PFML Compliance Requirements for Massachusetts Employers
All Massachusetts employers, including those with private or self-insured benefits plans, must provide specific information to their employees in compliance with the Paid Family and Medical Leave (PFML) law.
U.S. Immigration and Customs Enforcement (ICE) conducts workplace visits as part of its efforts to enforce immigration laws, specifically targeting businesses that may be employing undocumented workers. These visits are often part of worksite enforcement operations, where ICE officers check employee documentation and compliance with immigration laws.
Recent workplace enforcement actions have been particularly heightened as part of broader immigration enforcement priorities.
Workplace visits can involve:
Investigations into Unlawful Employment: ICE may check whether companies are hiring individuals who do not have the legal right to work in the United States. This can lead to audits or investigations of company hiring practices and employee records.
I-9 Audits: ICE regularly conducts audits of the Form I-9 (Employment Eligibility Verification) documents, which all U.S. employers are required to keep on file for each employee. These audits ensure the company is hiring legally authorized workers.
Detaining and Removing Unauthorized Workers: If workers are found to be undocumented or without proper authorization, ICE may detain them for deportation or other legal processes.
Deterrence of Employment Violations: These visits also act as a deterrent to employers who may consider hiring undocumented workers. ICE’s presence serves as a reminder of the legal risks involved.
Now is a good time to conduct an internal audit of your employees’ I-9s to ensure that they are in order in case you are subject to an ICE audit.
Confirm you have an I-9 for every active employee at your organization, as well as inactive employees for three (3) years after their date of hire or one (1) year after termination, whichever is later.
Any corrections must be made in the acceptable manner as stated by ICE.
If you retain copies of your employee’s documents, you should have copies for all employees, although retaining copies is not required.
HR professionals today face one of the most intricate compensation landscapes in history. We at HR Synergy are receiving lots of requests for compensation analysis, including from nonprofit organizations. We have your compensation analysis covered, and we know the differences needed when analyzing nonprofits versus for-profit organizations. Reach out to us today!
Read more to understand why generating a compensation analysis is vital in this competitive climate. With evolving pay transparency and pay equity laws, the rise of skills-based compensation, and the increasing use of geography-based pay practices, human resources and compensation practitioners require more accurate and up-to-date compensation data than ever before.
Making competitive pay decisions that ATTRACT and RETAIN top talent amid these complexities necessitates compensation management software that can track market pay trends, diagnose pay equity disparities, and inform talent strategy. However, not all compensation analytics software is created equal.
With a growing number of planning, benchmarking, and pay equity tools—we must develop a solid strategy to distinguish truly effective solutions from subpar options.
The Power of Compensation Benchmarking Tools
One of the most critical resources for setting competitive pay levels is compensation benchmarking platforms. Historically, HR professionals have relied on annual salary surveys from industry consultants to gauge market pay trends. However, modern tools offer more timely and accurate data to keep pace with rapid market shifts.
Additionally, benchmarking tools should offer data relevant to an organization’s competitive landscape, including industry, company size, operational goals, and funding stage. While traditional salary surveys remain useful, their infrequent updates—often annual—can make them less effective in a rapidly changing job market. At minimum you want tools to update quarterly. The platforms HR Synergy uses update every 6 WEEKS!
To comply with evolving regulations and promote fair pay practices, HR professionals are increasingly investing in pay equity software. HR Synergy uses pay equity software for our analysis. It is important to realize that you cannot just use job titles for compensation comparison, because actual roles may not be comparable. Top pay equity software must go beyond job titles and assess roles based on duties and responsibilities. This ensures employees performing similar work receive fair compensation, while accounting for legitimate differences such as experience and training.
Staying Ahead of Compensation Trends
According to Payscale’s 2024 Compensation Best Practices study, 60% of organizations now publish pay ranges in job postings, up from 45% in 2023. Salary transparency is increasing even in states without related legislation as organizations recognize its benefits in attracting and retaining talent.
The study also highlights the growing influence of skills-based compensation models. One-third of respondents reported they no longer require a degree for salaried positions, and nearly half (45%) said education is no longer a compensable factor.
The shift to remote work has also impacted compensation practices. About half of organizations now use geography-based pay strategies, setting salaries according to market conditions in locations where they maintain offices.
Additionally, it is vital to educate your managers how compensation is determined. If managers are informed, then they can accurately answer questions from employees regarding compensation.
