Category: Policies and Procedures

Health And Safety Is Not A Choice In The Workplace

Do you duck for cover when you hear the words Health and Safety?

Yep, we know many organisations don’t enjoy this necessary aspect of running a business!

We get it. There seems to be a lot of regulations and boxes to tick and it can feel overwhelming. The thing is though, the safety and wellbeing of your people is not a choice – it’s a must.

The key ingredients involve compliance, accountability and a strong workplace culture. So, let’s explore how you can add them all together for a safe and successful workplace!

The Legalities

Every New Zealand business is bound by the Health and Safety at Work Act 2015. Put simply, it’s New Zealand’s workplace health and safety legislation. It requires employers to have a working Health and Safety Management system that allows them to keep their workplaces safe – by identifying risks, managing hazards, and actively involving their people to provide a safe work environment.

Whilst ignoring safety protocols can put everyone who comes near your business at risk, it’s also against the law! Worksafe New Zealand actively monitors compliance with the Act, and they can and do conduct proactive audits on workplaces to check for compliance.

The big question is: would your business be ready?

If you are a little murky on where you stand or the answer is a flat out no, then it’s time to do something about it and get your Health and Safety sorted!

Can You Prove It?

You can say that you are prioritising Health and Safety at your place, and you can even walk the walk. But, unless you can prove it with well-documented policies and records, how are you going to prove it?

Many businesses are actually really good at the practicalities of keeping their people safe, but unfortunately when it comes to record keeping, this is where they fall down. As you can imagine, this can lead to big problems if WorkSafe comes knocking! That’s why a well-documented Health and Safety Management System is your best defence. It shows you are serious about keeping your people safe and details how you do this on a daily basis.

If you aren’t sure what documentation you need, then it’s time to have a chat with a Health and Safety expert. The team here at Spice can guide and support you with the implementation of the correct documentation, systems and policies, as well as getting those processes fully embedded in your workplace so it becomes natural – it’s just ‘how we do things round here’!

How Often Do You Talk Safety?

Safety is not a tickbox to check off once. It should be an ongoing focus including conversations with key people in your organisation. Regular toolbox talks or Health and Safety meetings are a great way to keep your team informed, engaged and aware of the risks that surround them, as well as a way to gain their input and feedback on what’s happening on the shop floor.

So, how often should you be having these talks?

There is no definitive answer across the board. Some industries will require daily Toolbox meetings, others with lower risk can get by incorporating it in the team monthly meeting. Decide on a frequency that suits your risk level. Then make sure your meetings happen consistently, the information talked about remains relevant and of course, is well documented.

Annual Reviews

When you have a consistent focus on safety, with regular discussions happening with your teams, it allows you to continuously assess best approach to managing your risks. However, it’s really important that these continuous improvements are also documented and updated into your Management System, as that’s your evidence of your commitment to keeping people safe!

An annual review of your systems is essential to keep on top of any changes. When you conduct a formal review, you have the opportunity to reassess all risks, update your procedures as necessary and ensure your policies remain current and effective. The set-and-forget approach is not effective for protecting your people – proactive businesses keep their focus solely aligned on safety by undertaking annual reviews.

Strong Safety Culture = Strong Business

In previous blogs we’ve talked about how important workplace culture is. This is not solely about creating a pleasant working environment for your people – it should also extend to how seriously your people take Health and Safety.

As long as everyone understands that Health and Safety is seen as a priority for your business, then your workplace will remain safe and harmonious. However, if safety practices are being ignored or your team sees compliance as just another box to tick, then your culture may well need some work.

A strong safety culture fosters trust, accountability, and a sense of responsibility among your team members. This is where the real success in safety rests!

World Day for Safety and Health at Work

Mark your calendars! World Day for Safety and Health at Work is coming up on 28th April. Every year on this important day, the world turns its attention to workplace Health and Safety.

Whilst Health and Safety should be a daily focus area, this specific day in the calendar is a timely reminder that keeping people safe at work is not negotiable!

Time To Act

Are you feeling underprepared, overwhelmed or simply unsure about how to get the correct Health and Safety procedures in place? Don’t worry – we’re here to help!

Spice offers tailored solutions to implement, document and improve your Health and Safety Management System, making compliance easy and stress-free. We will also spend time ensuring you and your team understand your Health and Safety Management System, and helping you embed it into your daily activities, making Health and Safety part of your business DNA.

Don’t wait until WorkSafe comes knocking! Let’s get your business Health and Safety-ready today! Contact Spice now to turn workplace safety from a chore into a culture.

Workplace Culture: The Secret Ingredient to Business Success!

Workplace culture is one of those terms you hear all the time. Everyone knows that a successful business has a strong workplace culture.

It’s not just a buzzword, we promise!

At Spice, we believe a great workplace culture is essential to a thriving business. It creates an environment where people feel valued, motivated, and aligned with your company’s goals.

But what exactly is workplace culture, and why does it matter? Let’s dive in!

What Is Workplace Culture?

When a term is used frequently, it can start to lose meaning. So, let’s clarify what we mean by workplace culture.

Think of it as the ‘personality’ of your business. It’s a combination of values, behaviours, and everyday practices that influence how your team functions. It shapes how they interact with each other, your clients, and stakeholders, how they make decisions, and how they approach their work.

Your workplace culture impacts everything from daily routines to long-term strategies. Whether it’s how you celebrate wins, tackle challenges, or support one another, your culture defines the experience of working in your organisation.

The Key Elements of Workplace Culture

A great workplace culture doesn’t happen by accident—it’s created with intention. Like a well-balanced organisation, it needs the right elements to function effectively. These include:

  • Leadership style – The way your leaders communicate and make decisions can influence the tone and vibe of the whole operation.
  • Communication practices – Maintaining open, honest, and respectful dialogue encourages everyone in the business to feel valued and respected.
  • Mission and values – People love working for businesses that align with their own values. Make sure your guiding principles are clear and reflected in everyday behaviour.
  • Company policies – Transparent and fair policies ensure everyone understands ‘how things are done around here.’
  • Workplace environment – Every aspect of your environment should be considered – from physical space to remote work flexibility, and don’t forget the team building aspect!

