Balancing Roles in a Small Company: How to Address Employee Concerns Over HR Changes?

Dear all,

Ours is a small-sized company where the security person is being used as an office boy. We don't have a separate office boy. I made a rule to stop using security people as office boys. Due to this, senior and old employees are upset. What should I do?

Regards,
Neha

Hi,

There are two things:

- Can you afford a separate person as an office boy? If yes, you should hire one.
- Is there any effect on work if security personnel work as an office boy? If not much, then as a part of cost-cutting (until the company can afford another person), manage it with the same person. If the security issue is significant, then you can make a decision.

It's good that you have taken some action, but it's always better to keep your staff in confidence before taking any action.

Umesh

Dear Neha,

Basically, a security person should not be used as an office boy because in that case, you are compromising your security. If your office is very small and has 5-6 employees, then you may consider doing so; otherwise, it should be avoided.

Thanks,
J. S. Malik

By referring to your tagline, "Only when we learn to see the invisible, will we learn to do the impossible," you must have a vision before making a decision. Using a security guard as an office boy is not wrong if he is comfortable and eligible. It could also be cost-saving for the company.

Regards,
Shiv

Dear Neha,

When there is a change, people are reluctant to accept it. But that should not mean they should never accept it. Please educate them and orient them on the reasons behind any change. They will understand - they will take time to accept, but they will gradually change. Good Luck! It's a good initiative... I must say. Because I have been trying for a month to change the habit of people in my organization asking the staff in a mill to go get tea and coffee - a lot of eagles in my head. I will let you know if I become successful.

Eagles on head? They should be made to understand as it's a change which is going to benefit them.

KB

Hi Neha,

It is always painful to unlearn or adapt to change; hence, the discontent among the employees. It is natural, and you should not get so worked up unless it is hampering the work atmosphere. The change will ultimately be accepted, and things will return to normal.

However, if this really is a big issue that warrants intervention, you may meet these employees and let them know the reason behind your action—I'm sure you have one. Alternatively, as Umesh rightly suggests, you could hire an office boy. You may also consider changing the role of one of the security personnel to that of an office boy (I'm not sure what your organization does, hence this may not be practical, nonetheless).

Regards, Neeraj K Singh

Dear Neeraj K Singh, KB, Asha Mathew, and Umesh,

Thank you all for your input and making me feel better. Thank you so very much. I feel really better. Before this, I was very upset and didn't have my lunch well, and had decided nothing new to be introduced. But thanks to you all, I feel really well.

God bless you, and may all your efforts be fruitful.

Dear all,

Actually, this company deals in the manufacturing of solar devices and appliances. It has around 40 workers (company roles) and 20 management and staff. The security person is an older individual, around 50 years old.
We have 2 security personnel, but one of them is always on the move, and the other person looks after the other two gates. Many times, there is no one at the gate, and visitors enter directly. That is why I don't want the office boy culture here.

Dear Neha,

Good that you feel better. Going forward, you will come across many changes that you will be initiating and also convincing. Take care!

Dear Neha,

Make them understand the disadvantages of using security personnel as office boys. Tell them that what you are doing is not for your benefit or personal interest but for the organization's betterment. While conveying this, if possible, also highlight incidents where the business was affected because security personnel were taking on additional roles. It may be challenging to convince them initially, but gradually, they will realize the importance of this change.

All the best and move forward. Always remember: You should not be disturbed by other people's reactions.

Deepa

As per Newton's Law, every action has an opposite and equal reaction. However, you need to make it beneficial for the organization. That is your responsibility, Neha. I hope you understand what I'm trying to say.

Dear Neha,

You are right. Whenever you implement a new thing, it will be opposed by old employees.

Vikas :-D

Dear Neha,

Change and resistance always walk together, so if you have introduced some regulations, they will understand. So, don't worry and never lose your confidence in the decision you have taken. It is a good step forward.

Dear Neha,

Separate person to be hired for the office boy work and security purposes will depend upon the ability of your company to recruit a new person for a different role. I would rather suggest that these two responsibilities should be handled by two different persons. Security is an important issue and should be handled independently. As an HR professional, you should clearly define the roles and responsibilities of employees. Also, if two different roles are handled by the same person, there is bound to be some significant mistakes in the future. Remember, prevention is always better than cure.

I think if you are going to change any practice in your organization, first of all, you need the approval of higher management. Then it's easy to make all reluctant persons understand; otherwise, people want to run their own show even though they are not able to manage their own homes carefully.

Dear Neha,

It will take some time for the people to accept the new conditions and rules, but I am sure that slowly they will accept it. Have you taken approval from your top management? I think you haven't as you mentioned that seniors are also not accepting. If you do so, it will make your work easier. Don't lose your confidence; definitely, you will become successful in this.

Even I faced some situations like this where top management and employees did not accept the new rules that I made, but later everything came on track. Hope you will have days like these.

Thank you.

Even you need to think from your seniors' point of view. Maybe they are thinking about the financial aspects because currently, both responsibilities are managed by a single person. However, according to your policy, they now have to hire another person and compensate them. Please consider this perspective.

Dear Neha,

As HR professionals, we should keep in mind that "change is the only constant factor." As agents of change, we must always do innovative and new things, but it may be opposed by people as they are made to come out of their comfort zone. To ensure full cooperation, make sure to explain your reasons to them properly. Think before you act and never regret your decision.

All the best

Dear Asha,

I had implemented this successfully in my company. Please seek management approval as one of the cost-saving initiatives and then release a circular to all concerned regarding implementation for the same. But do not deviate for anyone irrespective of hierarchy.

In today's scenario, if cost-saving is happening due to any kind of changes, you can get management approval very easily. The biggest hurdle is management because they have to change themselves a lot for this. But slowly and gradually, you will succeed.

Regards

Neha,

Forget about everything. You need to concentrate on only one thing here. Does the use of security personnel disrupt his job severely? I mean, was this necessary?

There are many more things to have frictions with management about. As your organization grows, you will have more and more important rules to establish. Is it worth being the queen of Jhansi for such a minor thing?

It is your call really. Just think about it.

Regards,
Kavitha

Dear Neha,

Your action to prevent the security guard from taking on the responsibilities of an office assistant is commendable. The security guard should be reminded to prioritize his duties and refrain from leaving his post to attend to office matters during working hours. To enforce this, it is essential to communicate this directive to both your superiors and the existing employees. Obtain approval and support from your reporting manager or boss regarding the actions you are implementing, as this will facilitate your ability to address any potential issues efficiently. The responsibility for any security breaches rests solely with the administration, and this accountability cannot be shared - thus, your course of action is indeed justified.

In addition, Mr. Umesh's alternate suggestion should also be taken into account. While unlearning can be challenging, it is a process that you should be able to navigate successfully.

Best wishes,