In 2025, compensation trends will continue evolving with a focus on pay transparency, stable but slightly lower salary increases, and a growing emphasis on skills-based pay.
Moderating Pay Increases: While pay raises remain a key tool for attracting and retaining talent, the rapid wage growth seen in previous years is slowing. Employers plan to increase salary budgets by around 3.7% on average, slightly lower than in 2024. Merit increases are expected to remain steady at 3.3%.
Pay Transparency & Fairness: With new pay transparency laws in several U.S. states, companies must disclose salary ranges and address pay inequities. Employees increasingly demand clarity on compensation, and perceptions of pay fairness are becoming a key workplace issue.
Skills-Based Pay: Employers are shifting from role-based to skills-based pay, particularly in high-demand fields like AI and data science. Companies are prioritizing measurable skills over job titles to ensure a strong return on investment.
While compensation trends remain stable, external factors like economic shifts and labor market conditions could lead to adjustments throughout the year.
New Form I-9 Released: What Employers Need to Know (But Don’t Need to Do Yet)
On April 2, 2025, USCIS released an updated Form I-9, introducing minor terminology changes:
“Noncitizen” is now “alien”
“Gender” is now “sex”
The form now shows a 1/20/25 edition date
Instructions and DHS Privacy Notice were also updated, with changes reflected in E-Verify and E-Verify+ starting April 3, 2025.
Use of the new form is optional. Employers may continue using the 8/1/23 versions, which remain valid until 2026 or 2027. However, those using E-Verify should be aware of the updated terminology when matching employee information. Updated Form I-9.
March 19, 2025: Employers’ DEI Policies, Programs, and Practices Can Violate Title VII of the Civil Rights Act of 1964. Read more.
PFML Compliance Requirements for Massachusetts Employers
All Massachusetts employers, including those with private or self-insured benefits plans, must provide specific information to their employees in compliance with the Paid Family and Medical Leave (PFML) law.
Compliance Tips for Avoiding Common FMLA Violations
Navigating the Family and Medical Leave Act (FMLA) can be complex, especially when handling intermittent or reduced-schedule leaves.
Employers frequently make mistakes that lead to compliance violations:
Failing to provide required notices
Improperly tracking absences
Penalizing employees for FMLA-protected leave
Requesting excessive medical documentation
Many of these errors stem from inadequate manager training and failure to recognize FMLA-qualifying leave requests.
Key Compliance Strategies:
Understand FMLA Regulations – Employers should thoroughly review FMLA guidelines and post required notices.
Post the FMLA poster – Download the poster from the U.S. Department of Labor (DOL) Wage and Hour Division website.
Create the required FMLA forms – These forms include eligibility notice, rights and responsibilities notice, designation, medical and military certification forms. The forms from the DOL Wage and Hour Division can be customized with restrictions.
Develop a Clear Policy – A well-defined company policy should outline FMLA administration, including leave calculation methods and responsible personnel.
Process requests – Process in compliance with FMLA regulations, relevant laws, and company policies.
Train Managers Regularly – Supervisors should be educated on how to handle FMLA leave requests, recognize protected absences, and avoid retaliation.
Employers who implement structured FMLA procedures and provide ongoing training can minimize compliance risks while fostering a supportive workplace.
New Hampshire Adopts Workplace Accommodations for Nursing Mothers
Effective Date: New Hampshire’s new law begins July 1, 2025.
Break Entitlement:Nursing mothers are guaranteed a 30-minute unpaid break every three hours to express breast milk.
Alignment with Federal PUMP Act (2022):
Requires reasonable break times and clean, private spaces (not bathrooms) for expressing milk for one year after childbirth.
Employers in New Hampshire must comply with both state and federal regulations.
Employer Applicability:
Applies to employers with at least six employees in New Hampshire.
Employers must adopt and provide lactation accommodation policies to employees upon hire.
Employee Requirements:
Employees must give at least two weeks’ notice before requesting breaks and lactation spaces.
Breaks can align with existing meal or rest periods.
Space Requirements:
Must be clean, shielded from view, and free from intrusion.
Cannot be a bathroom and should be within a reasonable walking distance unless otherwise agreed.
Flexibility and Negotiation:
Employers and employees can negotiate alternative break arrangements.
Employees are not required to make up time for break periods.
Exemptions for Employers:
Applies only if accommodating breaks or providing space causes “undue hardship.”