Every interaction, from team meetings to casual coffee chats, contributes to your workplace culture. It’s all about balance!

A Flavour for Every Business

No two businesses have the same workplace culture. Each one is unique, shaped by its people, goals, and industry.  It’s about choosing what works best for your structure, your people and what you’re trying to achieve.

Here are a few common workplace culture types:

  • Collaborative Culture – Teamwork and inclusivity are at the heart of decision-making in a collaborative culture. Employees are encouraged to share ideas, work together, and support one another. This culture fosters open communication, mutual respect, and a strong sense of belonging. It’s great for creative industries and teams who work well together.
  • Hierarchical Culture – A structured, top-down approach with clear roles and expectations sets a professional tone. This type of structure clearly defines employee expectations and who is responsible for which tasks. It takes a layered approach where each layer has a specific role and function.
  • Innovative Culture – Encourages creativity, risk-taking, and out-of-the-box thinking. Fast-paced industries can benefit from an innovative culture as it allows your team to experiment, develop new ideas, and challenge traditional approaches by striving for effective change and continuous improvement.
  • Results-Driven Culture – If you have a team of high achievers, this may be the right approach. Focusing on goals and achieving success, your employees are motivated by clear objectives, measurable outcomes, and incentives. With clear goals to work towards, the entire team is always striving for great results for themselves and the business.
  • Customer-Centric Culture – Some service businesses can benefit from a culture that prioritises delivering exceptional service and exceeding customer expectations. By considering the customer’s needs, your business creates an experience that builds customer loyalty and trust.

Understanding your workplace culture helps you fine-tune it to align with your business goals and values. If you’re unsure what culture best suits your business, give one of us a call!

How Workplace Culture Impacts Performance

A strong, positive culture keeps people coming back for more! It makes your workplace somewhere your team want to return to every day.

A thriving culture:

  • Boosts employee engagement and job satisfaction
  • Improves employee retention and attendance
  • Enhances productivity, collaboration, and innovation
  • Strengthens morale, creating a workplace where people feel valued and motivated
  • Attracts top talent—everyone wants a taste of a great workplace!

Fostering a positive work culture can help to prevent issues like burnout, disengagement, and high turnover. Purposeful investment in your culture can make all the difference!

Crafting and Evolving Your Culture

Workplace culture isn’t just a buzzword—it’s a strategic advantage. But how do you create the right culture for your organisation?

Building a great culture takes time, effort, and intentional leadership. It starts at the top and trickles down through every level of the business.

Leaders play a crucial role in shaping and evolving culture by:

  • Modelling desired behaviours – When leaders and key team members walk the talk, it sets expectations and the right example for the team.
  • Reinforcing values – Business values should be present in everything that you do. Incorporate them into your daily routines and behaviours and celebrate team members that demonstrate them.
  • Promoting inclusivity – People perform better when they feel like they belong. Spend time creating an environment where everyone feels respected and heard.
  • Assessing and adapting – Culture is not a set-and-forget kind of thing! Regularly check in to ensure your cultural practices align with your business goals and the needs of your employees.

Investing in workplace culture isn’t just a ‘nice-to-have’. Instead, it’s a smart business strategy! A positive culture fuels productivity, fosters innovation, and creates an environment where your team can thrive. The result? A stronger, more successful business.

Let’s Build Your Workplace Culture Together!

Want to take your workplace culture from bland to brilliant?

Here at Spice, we’re all about helping businesses like yours build an amazing culture. We are proud to be licensed and accredited to deliver the Acentia ‘Workplace Culture Excellence Framework’, a proven approach to developing and sustaining a strong workplace culture. 

This framework simplifies workplace culture development into clear, actionable steps. Through workshops covering the thirteen key elements that influence workplace culture, we help businesses design practical strategies for continuous growth.

Backed by this powerful framework, the Spice team has the expertise to help your culture thrive! Let’s chat—give us a call today!

Interested in exploring workplace culture further?  

Then, check out Part 2 of our workplace culture series, where we detail some tactics and strategies for creating a thriving workplace environment in your organisation. 

Read it here.

Introducing Safety Spice – The Ultimate Health And Safety Resource

Let’s talk Health and Safety.

Wait, stop! You don’t have to hide under the desk, we see you and it is ‘safe’ to come out!

Health and Safety doesn’t have to be a drag or an onerous task that you hide from.

You know it’s a vital component of your business and Safety Spice is here to make it easy for you!

So, let’s get started.

Health and Safety Legalities

All New Zealand businesses should have a Health and Safety system in place. And that system can be as straightforward as it sounds – it’s literally a plan that details how you intend to keep your team, your premises and any visitors safe at all times of the day and night.

While that all sounds straightforward, if you’ve been involved in Health and Safety in any respect, making sure you have the right things covered off and implemented can feel somewhat more complicated! Especially as the need to prove you have a comprehensive Health and Safety system in place is becoming more and more prevalent.

So, what can you do to make this process easier?

Enter our newest addition … Safety Spice! Specialising in all things Health and Safety, this Spice Gal is ready to help you protect your people and your business.

Your Health and Safety Plan

If you don’t have a H&S plan in place for your business, now is the time to remedy that. Many businesses put this task off as they don’t necessarily understand what should be included and how they should go about putting it together. That’s why it can be really helpful to work with a H&S expert (like Safety Spice) as they can guide you through the process.

When it comes to Health and Safety, there are 3 key areas to consider:

1: Hazards

Every workplace will have some form of hazards present, even if you just have a simple desk and chair home office setup. So, the first part of any H&S work is identifying what these potential hazards could be, investigating how you can raise awareness of what they are and what you can do to minimise the risk to your people.

Once you have established what those hazards are, you can then move onto documenting them and putting controls in place to manage the risk elements. This information then needs to be shared with your team so that they can be aware of potential dangers and the practices they need to follow to carry out their role safely in the workplace.

