Effective Leadership Communications for HR Professionals
As an HR Manager, you will be asked to present to a senior leadership team many times in your career if you haven’t already. Defining a problem and identifying the appropriate call to action is difficult. The overall objective of this course is to help you develop a clear, concise communication when handling three different HR related scenarios including:
During this course, I’ll demonstrate how to set up a professional presentation, review the best method for telling your story and ways to prepare for your meeting. We’ll develop a succinct, straightforward set of communications to address common HR scenarios. The lessons will prepare you for that moment in front of your senior leaders; a moment to build credibility, improve your brand and bring visibility to an important HR issue.
HR Jetpack is recognized by SHRM to offer Professional Development Credits (PDCs) for SHRM-CP or SHRM-SCP. This program is valid for 2.50 PDCs for the SHRM-CP or SHRM-SCP. For more information about certification or recertification, please visit shrmcertification.org.
This activity, has been approved for 2.50 HR (General) recertification credit hours toward aPHR™, PHR®, PHRca®, SPHR®, GPHR®, PHRi™ and SPHRi™ recertification through HR Certification Institute® (HRCI®). For more information about certification or recertification, please visit the HR Certification Institute website at www.hrci.org.
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Title: How and How Much?
Module: High Employee Turnover Rate
On to our toughest part of the presentation, how do we address the issue and how much could it cost the company? Once again, there isn’t just one answer since there are several different possible reasons for the increase in the attrition rate. However, we’ve highlighted those primary possible causes and it’s time to start discussing an action plan even if you don’t know how much it’ll cost the company. What you can do is work with finance to estimate how much the problem is costing the company and propose a set of recommendations. For our purposes, we’ll focus on a proposed action plan. Let’s go back to our template and rename the subtitle, Recommendations. And what I’d like to do is make this a little bit bigger so it’s easier for us to see.
How about we go back up to our nicely formatted table on slide #2. So first let me get rid of this text box by selecting it and hitting Backspace. As a matter of fact, we're to get rid of this one as well and we're going to go up to a Table that we've already created and we're going to select it. We're going to go up to the Clipboard and we're in a copy it and then we're going to go back down to slide number 6. We're going to click into the slide stage and then we're going to hit Paste. So it ends up being you know right where we want to be in terms of our format and in terms of how it's aligned.
So now let's do a little bit of work here on the format itself. We want to add some columns. So we're going to go up to the tool tables and we are going to go to the layout right here. And you'll see that there is a bunch of different buttons here for adding and deleting rows and columns. So we have the actual table selected. So let's Insert three more columns to the right, one, two, and three. Great. We want to go in and get rid of the text from each of these boxes. What I want you to notice is that I’m not selecting the entire column. If I do that, then I will actually end up deleting a column that we just put into the table. So you just want to go in and get rid of the text that's there and then we can move on. What we want to do is add a heading in the top row. So first we’ll type, Action, Tab, Owners, Tab, Target Date, Tab and then Status. What we can do is add a little colon after each one. You don't have to use the colon but helps to keep it a little different from the rest of your content. Now what we want to do is reduce the size of the font here. This is just way too big so let's select, it let's go to Home and we're to bring this down from 24 to 18. So we still want our headings to stand out but not that much. We don't want them to be that big. We're also going to do is reduce the size of the row. So when we go to select the row, you'll notice how the cursor changes as if it is selecting that bottom line and we're going to bring it up to shorten it, right. So this gives us more room for the rest of our text in the rest of the table which is really where we want people to be concentrating as you are talking through the actions that you'd like to take.
So now the text within this box is still too big so let's go back up to Home and let's bring this down to 16. So we'll have it again at a pretty good size but it certainly doesn't need to be a size 24. Now before giving your recommendations ensure the President or most senior staff person is on board. You don't want to face off with him or her in front of the leadership team. You really should have a one on one discussion about your proposal and any cost prior to the staff meeting. This also helps to address the “How much” question. For example, you could research the expenses of hosting an offsite at a local conference center.
Now clearly this is not an HR department issue. You need the entire senior leadership team engage on this one so every department should be looking at first and foremost their survey results. So your first recommendation can be, we’ll type that right here at the top, of course, the primary focus may be on the management communications and employee development categories. Now the owners include, the senior leadership team and you, as HR, because you're actually going to end up providing all of the results. Now this is an important topic so the sooner, the better, right. So you want to give them a target of about two weeks out from the day that you've met, so let's say they need to review their survey results no later than mid-September. So this is something that hasn't been started yet. Right. So that's our status for now. You're hoping that your team will agree with you and they'll look at whatever it is that they can do to improve this attrition rate but hasn't been started just yet.
So let's go down to another recommendation. What can they do at the highest level of the organization, as a team? Now this doesn't mean that your managers and your employees shouldn't be addressing the results. We all own engagement within our organizations. However, the senior leaders need to address what could be driving attrition and then put in action plans for their departments. So again, the senior leaders own this one. And let's say that your Executive Assistant of the President is going to help out in terms of the logistics and then you as HR are going to facilitate the meeting. Your target date will probably be late September or early October so you want to give your senior leadership time to conduct that thorough review of their survey results. And then hoping to host this offsite meeting to talk about the results and start discussing action plans later in the month and again this is also something that's not started.
Now you can open it up to the group for discussion. I suggest mentioning the exit interview data and the importance of reviewing this in preparation for the off site. I guarantee that the off site is going to be very, very helpful. Dedicating time away from the workplace to focus on issues of this magnitude allows a team to be focused and engaged. So, at this point, there really aren't any additional talking points. We want to keep it really simple. You don't necessarily need more data to back up your recommendations but if you have it you might as well bring it to the meeting. I find it helpful to think through what questions I may be asked so I have the responses in my back pocket. So preparation is important.
Now we have the main slides of our presentation. Let's go back to slide #2 and populate it. Our first topic is, Current status. We are looking at the current status of our open positions. Our second topic is, Year over year attrition. Our third topic, Potential drivers. Our fourth topic was, Recommendations. Now we don't have a fifth topic at this point but we may in a future presentation. So let's go up to Table tools. We'll go to Layout and we are just going to get rid of this row by going to the Delete button and clicking Delete rows. OK, now we're ready for the meeting.
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Christina A. Danforth, SHRM-SCP & SPHR, launched HR Jetpack in 2016 to support the development and professional growth of her fellow HR colleagues. She started her HR career in 2002. After obtaining her Master’s in Business Administration degree, Christina joined United Technologies Corporation. She moved across the United States...