Defined by significant difficulty or expense relative to the employer’s size, resources, and operations.
Action for Employers:
Review obligations under both the federal PUMP Act and New Hampshire’s new law.
Implement compliant policies and ensure proper accommodations are in place.
NH “Guns at Work” Law
Many employers in NH will be required to allow employees to keep loaded guns in their parked car at work. Additionally, all employers in NH will soon need to comply with new employee privacy protections regarding firearms stored in personal vehicles. See attached for more information and don’t hesitate to contact us with any questions you may have.
W4 2025 Update
As we begin the new year, please be informed that the 2025 W-4 form is now available. All employees hired on or after January 1, 2025, as well as those wishing to make changes to their federal withholdings, must complete this form.
2025: HANDBOOK Employment law updates
Highlights seven key employment law updates for 2025 that both employers and employees should be aware of in order to avoid legal issues and ensure compliance.
1. Minimum Wage Increases: Many states and cities are raising minimum wages in 2024, requiring businesses to adjust payroll and remain compliant. Employees should monitor their pay to ensure proper compensation.
2. Remote Work Regulations: New laws cover expense reimbursements and wage standards for remote workers, with states like California ensuring compensation for work-related expenses.
3. Expanded Family and Medical Leave: States are increasing paid and unpaid leave options, broadening eligibility and protections. Employers must update policies, and workers should know their expanded rights.
4. Anti-Discrimination Updates: Revised laws in various states enhance protections for gender identity, pregnancy, and caregiving status. Employers need to revise policies, and employees should understand their rights.
5. Workplace Safety Rules: OSHA and states like California are updating safety standards, particularly in high-risk industries and for outdoor work. Businesses must comply to avoid penalties.
6. Employment Contracts & Non-Competes: Laws are tightening on non-compete clauses, especially for lower-wage workers. Employees should understand these changes, and employers may need to revise agreements.
7. Protections: New regulations in 2025 increase protections against unfair dismissal. Employers must follow proper protocols, while employees should seek legal advice if terminated unjustly.
Understanding 2025 employment law updates is critical for businesses to stay compliant and for employees to safeguard their rights. Employers must stay updated on these changes to avoid legal consequences, while employees should understand their rights to ensure fair treatment in the workplace.
2025 UPDATES: Massachusetts PFML
Massachusetts employers need to inform their employees about the 2025 Paid Family and Medical Leave (PFML) contribution rates by December 2, 2024.
The 2025 rates are:
0.88% for employers with 25 or more employees.
0.46% for employers with fewer than 25 employees.
Employers must distribute Rate Sheets showing the contribution shares for both the employer and employees. These notices can be given out like other policy updates, and while no signed acknowledgment is needed, it’s good to have proof of distribution.
Additionally, an updated PFML poster with the 2025 maximum weekly benefit amount of $1,170.64 must be displayed prominently.
For new employees, revised notices must be issued within 30 days of hire, and employees should acknowledge receipt.
The updated notice should include:
The new maximum benefit amount.
Information on using accrued paid leave to supplement PFML benefits.
A requirement that PTO policies do not discriminate against employees using PFML.
Employers should review and clarify their paid time off policies, especially if they offer unlimited time off, to specify limits during PFML leave.
The Department of Family and Medical Leave (DFML) will continue audits, with fines of:
$50 per employee for a first notice violation and;
$300 for subsequent violations.
BY 12/15/24: General HIRD reporting requirements
Massachusetts employers, it’s time to get familiar with the Health Insurance Responsibility Disclosure (HIRD) form. This annual requirement, launched in 2018, helps MassHealth identify members who might qualify for the Premium Assistance Program by gathering information about employer-sponsored insurance (ESI) offerings. Here’s a quick breakdown to keep you compliant.
HIRD Form Purpose: Annual reporting requirement for Massachusetts employers to provide information on employer-sponsored insurance (ESI) offerings, aiding MassHealth’s Premium Assistance Program.
Who Must File: Employers with six or more employees in Massachusetts, even if health insurance isn’t offered.
Filing Period: November 15 to December 15, completed electronically via MassTaxConnect (no paper forms).
Responsibility: Employers must ensure timely filing, even if using a payroll company or PEO. Coordination with HR/benefits is necessary.
Data Collected: Employer-level health plan information only, no personal employee data.
