How Can I Successfully Launch Employee Counseling Sessions in a Distrustful Environment?

Hi Friends,

Just today, I have joined this group, and I am glad to be a part of it. The site seems very useful for HR people.

My query is, I am assigned a task to initiate employee counseling sessions at my organization. I have been working in this company for the last 2 months only. The employee strength is quite huge, and I don't know most of the people. Also, in my company, people have a very bad impression of the HR department, and they don't trust whatever HR people do. In this situation, it's a little difficult for me to initiate such sessions as I am very new in the company. I believe that if employees don't trust HR, they cannot express themselves nicely.

I would like to know from all of you what would be the best way to start with these sessions in a manner that I can achieve at least 40% to 50% success.

Hope to get your valuable feedback soon.

Regards,
Unnati Shah
Executive-Human Resource
Accutest Research Laboratories (I) Pvt. Ltd.

Hi Unnati,

Some thoughts:

Since you are new to the organization, probably they will open up with you. Design a questionnaire to gather their feedback so that you can analyze and take action based on the feedback received. Meet them in groups of 10-15 and ask them to fill in the questionnaire. Feedback in the questionnaire could be anonymous. Then, meet them one by one or in groups of 2-3. Make them feel comfortable and ask for their frank opinions. Remember, if you can address even a few of their issues through these sessions, they will definitely trust you.

Regards,
Richa

Dear Richa,

Thank you so much for your suggestion. It sounds great. There is no harm in giving it a try. I think I will go for your suggestion. Thanks once again. Others can still air their opinions on the same.

Regards,
Unnati

Hi there,

I feel that first, you should gain the confidence of your employees in order to counsel them. You can spend some time getting to know them, either individually or in a group. After that, you can start with the counseling process.

Now, there are different approaches to counseling. Group counseling does not always work. You can try the CBT approach (Cognitive Behavioral Therapy) as it often helps in reducing stress and controlling emotions like anger, sadness, etc.

Hope it helps.

Ambita

Hi there,

I have a questionnaire that I have designed for the HR drive in my company. Just have a look in case it works for you.

Thanks and Regards,
Bharati Chauhan

Hi Unnati,

I have some good views on Richa's points, and I would like to add on. As a beginner in HR, you cannot directly win over your employees. You need to build their confidence. Try to mingle with them by going to the plants and investing more time interacting with them rather than their line managers. This approach should focus more on listening rather than speaking. Avoid making commitments. If necessary, take note of their major areas of concern. HR reaching out to different departments will foster a sense of unity. Additionally, try to resolve minor issues for them. Communicate and confirm with them once the issue is resolved – this will encourage people to come to you.

I have an initiative for an HR Helpdesk, which could be adapted for counseling purposes. Designate one hour daily for an HR personnel at the plant to sit at a designated table and log queries. You can utilize this method for counseling sessions.

For effective counseling, you may need to make sacrifices. Consider meeting the counselee after working hours or at a neutral location outside the workplace. This setting often encourages people to open up. For instance, you can take the person for coffee at a hotel, avoid taking notes but remember to ask open-ended questions. To encourage the person to speak freely, start by asking about their family, etc.

Follow up with the counseled person to inquire about their satisfaction and improvement. Show your concern for their well-being. Additionally, maintain a soft log copy of the counseling sessions and provide a copy to your senior. This documentation can be quantified for your KRA/assessments.

Regards,

Sushil Patel

Suzlon Group

Dear Ambita, Sushil, Bharti, and Richa,

I am so very glad to receive so many quality suggestions. Thanks to all of you for spending time from your busy schedules and giving your opinions. After reading all comments, I will implement the following plan of action. As I am two months old in knowing people a little bit, now for 15 days, I will dedicate time for informal interactions and try to get familiar with them. Meanwhile, I will prepare a small questionnaire to gather their views. After 15 days or so, I will start conducting formal group discussions/counseling sessions with people, not more than 20. I think this approach will yield positive results.

