this message and at queries, please ensure them that since in these days job cuts are very common, it's a recession time. Without causing any disruptions, we are simply increasing the number of working days to maximize our potential.