But you still aren’t done yet! Identifying, documenting and sharing the hazards is only the initial phase. From there, you will need to regularly review your hazards and note any changes. You’ll also need to assess if your controls are correctly minimising risk and if there is anything further you can be doing to create an even safer space.

2: Incidents

From time to time, you will experience incidents in the workplace. It is important to document them all so that you have a record to refer back to. It is hard to remember each little thing when only using the power of your memory, so documenting is vital.

Documentation also allows you to see if there are repeated incidents in the same space, role or task and what the severity is. This can help you to identify trends, particular hazards or declining safety measures.

Be thorough when documenting each incident. Indicate what happened, who was involved and where it took place. Consider the severity of the incident and note whether it was a near miss, First Aid incident (FAI), Missed Time Incident (MTI), Lost Time Incident (LTI) or Serious Harm incident (which you need to report to WorkSafe).

Use the documented incidents to conduct reviews of your safety protocols and assess whether modifications or additional measures need to be introduced. And don’t forget to communicate this information to the relevant team members for awareness and to enact change where necessary.

3: Staff Involvement

Health and Safety is incredibly valuable for your business, but only if you have good staff involvement. After all, what is the point of having documented safety measures if no one knows what they are and how to follow them? Staff involvement is key!

The very first step comes during the onboarding phase and it involves inducting new team members into your H&S system. But it isn’t just new team members who need this knowledge. Everyone on the team needs to be aware of the wider safety protocols in place and which areas impact their role specifically. They need to understand their obligations and what (if any) documentation they are required to keep.

Regular training and refreshers are essential to ensure everyone remains up to date. It can be helpful to hold a monthly meeting to raise concerns, note incidents and provide a forum for idea sharing and solutions. And it’s important to remember that the feedback you get from those ‘at the coalface’ can give invaluable insight into what’s really happening.

K.I.S.S

Keep It Simple Spiceys!

While vitally important, Health and Safety does not have to be overly complex. If you focus on the three key areas we just listed, you will build yourself a great foundation for a safe workplace.

Keep your team involved in the process with clear communication and be open to the ideas they present. Ensure that you have everything documented in a central place so that everyone knows where to access the relevant information when they need it.

Make sure your management team leads from the front by adopting good safety practices themselves as this will help it to flow down to all levels of the business. Normalise safety so that it just becomes part of what everyone does each day – it shouldn’t be a box to tick or some chore to perform.

The “What If” Test

So, how safety conscious is your workplace currently? One of the best Health & Safety indicators is to perform the “What If” test. It’s super simple to do, you simply ask yourself – what if the worst happens?

What if we had an incident, an accident, or we weren’t properly prepared – where would it leave me, my business, my workers, or my customers?

What if we have a framework already, but aren’t using it effectively, and have no records and documentation to back it up – where would it leave me, my business, my workers, or my customers if a WorkSafe audit or a serious harm incident were to happen?

If the answers to these questions start to scare you, then it’s time to chat to Safety Spice!

Health and Safety doesn’t have to be difficult when you have the right support and guidance. And that is exactly what Safety Spice (and the rest of the Spice Gals) will provide for you.

We understand how important it is to protect the safety and wellbeing of your team so we will help you meet not only your legal obligations, but also to fulfill the genuine care you have for your people. Get in touch with us today and take your first step towards sorting that Health and Safety!

How Inclusion Is Playing A Leading Role In A Great Work Environment

Inclusivity is a buzzword in the HR field.

Of course, you want to create a space that is warm and welcoming for all team members regardless of age, gender, culture or background.

But inclusivity can be so much more than that.

Embracing the full potential of your team members and creating a positive working environment is incredibly valuable on a personal and professional level.

That’s why inclusion is playing a leading role in retention, innovation, and so many other key areas of business. Let’s investigate this further to see how you can create an inclusive environment at your workplace.

What Is An Inclusive Workplace?

Creating an inclusive workplace is not about investing thousands of dollars or overhauling the way you do things. It is simply about creating an environment where everyone feels valued, respected, heard and supported regardless of their background, identity, or differences.

Leading from the top, focusing on inclusivity is creating a place where diversity is not only acknowledged but celebrated. All individuals should have equal opportunities to contribute, grow, and succeed.

Everyone should feel a sense of belonging, no matter who they are. Age, gender, race, culture, religion, sexual orientation, disabilities, or economic background should not be factors – in fact, you should actively work against discrimination or unconscious bias in these areas.

Inclusion is the way, as it fosters a place where people want to be every day and encourages the desire to work towards the common goals of the business.

The Value Of Inclusion

Inclusion is a valuable thing to foster in any environment, but especially in the workplace. Here’s why:

Self Confidence

Knowing you belong and matter helps you to have greater self confidence. New Zealand is becoming an increasingly diverse place. So, it makes sense that our workplaces are becoming equally diverse. Sometimes, majority groups can make others feel excluded simply because they have a habit of emphasising what they have in common.

This isn’t always done intentionally, but it has the negative impact of making those in the minority feel like an outsider. This can negatively impact their self confidence and make them less likely to engage with their role, the business, and the rest of the team.

If everyone can be consciously aware of their behaviour and foster inclusivity, every team member can feel confident, happy and engaged in their work.

Innovation

Businesses that innovate can stay relevant and reach their full potential. That’s because they can adapt to the constantly changing environment that surrounds them and come up with creative solutions to challenges.

When inclusivity is a focus, all your team will feel empowered to speak up and offer their ideas. This is when the best solutions come to light as you can gain perspective from all areas of the business to create practical innovation that works.

Retention

When your team feel the sense of belonging, support and fulfilment that inclusivity brings, you can significantly increase your staff retention rate. If they feel valued and included within your company, then they are more likely to develop a strong sense of loyalty.

Creating a space full of equal access development opportunities, flexible work arrangements for all, fair and inclusive policies, along with a diverse leadership representation shows your team that anyone can succeed and advance within the business. This obviously sets the stage for good talent acquisition and retention.

