HR Professionals' Responsibilities for a Positive Office Environment

What is the work environment like in the workplace or office?

The term "work environment" refers to a place where employees or employers engage in professional work. This place can be physical or virtual. The work environment or office atmosphere encompasses various elements that impact the physical and mental well-being of office workers. These elements may include:

• Office rules and policies
• Company HR policies
• Company HR policies
• Internal politics (office politics)
• Interpersonal relationships among employees (employee relations)
• Physical and mental well-being of employees
• Various environmental factors, such as seating arrangements, restroom conditions, etc.

Generally, the combination of these elements constitutes the work environment or office atmosphere. Their proper balance or imbalance can significantly affect the workplace environment, either positively or negatively.

How might a good work environment look like?

A good work environment is one where employees feel secure, trusted, supported, collaborative, accountable, balanced, and assured of career advancement. While these aspects are mostly intangible or abstract, here's a breakdown for easier understanding:

Office rules and policies, company HR policies, company values, internal politics (office politics), interpersonal relationships among employees (employee relations), employees' physical and mental well-being, various environmental factors (from seating arrangements to restroom conditions) - a good balance or harmony of these elements ensures a positive work environment in an office or workplace.

To maintain a good work environment in the office, what will HR officers do?

To maintain a good work environment in the workplace or office, the responsibility primarily falls on an HR manager or the Human Resources Management team. However, it's essential for the owners and management members to also show willingness, as they have significant roles to play. They may delegate various tasks related to this to one or more HR managers. So, let's now explore the essential tasks for an HR officer to ensure a positive work environment in the office.

The company's values need to be effectively communicated and instilled among the employees.

An HR officer must take a leadership role in effectively disseminating and embedding the company's values or principles among employees. They should emphasize the importance of these values and take various initiatives to institutionalize them. This will inspire other employees in the office to adhere to and practice these values.

It's crucial to remember that a company's strong values and goals serve as internal inspiration for employees. Creating them is the task of an HR officer. Therefore, maintaining a good work environment in the office involves promoting the company's clear values and objectives through various activities.

Increased caution is necessary in selecting and hiring new employees

An HR officer's main task is to recruit the right talent for the organization, ensuring they meet the required qualifications. This involves:

• Selecting candidates who fit the company's needs and culture.
• Striving to choose skilled, hardworking, and honest employees.
• Providing new hires with proper opportunities and facilities while also imparting a clear understanding of the company's goals and values.

Being vigilant in selecting and hiring new employees as their unexpected behavior can impact the entire team. Therefore, an HR officer or manager must be extra cautious in selecting and hiring new employees to maintain a good work environment in the office.

HR officers need to use good HR software.

To manage employees' time effectively, it's essential to use a good Human Resource Management tool. For Bangladeshi companies, choosing the best HR software  is crucial. Opt for a platform where you can generate reports and access all necessary support from attendance to payroll. Such user-friendly HR software streamlines the complex tasks of an HR officer or manager, contributing to maintaining a positive work environment in the office. Consider adopting Hazira software for your office to keep everything organized and efficient.

• As a cloud-based HR management software, Hazira ensures that all data for both companies and their employees is securely stored, eliminating the risk of data loss.
• The Hazira app is available separately for Android and iOS versions for mobile devices, and a web version is available for web users. Additionally, the HR management software is available in both Bengali and English languages for ease of use.
• Hazira offers shift planning facilities for small, medium, or large businesses. Shift planning using the web application of Hazira is now very easy.
• Use Hazira to maintain accurate records of employees' daily office time and work hours. The 'In-Out Time Clock' feature in the Hazira app includes the convenience of sharing office notices and instructions alongside employees' attendance.
• From the leave management feature of Hazira, you can get one-stop service for the general leave, paid or unpaid leave, leave balance, leave application submission, and leave approval status of the organization's employees.

Training is essential for enhancing the skills of employees

Creating a conducive work environment in the office is crucial for ensuring that employees are skilled. Therefore, one of the primary tasks of an HR officer is to initiate training sessions on various subjects relevant to the company. These training sessions can be organized for teams or individual employees. Communicating the importance of training to the management or company owners is essential for allocating the necessary resources for this purpose.

You must keep yourself updated with technology

Currently, the work of an HR officer or manager isn't just limited to hiring and paying salaries. They must be involved in various tasks. To maintain a good work environment in an office, they need to stay updated with communication and information technology.

For example, they can use HR software like "Hazira" for employee management, and accounting tools like "Hishabpati" app to track daily office expenses. Additionally, for remote workforce management, they can use tools like Toggl Track, Workvibe, Trello, or Telecommuting to track employees' work hours and activities. Moreover, they should be comfortable using email, WhatsApp, Slack, Zoom, Google Meet, etc., for professional communication in the office.

The office work environment must be comfortable and employee-friendly

The office should be made comfortable and employee-friendly. Any necessary changes to the infrastructure should be made accordingly. An employee will spend approximately nine hours, or three-thirds of their day, here, so it's essential to provide a comfortable and employee-friendly environment. This is a significant challenge for HR officers or managers.

For instance, there should be clean bathrooms for employees, separate bathrooms for female employees, ergonomic chairs and desks for seating, soundproofing to maintain concentration, and necessary equipment available. The office environment should be such that employees do not feel disturbed while working. This will ensure a good work environment and make employees more productive.

The environment should foster cleanliness and freedom of expression in communication

Communication cleanliness and creating an environment for expressing opinions must be ensured between employees and management. An HR officer will serve as the central point of communication in the office, where everyone can approach. Therefore, maintaining cleanliness in communication is crucial, while unnecessary confidentiality barriers should be removed.

Furthermore, it's essential to foster an environment where employees feel comfortable expressing their opinions. This allows them to invest their best efforts in their work and contribute to the organization's well-being with their valuable feedback. This, in turn, helps them feel valued, contributing to a positive work environment.

Approval and arrangements for rewards for good work must be made

Arrangements must be made to recognize and reward any employee who performs well or contributes to the company's growth. Alongside praise for their work, they can also be rewarded. This not only boosts their morale but also encourages others to be more attentive to their work. In this task, the role of the HR officer is paramount.

Recommend increasing salaries based on skills, consistency, and sincerity in work

Employees' reports are prepared by HR officers or managers. They often seek insights into management and the employees' status. Hence, based on skills, consistency, and sincerity in work, recommending salary increases is essential. Qualified employees contribute to maintaining a positive work environment in the office.

Employee work-life balance should be maintained

Balancing work-life integration is not the sole responsibility of the HR officer alone. Here, employees also play a significant role. However, to maintain a conducive work environment, it's essential to achieve harmony between everyone's work and personal lives. In addition to the HR officer, every employee is involved!

Avoiding excessive pressure, unnecessary overtime, and rigid rules should not exhaust the employees. Occasional meetings with team leaders should be conducted to ensure they are aware of their team members' work and personal situations. Providing guidance or assistance when needed and emphasizing time management are key principles for the success of work-life balance , empowering employees to understand their importance.

Maintaining accurate records of employee attendance and leave is crucial

While an HR officer can manage this aspect using HR software, it's worth mentioning separately due to the potential for confusion. Employees often neglect matters related to leave and attendance, leading to misunderstandings. When it comes to generating reports, they may struggle to understand their own data. Additionally, excessive scrutiny by HR officers can lead to complications in payroll management.

To address this, use HR software like "Hazira" for comprehensive employee management. Allowing employees to manage their own leave and attendance fosters accuracy and accountability. This ensures error-free records and a hassle-free work environment.