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Employee retention is the heartbeat of productivity in every business. Irrespective of the size and type of your company, turnover is a big disaster to handle. From manufacturing to sales or even those in senior management positions, employees must be trained and familiar with their job routines to perform excellently, which calls for effective talent retention. 

It’s also no secret that retention is a growing problem. By 2023, researchers estimate that 1 in 3 employees will voluntarily quit. The context of this alarming projection is a decade of rising year-on-year churn. Churn isn’t cheap – when employees leave, there are several costs employers are left to absorb, from dampened team morale to lost productivity to the cost of recruiting. 

Before we move on, let’s understand the difference between a blue-collar and a white-collar worker. 

Blue collar meaning

Blue collar workers are those who perform manual labour. The name came from the early 20th century when these workers wore resistant fabrics of darker colours (e.g. blue denim or blue uniforms). They preferred these clothes because they usually got them dirty at work and often couldn’t afford to wash them frequently because of low wages.

White collar meaning

White collar workers are those who work in an office. The name comes from older times, too, when office workers usually wore white, collared shirts at work (some of them still do). The writer Upton Sinclair was the one who coined this term. White collar jobs examples include bank employees, people in finance jobs, or administrative assistants.

So, what is the difference between white collar and blue collar?

Based on their definitions, there are several differences between these two types of workers:

• Work setting. The most obvious one is that a white-collar worker works at an office, while blue-collar workers can work in various non-office locations, such as construction sites, production lines, on the road etc.
• Type of labour. While white-collar workers may often use their hands to do their job (e.g. data entry clerk), they often don’t rely on their physical abilities as blue-collar workers do. Manual labour is a characteristic of blue-collar jobs.
• Pay. White-collar jobs tend to pay better than blue-collar jobs. But, there are exceptions – for example, a skilled machine operator might make more money than a bank teller.
• Education. Many white-collar jobs require degrees, so workers in these professions are usually more educated than blue-collar workers.
• Legal regulations. Often there were specific laws for each.

Whether a white-collar or blue-collar worker, employees will assess their options when continuing with an employer and reevaluate their contract when unhappy. Is there a way to stop this rising global trend in its tracks? Read on for seven insights on how to curb churn and retain top white-collar talent.

So, how do you retain your top white-collar talent?

Tip 1: Recognize employees

Encouraging employees to acknowledge each other’s successes can increase mutual gratitude and, along with it, job satisfaction. Unlocking employee satisfaction safeguards against turnover.

As someone in HR or upper management, this is the first step to ensuring inter-connectivity between you and your team members, which often means they will think twice before moving on.

Tip 2: Invest in wellbeing

According to a 2019 Gallup study, 28% of full-time employees reported feeling burned out at work “very often” or “always.” Burnout is unmanaged workplace stress that negatively impacts individuals, leading to depletion, mental distance from their job and reduced efficiency.  

Chronic burnout leads to higher rates of absenteeism and, if left unchecked, eventual turnover. Burned-out employees are 2.6 times more likely to seek another job than their non-burned-out counterparts.  

Investing in employee wellbeing is key to mitigating churn. It’s imperative to prioritise wellness in our current climate, where an ‘always on’ work culture poses an invisible threat to organisations.

As wellbeing is holistic, employers must tackle it holistically. One-off gestures or health-related initiatives are only part of the picture – a fruit basket in the office or gifts given in isolation are insufficient to remedy a heightened state of mental stress alone. 

Tip 3: Provide training and development opportunities

“At the beginning of the year, we published our study on Employee Turnover and the reasons why people decide to quit their jobs…We found that a staggering 83% of people would consider quitting their job because of no progression, making it the no1 reason which would lead someone to resign” – Stavros Triseliotis, Insights & Communications Specialist, CareerAddict.

 But “annual, or even quarterly, training events will simply no longer cut it in this new paradigm”. Instead, to secure success, “employers need to be strategic, intentional, and proactive about informal learning”.

So what does a quality training program look like? Identifying individuals’ knowledge gaps and creating learning material that bridges these gaps is only the first step in the process. 