Why Inclusion Is Playing A Leading Role

Because the world is such a diverse place, inclusivity is a big focus, and it should be. More and more people want to work in an inclusive workplace. They seek out businesses that offer this environment for two reasons. The first one is obvious, they want to feel like they fit in. The second reason is that they don’t want to be part of a company where their colleagues might feel excluded.

That’s why inclusion is taking a leading role in creating engaged and productive workspaces. When inclusion is a core business value you can get the best from your people as they all feel respected, heard and valued. Most importantly, your people will feel safe.

Creating An Inclusive Workspace

Core Values

Simply creating a diversity policy is not enough. Inclusivity needs to be embraced by everyone in the company, not simply seen as a policy to follow. When everyone embraces the concept of inclusivity, then they will all have an opportunity to thrive in an empowering environment.

This vibe should start from the top down with management leading the way. When your managers and leaders show sincerity and genuine interest in inclusivity it helps to intertwine these concepts into the daily behaviours of the business.

Seek Feedback

It can be difficult to know what your team want from a workspace unless you ask them! Collecting feedback is a powerful way to discover what your employees value. The way to produce the most fruitful results is to have them complete an anonymous employee survey so each team member can express their views without fear or judgment.

Collecting the feedback is only part of the process though. Once you have the results, it is important to make company wide changes in line with the needs of your team.

Review

Another important task is to review what is taking place in your business currently. What are some quick fixes you can enact to support a model of inclusivity? Getting some quick wins on the board will show your team you are committed to progress.

Then, it’s time to examine the more time-consuming aspects like policies, recruitment and remuneration. Employee policies should not have any barriers to inclusion. Review what policies you have in place and make changes accordingly. Clearly communicate to all your team what discrimination and harassment look like and the resulting consequences of this negative behaviour.

Your recruitment process should ensure any vacant role is equally accessible to all applicants and that no particular groups will be negatively impacted in the recruitment process.

Remuneration should be transparent and carefully structured. That way you can give guidance on starting salaries and any bonuses while ensuring pay equity is in place for all segments of the workforce.

Include Inclusion

Inclusion should be part of everything that you do. It should become part of your onboarding process so that new team members instantly feel welcome and connected to your business. It should also be part of the daily practices within your office, with meetings, activities and conversations that promote inclusion and understanding.

Don’t forget virtual inclusion either! Remote work is great for flexibility, but it can be isolating. Maintain human connection with those working remotely and ensure mental health resources are available for all.

Making Your Workspace Inclusive

No one wants people to feel excluded, but sometimes it can feel overwhelming to tackle inclusion in the workplace. Gaining the calm and practical advice of an expert HR team can take the stress out of the process and ensure nothing is missed.

The Spice Gals are the team to help you!

With extensive HR experience and a true focus on the human side of Human Resources, this is an area we are passionate about. We’d love to help ensure your workplace is a space where everyone feels relaxed, accepted and valued. Chat with our team today to see how we can help!

Is Your Business Equipped With Change Readiness?

Change.

In the current business climate, it seems to be the only constant for organisations.

So, when you don’t know what to expect in an ever-changing world, how can you manage your people and your business successfully?

The secret is not to manage the change.

Rather, your organisation should focus on increasing its change readiness to better navigate uncertain circumstances.

We’ve assembled our best tips for how you can do that. So, let’s explore the concept of change readiness in greater detail now.

What Is Change Readiness?

Change can be a nerve-wracking thing. Whether it is planned or forced upon you, it has the capacity to unsettle even the most stoic team members. That’s why change readiness is a powerful tool. It refers to your organisation’s ability to effectively anticipate, plan for and respond to change.

Change can encompass many areas. It can be as large as global or nationwide change, such as the Covid-19 pandemic, or smaller scale change within your business, like operations, strategies, technologies or structures.

Common areas of change that can trigger the need for change readiness include leadership capabilities, team culture, staff rotation, and external forces like market trends, regulation changes or technology advancements.

Being ready to navigate change is a skill that every organisation needs to develop as change is the only constant in business!

What Does Being Change Ready Mean?

Is your business change ready? Do you possess the necessary capabilities to adapt to both internal and external change? Being change ready entails several key elements and they are:

Understanding Change

Humans can be creatures of habit which means that any kind of change can be hard. As a business, it is vital that you understand this and how any change might impact your team culture, morale, productivity and behaviour. Having this knowledge can help you to make appropriate decisions that empower leadership and team members to embrace and navigate change effectively.

Leadership

Like everything, the ability to react to change needs to come from the top. Your leadership team should demonstrate a clear vision for handling specific changes, provide effective communication to the entire business, and be committed to guiding the organisation through change. They also help to drive a culture that fosters resilience, innovation, and continuous learning.

Agility

Change can sometimes be fast paced, so it is important that your business and team can be agile in your approach. Yes, that means being adaptive, but it creates a real forum for innovation too. When you empower your team members to contribute ideas and adapt to evolving circumstances, you encourage readiness and evolution – two key components in handling change.

Flexibility

Successful change and flexibility go hand in hand. If your business is stuck in its ways, you can’t possibly react to change in a positive manner. If you can design your structures, systems and processes to be somewhat flexible, then it will be easier to be responsive to change. Key areas for flexibility include team and project management, decision-making processes, and organisational structures.

Engagement

When your team members are actively engaged with your business, values, and the results you are trying to generate then they will feel empowered to contribute positively. They will also feel more comfortable with change, knowing that they will have the support, training and resources to navigate whatever is thrown at them. Change may even become a good thing if they have the opportunity to develop new skills and competencies.

Resilience

Resilience is all about having the ability to absorb stress and thrive in unexpected situations. Preparing you for absolutely anything, resilience can help your business to anticipate, identify and mitigate possible challenges while also positioning you to capitalise on opportunities as they arise. Instead of seeing challenges when change occurs, resilience helps you to see the potential for learning and growth.