Non-Compliance Impact: No new penalties, but important for MassHealth assistance programs and won’t affect EMAC Supplement obligations.
Action Required for Non-Offering Employers: Still required to submit, indicating no health insurance is provided.
December 2024: How Should Employers Respond Now that OVERTIME RULE Is Blocked?
A Federal court decision on November 15 blocked planned increases to the salary threshold for overtime exemptions.
The salary threshold will return to the 2019 level of $35,568 annually ($684.00 per week), halting increases scheduled for July 2024 ($43,880) and January 2025 ($58,656).
The court criticized the increases for exceeding statutory authority and prioritizing salary thresholds over the duties test. The ruling applies nationwide and nullifies automatic salary threshold adjustments.
Employers who increased salaries in preparation for the new rule are unlikely to lower them. However, some employees who were reclassified as nonexempt might be switched back to exempt if they fulfill the duties test.
The duties test remains a key determinant for white-collar exemptions, requiring assessment of job roles alongside salary.
The ruling may be appealed, and changes could occur under the incoming presidential administration.
Employers must assess workforce impacts and comply with duties tests and state notice requirements when reclassifying employees.
Duties tests outline specific criteria for executive, administrative, and professional exemptions, ensuring roles meet both duties and salary standards.
APRIL 23, 2024: OVERTIME RULE
On April 23, 2024, the USDOL issued a Final Rule that will raise the minimum salary level for exempt employees and increase the total compensation minimum for highly compensated employees (HCEs). The new rule also introduces a mechanism to update these thresholds every three years. Despite potential legal challenges that may delay implementation, employers should review and adjust current salaries to ensure compliance with the new minimums.
Overtime Rule Changes
The rule’s journey began in Fall 2023 when the USDOL proposed changes to the federal wage law overtime exemption requirements. These proposed changes were open for public comment until November 8, 2023. During the comment period, concerns were raised about the substantial 65% increase and its impact on businesses during a tough economic period. To ease the transition, the USDOL adopted a two-step compliance approach, raising salary thresholds on July 1, 2024, and January 1, 2025.
The USDOL estimates that about 1 million currently exempt workers earn below the new $43,888 threshold and another 3 million earn less than $58,656. Employers must either raise salaries to meet the new minimum levels or reclassify these employees as non-exempt and eligible for overtime pay. While legal challenges are anticipated, similar to those in 2016, the outcome is uncertain. Therefore, employers should review current exemptions to avoid potential misclassification liabilities.
Employers should ensure exempt employees are paid at least the current minimum salary and that their job duties align with the exempt categories. For those who do not meet the duties test or new salary levels, employers need to confirm work schedules, communicate overtime eligibility, and review timekeeping, meal break, and overtime approval policies. Additionally, managers and supervisors should be trained on monitoring work hours and timekeeping.
Employers operating in multiple states should also consider varying state wage laws, which may have higher minimum salaries for overtime-exempt employees, to avoid unfavorable wage audits or claims. Compliance with both the FLSA Final Rule and state laws is crucial for reducing legal risks.
Crafting a Strong Compensation Philosophy: The Key to Attracting and Retaining Talent
A compensation philosophy is more than just a document; it’s a guiding framework that defines an organization’s approach to employee pay. It explains the “why” behind compensation decisions, offering clarity and consistency that benefit both employers and employees. By establishing a solid compensation philosophy, companies can effectively attract, retain, and motivate their workforce.
What Is a Compensation Philosophy?
At its core, a compensation philosophy is a formal statement that outlines the company’s stance on employee pay. It serves as a strategic tool that defines pay programs, aligns compensation practices with organizational goals, and ensures fair and equitable pay practices.
This philosophy acts as a compass, helping employers navigate decisions about salaries, bonuses, benefits, and other rewards. When thoughtfully crafted, it provides a framework for consistent and transparent compensation practices.
What Should a Compensation Philosophy Entail?
A comprehensive compensation philosophy should include the following elements:
Pay Structure: Clear definitions of base pay, variable pay, and incentives.
Market Positioning: The organization’s stance on competitive pay relative to the market (e.g., leading, matching, or lagging market rates).
Total Rewards Strategy: A holistic approach encompassing benefits, bonuses, recognition programs, and non-monetary rewards.
Pay Equity: Commitment to ensuring equal pay for equal work, with lawful variances based on experience, performance, or other non-discriminatory factors.