Employees don’t just want to “learn” but to “continue iterating their skills and knowledge base”. Learning, development, and training must be ongoing to satisfy employees’ drive to grow. Learning is not a one-off event – it’s a lifelong journey – so avoid approaching this way to keep feelings of stagnancy at bay.

Tip 4: Seek feedback and check-in

“Frequently assessing the pulse and temperature of employees through impactful workplace surveys is one way to hear first-hand what’s on the minds of employees. Managers should check in with their employees often to offer and improve support. With COVID, many employees are feeling an abundance of stress and anxiety.” – Tawanda Johnson, Human Resources Thought Leader.

The importance of empowering employees with a voice can’t be overstated. Those who feel heard are 4.6 times more likely to perform at their very best. 

Feedback doesn’t just improve an employee’s satisfaction, performance and loyalty. It also gives you the information necessary to keep improving your employee experience, whether in the form of new well-being-based initiatives or streamlining your continuous learning program in line with identified knowledge gaps.

Tip 5: Create a sense of community

Workplaces with a strong sense of community and high employee retention are closely linked. 51% of employees who reported having a “best friend” at their workplace also reported feeling connected to their company and working with passion, compared with only 20% of those who didn’t.

75% who had a best friend at work also planned to be with the company for at least another year, compared with 51% who didn’t.  

This exemplifies the importance of community in anchoring employees, instilling a sense of belonging and loyalty. Team building activities play an integral part in creating community; they don’t need to be carried out in person to foster tight-knit team dynamics.

Tip 6: Align people around a central vision

Your vision and mission statement is your company’s reason for being. Companies rated highly on ‘purposeful mission’ see 49% lower attrition.

Your employees can’t derive a sense of purpose or meaning from their work if they aren’t sure of their reason for being there or if you have failed to communicate it adequately as their employer. 

A strong, clearly communicated vision and mission better bond employees to both company and each other by uniting everyone around a shared ‘North Star’. These bonding forces are also an opportunity to hammer home your competitive edge – which is a  reason for being that helps you outshine competitors.

Tip 7: Reward hard work… pay your employees well

You can give employees tangible or intangible rewards to incentivise them or express your gratitude for a job well done. Tangible rewards can encompass financial compensation, while intangible rewards can encompass words of affirmation or managerial praise. 

The most appropriate reward to give will depend on the outcome you are looking to achieve. For example, a gift card or referral bonus would be a short-term motivator as this can only inspire loyalty and incentivise employees up until the point of monetary exchange. 

Alternatively, tangible rewards must be recurring if you seek to ensure longer-term loyalty. Employers could achieve a similar effect by giving employees a stake in the company by offering stock options. This reward tangibly connects their success to yours, motivating them to stay and work harder to raise their stock value.  

The takeaway…

Recognition, wellbeing, ongoing training, seeking feedback, reinforcing your vision, building community and rewarding employees are all tried and tested strategies for improving employee retention rates.

They are the skills required to make any of these initiatives successful and are actually at the heart of improving employee retention. Employees are a company’s lifeblood, and your company would cease to exist without their combined efforts and spirit. 

Your success is merely a reflection of theirs, so focus on facilitating their success first, and the company’s will follow as a natural by-product. What do your employees want? Once you know the answer to this, how best to retain them becomes a breeze. 

If you need assistance with employee management, staffing and handling all administrative tasks that keep your company moving forward – MASA is here for you. We have over 40 years of experience in temporary and permanent staffing with the expertise to boost your talent while fostering healthy retention. Contact us today to learn more about our staffing solutions.

Navigating leave management without a system and HR policies is quite challenging. With the number of public holidays in South Africa, employees are becoming more strategic about their annual leave. It is possible to take only a few days off and still have a significant amount of time off. For example, if you take four days of annual leave in April, you will have eight days off in a row. Because Worker’s Day falls on a Sunday and the holiday extends into Monday, May provides the potential for a four-day weekend for a single day’s leave.

While this may not seem like a negative situation for employers, it can quickly turn into one. Essentially, employees can take leave on the days before or after a public holiday, or even on both those days. With these options at hand, employees can significantly extend their leave days. The idea of extended leave periods may leave employers wondering how to best prepare and account for employee off days to ensure that their businesses are run as effectively as possible during these times.