Awareness

It can be easy to get bogged down in the day-to-day aspects of business. This can be dangerous as it doesn’t prepare you for the potential of change. Having an element of awareness allows you to look beyond those daily tasks and see the bigger picture. This can help you to see potential change before it becomes an issue. It can also help you identify opportunities for growth or collaboration.

How To Create Change Readiness

Ready to be ready for change? If so, the following steps will help:

1: Assess Where You Are At

Knowing what your organisation needs and how you can navigate specific changes will depend on the current state of your business. So, the first step is understanding where your business is right now. That way you can have clarity about what you really need. Examine your culture, processes, structures, capabilities and readiness for change. This will give you a clear starting point.

2: Know Your Mission

When you are clear on your mission and company values, you can make sure you are acting in line with them when change does occur. Aligning with your mission will allow you to develop a clear vision for change and be able to communicate it effectively to your team.

3: Develop Your Leadership

As we just mentioned, your leadership teams should be leading from the front and understanding the impact change can have on the business and the individuals within it. Invest in programmes to develop your leaders so that they are equipped with the skills, knowledge and behaviours they need to positively drive any change that might arise.

4: Cement Your Team Culture

Having a great culture and team morale will help your team feel supported while they navigate change. This can be fostered through developing a culture that encourages collaboration, innovation and open communication. Create opportunities for your team to share ideas and learn from each other’s perspectives so these concepts are not foreign when change arises.

5: Promote Flexibility

Foster a mindset of flexibility and adaptability among your team by encouraging them to embrace change as an opportunity for growth and learning. Create a supportive environment where employees feel empowered to innovate and learn from any mistakes. In return, let your team know where they can access support and resources to allow them to continue succeeding in their role throughout periods of change.

6: Consult The Experts

Sometimes it can be hard to know what areas you need to focus on when developing change readiness procedures. For times like these, you can call the Spice Gals! As professional HR experts, we understand the impact change can have on a business and the individuals within it. That’s why we want to help you develop effective change readiness. Get in touch with us now to discuss how we can help you prepare for inevitable change.

Understanding The Compliance And Ethics Involved With AI

Let’s talk AI.

One of the most impactful business innovations of the last few years, you are probably already enjoying some of its power in your workplace.

But, like Uncle Ben said to Spiderman, with great power comes great responsibility!

Yep, it is your responsibility to ensure your business is utilising AI without breaking any rules, laws or regulations.

It’s time to consider whether you are using AI ethically and in compliance with privacy legislation.

Let’s look into these key aspects to see if you are playing by the rules.

What Is Considered AI?

What exactly is considered to be AI? In the workplace, artificial intelligence (AI) is the use of computer systems or software that perform tasks that typically require human intelligence. Because they are designed to mimic human behaviour and automate processes for efficiency, they improve accuracy and overall business performance.

These are some common examples of the kind of AI found in a standard workplace:

  • Chatbots or AI-powered Assistants: The components that handle routine customer or internal queries and admin tasks.
  • Automation: Software solutions that handle mundane or repetitive tasks like data entry, calendar management, triggered communication and more.
  • Machine Learning: Software that focuses on the use and analysis of data, along with algorithms to learn in the same way a human would, to improve its accuracy over time. Examples of machine learning can be as simple as product recommendations based on previous purchases, or as complex as talent acquisition and employee retention software.
  • Data Analysis: By using certain algorithms, AI can analyse large amounts of data quickly and accurately to identify patterns and trends that can be used for business improvement.
  • Predictions: The analysis of historical data can help to form predictions or forecasts for the future, allowing for insight into staff turnover, financial performance, or inventory management.

Your Responsibilities

By utilising AI in your business, it is your responsibility to ensure it is being used both ethically and legally. That means paying attention to these areas in particular:

Privacy

New Zealand has very strong privacy laws under the Privacy Act 2020. Among other things, the Act regulates how you collect, use and handle personal information. This applies to the data belonging to every individual who interacts with your business, including employees, team members, contractors, suppliers, clients, guests and inquiries.

The Privacy Act states that you need to gain consent from the people whose data you are using and only use the data for the purpose that it was collected. You also need to protect that data. So, you need to ensure that any AI tools comply with these principles.

Be mindful that simply uploading people’s private information into an AI data system may breach privacy laws. Before doing anything, check the security and privacy parameters for each individual AI tool to confirm it complies with NZ privacy standards. You might have to gain consent to use any personal data within AI technology systems.

Intellectual Property

One of the major things individuals use AI for in the workplace is content creation. Emails, marketing posts, images – all these things can be created by AI. But is it ethical to do so?

By the nature of what AI is, it draws information from many sources on the internet to form your content. That means, it harvests thoughts and ideas, even direct quotes, from content that has already been written and published. What takes seconds to pull together with AI took the original authors hours to craft. You are benefiting from their hard work before you.

Not only is this ethically questionable, it also puts you in danger of potentially breaching copyright. While New Zealand does not yet have specific laws relating to content created by AI tools, it’s important to recognise how the content is formed. Rather than copying and pasting the content that is generated by a tool like ChatGPT, it is best to use it for idea generation or a content starting point.

Business Assets

Speaking of intellectual property, it is vital that you take steps to protect your business’ own intellectual property when using AI. As many AI software solutions are new to the market, we don’t fully understand how they process the data that is input or who can access that information in the future. That’s why you and your team should be cautious about what you load into AI programs.

It’s best to avoid inputting extremely sensitive business information. Translation: don’t put your trade secrets into AI as you don’t know where they might end up! After all, we highly doubt the Colonel is going to be loading his secret ingredient blend of 11 herbs and spices into ChatGPT! That info is just too precious to risk getting into the public space.

Using AI Responsibly

How can you ensure you are using AI responsibly in your business? These are some of the ways:

Policies

Rather than blindly using AI in your business, you need to form policies around what tools you will utilise and how they will be used. Think consciously about which ones you intend to use and how they will impact the data you have an obligation to protect. Are there any risks that need mitigating or could a non-AI tool be used instead?