Legal Compliance: Adherence to applicable labor laws and regulations.
Performance Alignment: Criteria linking compensation to individual, team, and organizational performance.
Communication Guidelines: Strategies for transparently sharing compensation policies and practices with employees.
Factors Influencing a Compensation Philosophy
Developing a compensation philosophy involves collaboration between the human resources department and the executive team. It is shaped by several factors, including:
Financial Position: The organization’s budgetary constraints and financial health.
Size and Industry: The scope of the organization and its competitive landscape.
Business Objectives: Long-term strategic goals and initiatives.
Market Conditions: Salary benchmarks and talent availability.
Talent Acquisition Challenges: Specific roles or skills that are hard to fill.
Given these dynamic factors, a compensation philosophy should not be static. Periodic reviews ensure it stays aligned with the current business environment. For instance, if market conditions demand higher pay for specialized roles, the organization may need to revise its philosophy to stay competitive.
Reviewing and Updating the Compensation Philosophy
A compensation philosophy should be reviewed regularly—at least annually or in response to significant changes in market conditions, business goals, or legal requirements. Regular updates ensure that the philosophy remains relevant and effective.
Organizations often use tools like salary benchmarking software, compensation surveys, and data analytics platforms to assess market trends and internal pay practices. Engaging an external consultant or compensation analyst (like HR Synergy) can also provide valuable insights and ensure that pay structures remain competitive and compliant.
Commitment to Education and Transparency
An effective compensation philosophy is not just about the numbers—it’s also about communication. Employers must commit to educating both managers and employees on how compensation decisions are made. Transparent communication fosters trust and ensures that employees understand how their pay aligns with their contributions and the organization’s goals.
Objectives of a Compensation Philosophy
A well-designed compensation philosophy supports an organization’s broader strategic plan by:
Attracting Talent: Offering competitive compensation to draw top candidates.
Motivating Performance: Encouraging employees to excel in their roles.
Retaining Key Talent: Rewarding high performers to reduce turnover.
Defining Competitive Positioning: Establishing the organization’s stance on base pay, variable compensation, and benefits.
Ensuring Fairness: Guaranteeing equal pay for equal work while allowing lawful pay differences.
Maintaining Legal Compliance: Adhering to labor laws and regulations.
Quality Test for an Effective Compensation Philosophy
To be successful, a compensation philosophy must meet specific quality standards. Ask the following questions to evaluate its effectiveness:
Equity: Is the program perceived as fair by employees?
Defensibility: Can the organization justify its compensation practices?
Fiscal Sensitivity: Are the programs financially sustainable?
Legal Compliance: Do they adhere to labor laws and regulations?
Communication: Can the philosophy and its policies be clearly communicated to employees?
Competitiveness: Are the programs in line with market trends and organizational goals?
While human resources typically lead the development of a compensation philosophy, collaboration with the leadership team is essential. Leadership provides strategic input and ensures organizational alignment, helping to build buy-in across all levels.
A thoughtful compensation philosophy is a cornerstone of a successful human capital strategy. It not only helps organizations attract and retain top talent but also fosters a culture of fairness and transparency. By regularly reviewing and updating the philosophy, employers can ensure that their compensation practices remain competitive and aligned with evolving business needs.
The Art of Offboarding: Leaving a Lasting, Positive Impression
When an employee decides to leave your company, the journey doesn’t end there. The offboarding process often doesn’t get the same level of attention as onboarding, yet it’s an essential part of the employee life cycle (ELC). Done right, offboarding can create a ripple effect of benefits for both the organization and the departing employee. It’s a two-fold opportunity: to gain valuable insights into hiring and employee experience and to leave a positive, lasting impression. A strategic, thoughtful offboarding experience can strengthen your employer brand and create advocates for your company long after employees have moved on.
The Goal: Happy Leavers
Imagine this: an employee leaves your company with a smile, feeling appreciated and content, despite their decision to move forward. One of the primary goals of offboarding is to ensure that departing employees leave as satisfied individuals who feel respected and valued. When employees exit on a high note, they’re more likely to become your company’s ambassadors, speaking positively about their experiences and contributing to a strong employer brand. In today’s connected world, word-of-mouth is powerful. This can have lasting impacts, such as attracting top talent and building a network of alumni who may even become future clients, partners, or boomerang employees with more experience and new insights.
