Coping With the Coronavirus Pandemic: HR Management Tips and Tools That Will Protect Your Business and Employees

Recently, HR departments are recruiting online and adopting various methods to allow staff to work remotely. This development arose out of a need to encourage social distancing in a bid to contain the spread of the coronavirus, also known as COVID-19.

Most recruiting is conducted by email, telephone, social media, or via telecommunication apps. Presently, this seems to be the best approach for businesses as COVID-19 doesn’t appear to be going away anytime soon.

What Is the Coronavirus and How Is It Spread?

According to numerous reputable sites like HopkinsMedicine.org, the coronavirus is a respiratory illness that can spread from person to person. The virus infects others by droplets formed when someone with the virus coughs, sneezes or speaks. These droplets can enter into the mouths or noses of individuals close by or be inhaled into the lungs.

It has also been noted that a person can become infected with the coronavirus by contact with a surface or object tainted with the virus and afterward touching their nose, mouth, or eyes. However, this method is not considered the primary means of contamination. Clearly, this disease can be contracted on the way to work or even at a traditional office.

How Can HR Departments Cope With Employee-Management Functions Despite the Coronavirus Pandemic?

As new coronavirus cases thrive outside of China, companies are becoming more concerned about the impact this pandemic will have on their businesses. The world is still reeling from the shock of the cancellation of worldwide events like the 2020 Olympics, conferences, festivals, and global business meetings.

Many companies, who had never explored the option before, are now offering teleworking opportunities to their current and potential employees. This change is in preparation for what might occur, as the virus continues to spread with a vengeance. The situation has become increasingly worrying as daycare centers and schools are closed indefinitely—this means that employees with children are forced to work from home.

As a result, HR departments and business leaders from major companies like Amazon and Microsoft are stepping-up their remote work participation. Additionally, due to concerns about the COVID-19 virus, employees are increasingly requesting to work remotely to reduce exposure to the virus.

So how can businesses transition from traditional office settings to remote work arrangements? And how can companies efficiently manage employees while they work remotely?

Keeping the Workplace Safe

Experts at the American Center For Disease Control recommend telecommuting as a workable alternative. Some suggestions include:

• Engaging employees in a work-from-home drill to detect any challenges. Ensure that the employee has remote work skills. Make the most of employee feedback. It’ll help you make modifications.
• Update employee policies when it comes to sick leave and remote work, including when a staff member is a carer for anyone with an illness.
• Encourage routine teleworking throughout the organization. This way, if there is an outbreak of COVID-19 in your vicinity, teleworking will shield your business from the impending global recession. Remote work ensures that your business remains operational.
• Use video conferencing for meetings whenever possible.
• Create support groups for your employees. Co-opt knowledgeable remote workers into the group and encourage them to share insights on successful remote work.

What About Recruiting New Employees?

HR departments can’t rely on job fairs to help them find highly-skilled workers. Face-to-face communication has to be avoided as much as possible.

So, how are smart recruiters finding new staff?

Most recruiters are maximizing social media, online recruiting sites and are using recruitment software to ease the process. LinkedIn, Slack Channels and Freelance Market sites are making it easier for businesses to find and connect with talented workers.

It has never been easier to find qualified talent. If location is not an issue, you can find highly-skilled employees worldwide with just one click.

Tips for effective online recruitment strategies during the coronavirus outbreak:

• Establish a separate communication feed for job posts.
• Take advantage of social media features for quicker access to candidate applications.
• Check that the company’s social media is maximized for enhanced search engine results.
• Utilize tools like hashtags to boost your company’s presence when suitable.
• See to it that those in charge of social media activity respond to applicants quickly.

Managing a Remote Interview

After considering the resume of a number of qualified candidates, next comes the interview. In former times, an HR rep would probably contact a potential employee by phone to arrange a face-to-face meeting. Luckily, remote interaction, due to advanced technology, has never been easier. In fact, interview times are more flexible when verifying a candidate’s credibility via a secured online protocol.

Everything, except an actual hologram, is available with telecommunication apps like Google Hangouts among others. According to Hayden Birch, Outreach Specialist of SociallyInfused Media, “candidates are open to the advantages of being interviewed from a place where they feel most relaxed, which is in the comfort of their own homes.”

In fact, a potential employee feels inspired and keener to join a company when an interviewer empathizes with their day-to-day life such as family circumstances, well-being, and itinerary.

Vetting candidates utilizing specialized software will take some getting used to. However, this method is totally reasonable given the circumstances of today’s global climate. Recruitments have to be conducted remotely.

Remote Employee Management Tools

Preparing employees for remote work, especially for staff members who are usually in-house, requires a variety of up-to-date software specifically built for managing and motivating remote workers. Below are 8 top-rated HR management tools that will help the transition to a telecommuting team run smoothly:

Time Doctor

Time Doctor is an intuitive time tracking and employee monitoring app developed to boost productivity. Businesses use it to ensure that working hours are adequately accounted for. The software is available as a chrome app, mobile-compatible app, desktop software, and more. With its accurate dashboard reports, you can generate timesheet reports, project reports as well as web and application reports. This tool also includes a payroll management module that makes it easier for you to calculate employee and client billing information. Time Doctor offers a free 14-day. No credit card information is required.

ProfHire

ProfHire is an award willing cloud-based single-source faculty affairs information management solution that makes navigating the adjunct faculty life cycle more efficient, easier, and much more cost-effective. It was designed with part-time and remote faculty in mind but built for all faculty.

Tidio

Noted as one of the best live chat apps in the software industry, Tidio was created to suit the needs of businesses regardless of their size. The app offers comprehensive mobile device support including a mobile platform for Android/iOS, real-time preview of your customer’s activity before dispatching messages, and a host of other features that make replying to your customer’s questions easier and more convenient.

Brosix

Brosix is an easy-to-use instant messaging platform designed with team communication in mind, which provides organizations with a secure collaboration space. Brosix comes with a package of features - from a range of chat options, including video and audio, to screen-sharing and unlimited file transfers.

Companies can now take advantage of their new 3-month free plan offered for those affected by the wide spreading of COVID-19, so that remote employees can feel like they are in the office during these challenging times.

Attaché for Business

Attache for business is a very user-friendly system that helps small businesses manage their employees and independent contractors. It is built on the same technology as ProfHire.

TextMagic

TextMagic allows you to stay in touch with your customers even while everyone is observing the codes of social distancing. This text messaging platform simplifies automated or mass texting to customers, team and business partners.  In addition, TextMagic makes it easier for you to use distribution lists and can conduct SMS surveys to gather vital feedback from customers and leads.

Monday.com

This app is an advanced work operating system that helps companies to design custom workflow apps in a code-free setting. This tool is great for maneuvering projects, processes, and day-to-day work. Features include recruitment processes, progress tracking, event management and more. Monday.com provides services to 100,000 organizations from roughly 200 vertical industries, in addition to various non-technical organizations.

Filestage

A content review app, Filestage also functions as a proofing platform and asset review program. The software offers an easy, yet effective way to evaluate visual content with co-workers and clients. Businesses can restructure workflow, and analyze documents, videos, and designs with customers and work associates. The young company operates globally from over 10 different countries.

Conclusion

While the coronavirus is here, businesses must find creative ways to remain operational. Embracing remote technology is one way to stay in business and boost employee productivity. With the aforementioned employee management tools on our list, HR personnel can hire, manage and train employees. Organize an employee support group, and co-opt members who are experienced with remote work. If you want to grow your business despite the pandemic, change your mindset and adopt remote work strategies that will make work easier.