Then, choose tools that do not jeopardise privacy laws and be transparent about their use by documenting everything in an AI-specific policy. Once the policies are in place, the job is not done. Technology evolution always moves at a lightning fast pace, so you need to instigate human reviews regularly to ensure your AI tools are not retaining or disclosing data incorrectly.

Team Training

Your policies are only going to be effective if your people understand them! So, you will need to arrange training for your team members to ensure they are aware of their obligations when using AI tools. They need to be able to use the tools effectively and responsibly and understand their limitations.

Training should be practical, showing your people how to physically use the tool, such as inputting data and examining the results generated, along with the AI-generated decisions. But training should also delve deeper, highlighting that AI should still respect an individual’s privacy rights, their intellectual property and that it should avoid discrimination and harm.

If they feel that AI is creating any negative impact within your business, encourage your people to speak out so that it can be remedied.

Help And Support

In the greater scheme of business, AI is a relatively new technology that we are all learning to navigate. If you have concerns about the potential impact on your business, now is the time to take action. Reach out to our team if you would like assistance in forming the policies and training program surrounding AI in your workplace.

Effective Onboarding: What It Is And How To Do It

Got a new person joining your team?

Then you’ll want to make sure you have an onboarding plan in place.

Onboarding is a vital aspect of making sure a hire is successful long term. Having a plan in place can help your new team member feel welcome and comfortable from day one.

Of course, that will mean great things for the relationship they have with your business long term and the impact they can have on the workplace as a whole.

So, how do you master onboarding?

Well, first you need to understand how important it is, then you need to know how to effectively create an onboarding plan. Luckily, we are covering both of those things in this blog. So, just keep reading!

Effective Onboarding: What It Is And How To Do It

The Importance Of Effective Employee Onboarding

Every successful hire starts with a good onboarding programme! Why? Well, not only is onboarding the way to introduce your new team member to the environment they will be working in, but it is a critical part of the settling-in stage and helps set both employee and business up for overall success.

Here are some of the ways onboarding can help:

Improved Engagement

A well-designed onboarding process helps your new team member feel valued and supported. In turn, this can increase their engagement and satisfaction with their role (and your company). Of course, this is all round good news for you and the new employee, as you will both be getting the most out of the working relationship.

Increased Performance

Effective onboarding can help your new team member to understand their role and responsibilities. But, more than that, it also helps to clarify what is expected of them and what they should expect from your organisation. Having this clear grounding can lead to higher levels of productivity and better job performance as your new team member will have a complete understanding of how things work.

Reduced Turnover

Once you go through all the trouble of hiring awesome talent, you want to make sure you keep them! Effective onboarding can help retain your new hire by providing them with a positive first impression of your business and setting clear expectations from the outset.

Better Cultural Fit

We all know that a successful hire does not rely on skills alone. Cultural fit is a huge factor also. Onboarding helps new team members understand and align with your company’s values, culture, and norms. Having a cause to champion and collective goals to work towards creates a more positive work environment for everyone.

Ticking the Legal Boxes

Depending on the industry you work within, there will be legal requirements to meet with each role. Onboarding can help to ensure that new hires are aware of and understand important policies and regulations. Once they have a good understanding of the legalities, it reduces the risk of non-compliance and potential legal issues.

How To Onboard A New Team Member

Now that we know how valuable onboarding can be, let’s explore how to effectively onboard a new employee so that they can hit the ground running and you can maximise their impact!

Here’s the steps to follow:

1: Be Prepared

While you can follow the same basic format for onboarding new team members, the actual onboarding plan should be tailored to each role and each successful candidate. That way, you can acknowledge the different experiences and strengths that each person brings. Plus, you can ensure the specifics of each role are covered.

2: Set Up

Before your new employee arrives, ensure their workstation is set up with any necessary, equipment or supplies – that includes a desk, chair, computer, stationery, phone, tools etc. They should also have logons and access to all the software systems they will use along with any specific resources or uniform items.

3: Welcome!

Starting a role with a new company can be overwhelming and nerve-wracking. So, make sure their first day is a good one. Start on the right foot by warmly welcoming them and introducing them to their team. You’ll also want to conduct Manager meet and greets and explain the chain of command.

4: Comprehensive Orientation

Your new employee might know a little about your organisation already, but they won’t necessarily know about the parts that matter – the culture and your key values. Providing a comprehensive orientation that includes an overview of the company, its culture, policies and procedures, as well as an introduction to their role and responsibilities will set them up for success.

5: Assign a Mentor or Buddy

Consider pairing your new employee with a mentor or buddy who can provide support and guidance as they settle into their new role. It doesn’t have to be a manager or direct colleague. It’s better to get the right personal fit so that everyone feels comfortable.

6: Go on Tour

Now it’s time to go on a comprehensive tour of the workplace. This should include facilities like the bathroom and lunchroom, along with key areas within the company. Don’t forget, there will be a lot for your new hire to remember, so refreshers on where everything is, can be invaluable. If you work remotely or have a hybrid dynamic to your work environment, then your tour should be focused around the communication tools, channels and processes you as a business use to ensure success. In person is best so jump online and share your screen to ensure an interactive experience!

7: Training Material

Explain how their training programme will take place and make sure you include information about where the training material, Standard Operating Procedures, Health and Safety information and other resources can be found. Have an onboarding checklist ready to work through so that nothing gets missed.

8: Set Clear Expectations

Clearly communicate expectations for performance, working hours, and any other important details related to the role. This is also the opportunity to discuss flexible working conditions and locations, potential paths for advancement, and what the plan is for ongoing development.

9: 30, 60, 90 Day Touchpoints

Onboarding does not end once your new employee has been trained for the job. Schedule regular check-ins to ensure the new hire is settling in well and provide opportunities for feedback and support. Scheduling 30, 60 and 90 day check ins helps to provide a comms point during the ‘cone of silence’ gap when people are working out their trial period.

10: Encourage Feedback

Encourage your new employee to ask questions, provide feedback, and communicate any concerns they may have. This will help them to feel more involved in the business and can also help to point out any gaps you might have in your onboarding process.