Key Components of an Effective Offboarding Process Insight: Exit Interviews
Exit interviews are a key element of offboarding. These interviews provide departing employees a platform to share their honest feedback. What aspects of the job and workplace culture did they appreciate? What challenges did they face? Use these insights to refine your practices, identify potential gaps in your employee engagement strategy, and enhance the overall employee experience. A successful exit interview isn’t just about collecting feedback; this feedback loop can be invaluable for creating a better workplace environment and improving retention.
A Smooth and Supportive Transition
A well-structured offboarding process ensures a smooth transition for both the employee and the organization. This includes clear communication, proper handover of responsibilities, and offering resources to support the departing employee’s next career step. Whether it’s providing references, discussing alumni programs, or even just expressing gratitude for their contributions, these gestures make employees feel appreciated and leave on good terms.
Key Steps for Effective Offboarding: Plan and Communicate: Clearly outline the steps of the offboarding process and communicate them to the employee.
Conduct Meaningful Exit Interviews: Conducting exit interviews is a critical part of offboarding. Use this time to gather constructive feedback and understand the employee’s experience. Celebrate Contributions: A simple yet powerful way to make a lasting impression is by acknowledging the departing employee’s contributions. Acknowledge the achievements of the employee and express genuine appreciation for their work.
Offer Support: Whether it’s career counseling or a heartfelt send-off, ensure the employee feels prepared for their next chapter. Stay Connected: Offboarding doesn’t have to mean cutting ties completely. If appropriate, consider keeping in touch with former employees through an alumni network or other professional groups. This network can serve as a talent pool for future hiring and foster opportunities for collaboration down the road.
Offboarding is more than just a final HR process; it’s a strategic opportunity to learn, grow, and leave a lasting, positive impact. By aiming for happy leavers, conducting insightful exit interviews, and ensuring a smooth transition, your organization can boost its reputation and continually refine the employee experience. Remember, the way you say goodbye can be just as important as the way you say hello.
Effectively managing the employee life cycle (ELC) is crucial for HR professionals. By focusing on key stages—attraction, recruitment, onboarding, retention, and offboarding—organizations can better meet employees’ needs, boost productivity, and create a positive work environment. A well-managed ELC benefits both employees and the organization’s overall success.
In today’s fast-paced work environment, retaining talented employees is one of the top challenges for many companies. High turnover can disrupt workflow, decrease morale, and result in costly recruitment and onboarding processes. Employee retention is a continuous cycle of engagement and support—a process that benefits not only individual employees but also the organization as a whole. A stable workforce, where employees are engaged and fulfilled, is ultimately more productive and committed to the company’s vision. Here, we’ll explore key strategies for keeping employees engaged to build and maintain a strong, committed workforce.
Engagement is the cornerstone of employee retention. Engaged employees are those who feel valued, challenged, and connected to their work, which leads to greater job satisfaction. When employees are actively engaged in their roles, they’re not just clocking in hours—they’re invested in their work and willing to go the extra mile.
Growth is an essential part of feeling engaged in one’s career. Offering employees opportunities to learn and develop skills is one of the best ways to keep them fulfilled. This could be in the form of attending workshops, online training, or even mentorship programs within the company. Investing in professional development demonstrates that the organization is invested in its employees’ long-term success.
Recognizing employees for their hard work is a powerful motivator. It doesn’t have to be an elaborate award ceremony; simple acts like acknowledging achievements in team meetings, sending a thank-you email, or spotlighting employee successes on internal platforms can make a big difference. Feeling seen and appreciated contributes to an employee’s sense of value within the organization.
Culture plays a significant role in employee retention. When the work environment is positive, employees feel motivated to be there every day. A positive work culture encourages open communication, collaboration, and mutual respect. It also involves leaders who are approachable, empathetic, and responsive. Making space for team-building activities, inclusive practices, and open-door policies can foster a culture of trust and support.
Flexibility has become one of the most sought-after benefits. Offering flexible hours, hybrid work options, or even remote work opportunities where possible can boost employee satisfaction. Flexibility helps employees balance their personal lives with professional commitments, which can reduce burnout and increase engagement.
A stable workforce is one where employees feel a sense of security and loyalty. Retention strategies that keep employees engaged create stability within the organization, which directly impacts productivity and reduces the need for frequent hiring. To achieve a stable, engaged workforce, companies need to proactively address employee concerns and demonstrate their commitment to their teams.