Sushil, your idea of an HR help desk is really worth implementing. Thanks.

Bharti, the questionnaire appears very helpful. Thanks for sharing it.

Hope to interact more with you guys.

Regards, Unnati

Hi,

What I suggest is that you find out the real problems with the employees of your organization - through a questionnaire survey or maybe face-to-face conversations. Keep it confidential and bring your top management with you for a proper solution to the problem.

In many organizations, what often happens is that the HR department wants to do a lot, but the top management does not approve its policies and plans. This results in overall frustration for HR personnel.

Thanks and Regards,
Rajeev Pandya
Human Resources

Hi all,

I am happy to share with you that I have started informal discussions with senior people, and I am receiving very positive responses. They are sharing each small problem of theirs and of their department members as well. This is just to update you all. I am now very positive about conducting the survey.

Regards,
Unnati

Hi,

I would advise you to wait for one month before initiating any survey. During this time, you should focus on being visible as an HR person - at their workstations, NOT in your workstation. Walking around helps - it shows that you have an interest in what they are doing. This worked and still works for me in all the organizations I have worked.

Secondly, on a strictly INFORMAL basis, you should try to evaluate the mood of the employees yourself. See if they would be as open and honest on their questionnaire replies as they are when they speak with you.

In your questionnaire, PLEASE ensure confidentiality, else all the work you have put in will be lost totally. This means do not reveal the source of information other than department to anyone, including your immediate superior or even the CEO.

Finally, after analyzing the questionnaire data, you should ensure that at least some of the recommendations are actioned in a visible manner - else you will lose credibility again.

All the best. Let me know if you require more help.

Regards,

Ryan

Dear Rayan,

Your suggestion sounds great. Well, I have already started visiting employees every day, and it will still take another 15 days to initiate the survey. I don't think I can afford to wait any longer than that. The situation in my company has worsened due to HR-related problems. I am fully aware that I will have to put in a lot of effort to regain their confidence, and I will ensure that problem-solving begins as soon as possible.

Regards,
Unnati

Hi Unnatti,

Please provide us with more information on why you feel unable to wait for more than 15 days. You mentioned there are issues due to HR-related problems. Are these problems connected to People Management or HR processes? How did you arrive at this conclusion?

By the way, is your questionnaire ready? Let us know if you need assistance with it. If you prefer, you can email it to me.

Regards,
Ryan

Very good suggestions. Attached is the Employee Satisfaction Survey document, which you may find useful in the future. May you be successful in this new organization and restore the lost confidence of the employees in HR.

Best wishes,
Ambika Kamath

Hi Rayan,

It's been one and a half years since there has been an HR department in my company. I am feeling sorry to say that since then, my employees have been suffering a lot. I have also spent 2 months in this company, and I feel that now it's time to take action. Also, my MD is very keen to initiate counseling sessions as he is aware of most of the issues which are purely HR-related.

The main feedback I have found where people have complaints are:
- False commitment to increment
- Discrimination between employees
- No clarity in policies
- Lack of employee interaction
- And many more, of course.

I am very confident about conducting the survey as I have had past experience. And above all, if you are going to do something good, God is always there to help you.

Ambika, thank you a lot for providing the form. I am in the process of making it, once I am done, I will share it with you all.

Regards,
Unnati

Dear Sushil,

I am a beginner and new in my organization. My reporting manager wants me to create a project on Online HR Helpdesk in our organization so that we can implement it as soon as possible. However, I don't know where to start. As you mentioned that you had an HR Helpdesk in your organization, please suggest the procedure and tips to follow for creating it.

Thank you.
Regards,
Deep

Hi Sushil,

I am a beginner and I am new in my organization. My reporting manager wants me to make a project on Online HR helpdesk in our organization so that we can implement it as soon as possible. But I don't know where to start. As you have mentioned above that you had the HR helpdesk in your organization, please suggest me the procedure and the tips to follow for creating it.

Thanks

Regards,
Deep