Remember that plans are living documents and should be continually updated based on employee experience and feedback.

Want to ensure your new employees feel supported and valued when they start their new role? Then, chat with the Spice Gals about devising an effective and comprehensive onboarding programme now.

How To Perfect The Hybrid Working Experience

There aren’t too many good things that came out of the pandemic. But, there is one thing in particular that was positive – and that is an evolution of thinking about the way we work.

By being forced to stay in our homes throughout the lockdown period, we proved that we didn’t necessarily have to be in an office space to work effectively.

And as the restrictions eased, hybrid working became a thing.

Now, more than a year on from lockdown, people are still embracing hybrid working to achieve better balance and to better utilise company resources.

With a new way of working on the table, you have probably had to examine your traditional processes. Hybrid working is here to stay, so it’s time to perfect the experience for your team and your organisation. Here’s how you can do it.

A New Way Of Working

What is hybrid working? Well, you’re probably already doing it with your teams without using the fancy term!

Hybrid working is a flexible working arrangement where your staff work some of the time in a traditional office space and some of the time at a remote location, usually their home. The degree of flexibility should be based on the needs of the organisation and the individual workers.

It is this varying level of flexibility that makes hybrid working so amazing … and also quite hard to manage – especially if everyone is operating on different hours and days!

That’s why it is vital that you master and perfect the hybrid working experience so that it operates well for your business and for your employees. Here’s the steps to follow to do that:

Step 1: Review Current Arrangements

If you are like most New Zealand businesses, you probably threw together some basic hybrid working parameters back in 2020 and have been weathering the storm ever since. Chances are, those hastily set up working arrangements could do with some updating by now.

The first step is to review what you already have in place and assess how it has been functioning. Is it serving your business well and are your employees benefitting from the flexibility? What’s working really well and what could do with some refining?

Have a chat with key management and some of the employees who are using the flexibility of hybrid working to get their input. That way, you’ll have information from both sides of the working arrangement – business and individuals.

Step 2: Make A Plan

Now that you have your feedback, it’s time to create some clear guidelines about how hybrid working will function going forward. While the specifics might be slightly different for the individual depending on their role and level of responsibility, having some guidelines lets everyone know what the expectations are.

Remember that you want to create an arrangement that works for both the business and your employees. You want your employees to still feel like they have autonomy over their workload, but at the same time, working hours need to be productive and produce the right results for the business.

Step 3: Document It All

Once you have created your plan, it is important to document the hybrid working parameters so that they are widely understood and can be enforced.

Things that should be discussed and documented are start and finish times/working hours, the locations used for working (and if team members have all the resources they need at each location), and expectations around how working from home should be – dress standards for meetings, digital security etc.

Other Considerations

Another thing you might want to offer your team is ‘Flexications’. Working from home is one thing, but could your team work from a different country? A Flexication is the opportunity to work from anywhere in the world, mixing holidaying with work. It allows location-independent work conditions so that your employees can work from literally anywhere, completing their work obligations while adventuring in their downtime.

In terms of remote working, a Flexication doesn’t have to be much different to working from home from a business perspective. You just need to be clear on employee expectations like time zones and how this will be managed, ensure they are covered by Health and Safety procedures, that reliable WiFi and server access is available, and that privacy policies are met.

Why Go To The Trouble?

Setting up hybrid working parameters may feel like a lot of work. And you might wonder if it is worth all the trouble. We can assure you, it is if you do it right.

Offering hybrid working can help your staff to feel valued and respected. This often means that they are more engaged in their work and ultimately, more productive. It also helps you to be recognised as an employer of choice and encourages great staff retention. All of these things help to create great results for your business.

Perfecting Hybrid Working

To harness all of the positive aspects of hybrid working, you need to make sure you address the potential negative aspects. With people in the office at different times throughout the week, it can have a negative impact on company culture and how your team interact with each other.

It’s important to keep your employees engaged despite the distance. You can do this by planning deliberate social connections such as regular virtual or on-site team meetings and regular one-to-one check ins. Encourage collaboration with cloud based communication and document sharing tools to actively keep teams connected.

Make mental health a priority as it is easy to feel isolated when you are predominantly working remotely.

Also, ensure the current workspace is an enticing place to return to so that your staff actually want to be in the office as opposed to the comfort of their own homes.

Hybrid Help Is Here

Here at Spice HR HQ, we embrace hybrid working for our team. So, we’ve personally been through the process of setting hybrid working parameters that suit everyone, but still generate great company results.

So, if it’s time to review your current hybrid working arrangements, you can count on the Spice Gals to help you create parameters that are good for your business as well as your team.

Reach out to us today to chat about perfecting hybrid working at your place.

Future Proofing And Upskilling Your Team For The Year Ahead

The new year is always a great opportunity for a new start. 

It is a time when most businesses set goals. But this year, your goal setting might look a little different. 

2022 was a more challenging year than anyone anticipated. We were expecting it to be our return to normalcy and a time to find our feet again. 

Instead, it was something quite different. Many of us reached the end of the year tired and burned out. 2023 looks like it may hold a whole new set of challenges, so let’s explore how you can future proof your business and your team by having a people focused approach for the year ahead. 

Future Proofing And Upskilling Your Team For The Year Ahead 

Set Your Focus 

In previous years, your business goals were probably based on practical elements like growth and revenue targets. While you might still be setting these kinds of goals for 2023, it is also important to think about your key asset – the people element of your business. 

Everyone has experienced a rough couple of years. While Covid restrictions have been lifted, life has not returned to the way it was before. As a result, people are tired and they are looking for more in their lives than simply going to work to earn a living. So, you’ll need to keep this in mind when setting your focus for the year ahead. 

Your workplace should be a destination that people want to come to each day. Consider how you can make it a great, welcoming space and uphold a positive team morale. One way to do that is to build a focus on investing in your internal staff to retain the great talent you have. 

Here are some ways you can do that. 

Invest In Your Team 

If you have amazing people in your team, your 2023 focus should be retaining and developing that talent. Why? Well firstly, you want to keep that great team! 