Regular one-on-one meetings with employees can help managers identify potential issues before they lead to turnover. During these check-ins, managers should ask employees about their career goals, listen to any challenges they’re facing, and find ways to offer support. Consistent communication helps employees feel comfortable voicing concerns and also gives managers insights into the employee experience.
Ignoring or delaying responses to employee concerns can erode trust. When issues arise, they should be addressed as soon as possible. Whether it’s about workload, interpersonal challenges, or personal matters, a timely response shows employees that their well-being matters.
Stagnation can be a major factor in why employees look elsewhere for work. Providing clear advancement paths within the organization can help employees see a future with the company. This may involve mapping out possible career steps, implementing succession planning, and offering skills development programs that prepare employees for promotions and new responsibilities.
Employee retention is not a one-time action but a continuous journey of engagement and development. It’s about creating a workplace that values its employees, listens to their needs, and provides the tools and resources to support their growth. In doing so, companies not only retain top talent but also cultivate a team of motivated, fulfilled employees who are aligned with the organization’s goals.
When employees feel engaged, valued, and fulfilled, they are more likely to stay long-term. And with a stable, productive workforce, companies can redirect time and resources that would have been spent on recruitment into innovation, growth, and further enhancing the employee experience.
Retaining employees starts with an investment in their experience—a focus on creating an environment where they can thrive. So, if you’re looking to improve employee retention, start by looking at your organization’s engagement strategies and asking, “Are we meeting our employees’ needs?”
By fostering a culture that prioritizes growth, recognition, and fulfillment, companies can reduce turnover and build a lasting, loyal team ready to face the challenges of tomorrow.
The past year has seen significant changes in the employment landscape, presenting both challenges and opportunities for employers. Federal agencies finalized new rules affecting minimum wage, overtime exemptions, pregnancy accommodations, OSHA inspections, and non-compete agreements. Additionally, the Supreme Court’s recent decisions have reshaped administrative law, while state legislatures continue to expand employment laws. State legislatures expanded the patchwork of employment laws on a host of workplace topics.
To help employers navigate this evolving landscape, we will outline four critical labor and employment issues.
1. Labor Force Participation for Prime-Age Workers Continues to Increase, Yet Worker Shortages Remain
Despite an increase in labor force participation among “prime age” workers (ages 25 to 54), employers still face challenges filling open positions. According to the U.S. Chamber of Commerce, around 1.7 million workers are missing from the post-pandemic workforce. Post-pandemic shifts in work preferences, such as a desire for remote or flexible work, have left many sectors understaffed. Also, many older workers retired during the pandemic. Skilled labor shortages and immigration challenges exacerbate the issue, leaving businesses struggling to find qualified talent.
2. AI is Accelerating Workforce Transformation
AI is transforming the workforce, automating routine tasks, and reshaping job roles across industries. Job fields including AI ethics, machine learning, and data science allow for new career opportunities. While AI brings efficiencies, it also raises concerns about job displacement and increased surveillance. Regulatory oversight is increasing as federal and state governments aim to protect workers’ rights, the administration has issued executive orders to ensure responsible AI development, including the Algorithmic Accountability Act.
3. The U.S. Supreme Court is Upending Administrative Law
Recent Supreme Court rulings have limited federal agencies’ rule-making authority, increasing uncertainty for employers. These decisions could have far-reaching implications for labor and employment law, making it harder for agencies to enforce new regulations and creating a more complex legal environment for businesses.
4. Immigration Challenges Continue to Impact Hiring
Immigration reforms, including changes to H-1B for “highly educated” foreign workers in “specialty occupations” and H-2B for temporary non-agricultural workers visa programs, are affecting employers’ ability to hire foreign workers. Currently, the final part of H-1B Modernization Rule is set to be published in December 2024 and will clarify the regulatory definition of “speciality occupation” and give an added burden of establishing a “direct relationship” between the required degree and the duties to be performed for the employer. Stricter visa caps and regulatory delays on H-2B visas are creating additional hurdles, particularly for industries relying on seasonal labor. The Department of Homeland Security published a Notice of Proposed Rule-Making (NPRM) in 2023 to modernize the program with flexibility and protections for workers. The final rule is set to be published by April 2025. The U.S. Department of State is expanding its pilot program for state-side visa renewals, allowing certain visa holders to renew within the U.S., reducing the need for international travel. This will help employers avoid disruptions and reduce delays for employees re-entering the country. Businesses must navigate these challenges to maintain their workforce.
As businesses adapt to these changes, it’s crucial to stay informed and proactive. Employers must be prepared to address labor shortages, leverage AI responsibly, and understand the legal landscape to remain competitive in the evolving world of work.
Onboarding is one of the most critical stages in the employee life cycle. It’s the process of getting new hires up to speed with how the company works, their role within the organization, and what’s expected of them. A successful onboarding experience lays the foundation for a strong employer-employee relationship, setting the tone for the entire tenure of the new hire.
It is vital to create an effective onboarding process that not only helps new employees feel welcome but also empowers them to succeed in their roles. Consider tailored onboarding to meet each employee’s needs. Onboarding is not just for the initial introduction, continue to guide your employees through the transition. Transversely, onboarding does not begin on day one of employment. It is important to set the stage before day one. Onboarding is an investment in long-term success of your employees and your organization.
Tailored Onboarding: Meeting Each Employee’s Needs
No two employees are the same, and neither should their onboarding experiences be. A one-size-fits-all approach to onboarding can leave new hires feeling overwhelmed or underprepared. Instead, consider customizing the onboarding process to meet each employee’s specific needs.
Tailor the training to the specific responsibilities and expectations of the new hire’s role. This helps them understand how they can contribute to the company’s goals from day one.
Personalized Learning Plans: Develop individualized learning plans that take into account the new hire’s prior experience, skill level, and learning style. By aligning the onboarding process with their unique background, you can accelerate their integration and productivity.
Mentorship and Buddy Systems: Pair new hires with mentors or buddies who can provide guidance and support throughout the onboarding process. These relationships can help new employees feel more connected to the company culture and give them a go-to resource for questions or concerns.
Continuous Support: Guiding New Employees Through the Transition
Onboarding shouldn’t end after the first week or even the first month. The transition into a new role can be challenging, and continuous support is essential to help new hires fully integrate into the company. Schedule regular check-ins with new employees to gauge their progress, address any challenges they may be facing, and provide feedback. This ongoing dialogue helps ensure that they feel supported and valued. Clearly outline the expectations for the role and provide milestones for the new hire to work toward. By setting clear goals, you can help them stay focused and motivated as they settle into their new position. Encourage continuous learning by providing opportunities for further training and development. This not only helps new hires build the skills they need to succeed but also demonstrates your commitment to their growth within the organization.
Pre-boarding: Setting the Stage Before Day One
The onboarding process doesn’t start on the first day of work—it starts before the new hire even walks through the door. Pre-boarding is an essential step that can help new employees feel prepared and excited about joining your team. Before the new hire’s first day, provide clear communication about what they need to know and do. This might include details about their first day’s schedule, what to bring, or what to expect in the first week. Share resources that introduce new hires to your company’s culture, values, and mission. This could be in the form of videos, articles, or welcome packages. By giving them a glimpse into the company culture ahead of time, you can help them feel more at ease and aligned with the organization’s ethos. Ensure that all the necessary logistics are in place before the new hire starts. This includes setting up their workspace, ensuring they have the necessary tools and technology, and providing any required documentation. A smooth pre-boarding process helps new employees feel valued and ready to hit the ground running.
Conclusion: Onboarding as an Investment in Long-Term Success
Onboarding is much more than just an administrative process—it’s an investment in the long-term success of your employees and your organization. By tailoring the onboarding process to meet individual needs, providing continuous support, and setting the stage with effective pre-boarding, you can help new hires transition smoothly into their roles and set them up for success.
Remember, a well-executed onboarding process not only enhances employee engagement and retention but also strengthens the overall culture and performance of your organization. Invest the time and resources into getting it right, and you’ll reap the rewards of a more connected, motivated, and productive team.
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Stay tuned for The Life-Cycle of the Employee: Retention next month…
Read more from our previous series -THE EMPLOYEE LIFE CYCLE:
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Many employers in NH will be required to allow employees to keep loaded guns in their parked car at work. Additionally, all employers in NH will soon need to comply with new employee privacy protections regarding firearms stored in personal vehicles. See attached for more information and don’t hesitate to contact us with any questions you may have.
Highlights seven key employment law updates for 2025 that both employers and employees should be aware of in order to avoid legal issues and ensure compliance.
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