Obviously, it is far easier to retain the amazing staff you have than it would be to hire new employees. Apart from the monetary cost to your business of advertising, hiring and training new staff, there is also an opportunity cost of losing great people. You may not be able to recruit others of the same caliber or those that work together as well as your current team do. 

Plus, investing in your team is greatly rewarding. Not only do the employees you know, like, and trust gain greater skills and further their professional knowledge, but they also become more productive, loyal and motivated. This can only mean good things for them and for your business. 

So, how do you do it? 

Upskilling For All 

In the last few years, it hasn’t felt as if there’s been much time for progression. The focus has been more about treading water and staying afloat to weather the current storm.  

With many businesses starting to look to the future, what do you want that to look like for your team?”

The answer should be a happy, healthy, empowered team who enjoy their work. Some of that comes down to creating a great team environment to work in. But, another element is the chance for progression. Now, that doesn’t necessarily mean promotions for everyone. Progression of skills and opportunities is also really attractive. 

Types Of Upskilling 

This 2023, factor in how you can upskill your staff. This can include team-wide skills training via workshops, conferences and training days. But, it can also include encouraging your staff to pursue individual interests via short courses and study programmes. These could be both free and paid courses to support the progression and growth of your team. 

A vital area to include in your training programme is financial literacy. While this might not be pertinent to an employee’s professional role, it will certainly help them in a personal capacity.  

Current economic predictions are quite bleak, so helping your team navigate the impending situation is not only responsible, but helpful for maintaining a calm workplace that is free from as much stress as possible. 

Training The Trainers 

Much of the internal training within a company falls to leaders and management. So, don’t forget to factor in training for the trainers!  

Of course, that means the usual forms of professional development that you would usually have in place for your leaders. But, it also means exploring what it means to manage a team in a post-pandemic environment. 

Consider what new ways of working mean for your company. Things like handling hybrid working and leading a remote team might be new for some of your management team. They might have leadership skill gaps that need plugging.  

Implement training and development to address these areas and support them to confidently lead hybrid or remote teams and everything that comes along with working in 2023. 

Ready to tackle 2023 head on? As we mentioned above, this year is likely to be a lot more people-focused than in previous years. You may find you need to revisit your HR policies and procedures. 

If you need help with policies and procedures, upskilling, engagement or any other HR related questions the Spice Gals are here to help you! 

How to Keep On Top Of Health and Safety at Work

 

With a recent move back to Red, and confirmation that the dreaded Omicron has arrived in NZ, it’s time to revisit your Health and Safety guidelines to make sure you’ve dotted all the I’s and crossed all the T’s.

Health and safety at work has sure got more complicated over the last few years. But as we try to settle into the new normal  it could be time to get back to basics.

If some of your health and safety tasks disappeared off your radar as you dealt with a million other things, you’re forgiven. We’ve all been rather busy just trying to stay afloat. But health and safety at work isn’t something that should be neglected, especially now.

Health and safety at work can feel like an overwhelming task, but really, it’s not so daunting if you take it one step at a time.

Let’s help you get back on track by going through some of the basic checks you need to do to get health and safety sorted at your workplace.

How To Keep On Top Of Health and Safety at Work

Stay On Top Of The Rule Changes

So much has changed over the last few years, and it may feel like the rules evolve every couple of weeks, but one thing has not changed – and that’s your obligation to provide a safe work environment for your employees.

Granted, that may be more complicated than it used to be, but the law is still the law, and there’s no excuse for failing to comply with it.

As such, it’s vital for employers to know the latest rules around COVID-19 for their specific industry and business.

Make sure you get clear on PPE guidelines and regulations at different traffic light levels, and be proactive about reaching out for advice if you’re confused.

There are plenty of great websites out there packed full of information. Here are some excellent resources to get stuck into if you need a little extra insight:

Addressing health and safety concerns

Employment New Zealand’s guide for workers at different COVID-10 alert levels

Vaccinations and work – Unite against COVID-19

Managing health and safety – Worksafe

Health and safety during COVID-19

Get Your Docs Up To Date

We know that paperwork is not everyone’s favourite thing, but it is an essential part of effectively managing health and safety at work.

While the law doesn’t specifically say you must have H&S documents, the Health and Safety at Work Act 2015 does require you to take all reasonable steps to provide a safe working environment for your staff – and your documentation is a key part to being able to show that’s just what you’re doing.

This also means communicating effectively and keeping everyone informed, and if your docs aren’t up to date, they’re not going to do the job. So now’s the time to review your policies, info sheets, signs, flowcharts, and procedures to ensure they are updated, clear, relevant and accessible to your entire team.

For guidance on writing H&S documents, check out this great resource from Worksafe NZ:

Writing for Health and Safety 

Train Your Staff

Staff training is an essential factor in taking care of your employees’ health and safety at work. This is stated in the H&S in Employment Act, which states that you must ensure your workers have the appropriate knowledge and experience to do their job.

Training your staff in health and safety isn’t just about ticking the boxes, though. Equipping your team with the skills and knowledge they need to do their jobs safely and effectively reduces workplace accidents and injuries, enhances productivity, boosts morale, and saves your business money in the long run.

If your H&S training has fallen through the cracks, this is the perfect time to get to it!

Be Mindful Of Mental Health

Health and safety at work isn’t just about eliminating or minimising the risk of physical harm. Employers must also take steps to support and manage their employees’ mental health.

Many people are experiencing increased anxiety over returning to on-site work, so it’s crucial that organisations prioritise psychological safety alongside physical safety in the workplace.

As you welcome your employees back to on-site work, find ways to help build resilience, create wellbeing, add flexibility into their routines, and provide resources to those who need extra support.

Our blog Let’s Talk Mental Wellness at Work has lots of spicey info and valuable resources if you’d like to know more about supporting mental wellness in the workplace.

 

Feeling a tad overwhelmed about health and safety in covid times?

Never fear; the Spice HR team is here. We can help you get your head around workplace H&S and find your new normal. Get in touch today to find out more.