Efficient leave management can help companies and HR managers navigate this tricky situation, which is what we will explore in this blog article. Read on to learn more about leave management in South Africa. We will also explore the importance of leave management and give five tips or best practices for this HR functions.

Do you need additional expertise on the human resources front? MASA’s HR specialists cover all aspects of an employee’s life cycle within a company, from recruitment and selection to training and development and dismissal. Contact us to discuss how our HR and payroll services will suit your specific requirements.

What you should know about leave in South Africa

The first step in establishing a competent employee leave management system is to get acquainted with labour regulations. You don’t need to become a legal expert; your payroll provider will handle all the complexities. Still, you need to be aware of what applies to your organisation throughout its many locations so that you may advise your workers properly.

Section 19 of Chapter 3 of the Basic Conditions of Employment Act 

 (BCEA) outlines workers’ rights to all forms of leave. Employees who work less than 24 hours per month are exempt from all forms of leave regulations. Here are the different types of rest that your employees may take, depending on the terms of their employment contracts:

• Annual Leave
• Maternity Leave
• Sick Leave
• Family Responsibility Leave
• Study Leave
• Leave for Religious Holidays

Knowing what days your employees are entitled to and having an organised system to track and record this is essential. By understanding the legislation regarding annual leave policies, sick leave and medical certificates, injuries, family responsibilities, religious holidays, and study leave, you can maximise the benefits of your available leave policies and reduce the number of unproductive days.

Your payroll should also be linked to the correct holiday lists for your employees so that you can provide them with this information when they make a leave request. 

5 tips and best practices for effective leave management

Managing employee absences may be a problematic issue. Leave requests arrive regularly, and someone must reply to them, ensure that employees do not all take leave on the same days, and record the different dates in the company’s payroll system.

The tedious tasks of filing, scheduling, and tracking employee leave can be time-consuming, especially if employee requests generate extra work or need special handling. Here are five tips and best practices that managers can use to optimise their leave management.

1. Know the law

South African labour legislation clearly covers the scope of leave entitlements that employees are entitled to and the guidelines employers must follow to manage employee leave fairly. The BCEA is the go-to for understanding the legislation and its application regarding leave and absenteeism in South Africa.

Employers do not have to be legal experts, however. HR and payroll specialists like MASA are here to take the burden off companies by covering all aspects of employee management. Not only can an HR specialist reduce errors in leave reporting and payroll calculations, but they also stay updated on tax and labour regulations while ensuring legal compliance.

2. Set up clear policies

After familiarising yourself with the legislation, establish a clear leave policy for your staff and make sure they understand it. Employees have a right to know how many days of leave they are entitled to and the requirements for further leave.

Your company’s policy should also provide a precise leave notice period. This should include how far in advance employees must apply for leave and any days that are prohibited. To reduce employee dissatisfaction, everyone should follow the same policies and rules and have a transparent channel for resolving potential problems or grievances.

3. Monitor and track employee leave

After the policy is established, it is critical to track and measure it. By monitoring and tracking leave, companies can better understand their employees’ behaviours, how they choose leave days and how it impacts their performance. Thankfully, software tools make this task simple and can provide critical insights for improvement. This process can also reveal any inconsistencies in the reporting and documentation of absenteeism and how it is reflected on the payroll.

4. Integrate your HR and payroll 

Employers or HR managers must update the payroll system when an employee is on leave. A precise record must outline how much to compensate each employee for their work days.

Today’s modern, automated solutions allow companies to integrate HR and payroll software and ensure data is automatically shared between programmes. This will reduce your and your team’s administrative workload and give you more time to focus on other businesses.

Having a centralised HR and payroll system with a built-in leave management system will ensure the tracking of your data and the accuracy, safety, and compliance of your information.

5. Promote open communication

Leave management isn’t just about what goes on behind the scenes in HR. Your employees need to feel comfortable speaking to you and know that you will take their concerns regarding leave seriously. Often, personal issues drive employees to take leave in the first place, such as chronic medical conditions or unexpected emergencies.

Management should set up and promote transparent communication channels so employees can discuss the issues that may cause them to miss work. Doing this will significantly reduce the incidence of unauthorised absences, which can negatively impact your operations.

Leave it to the specialists

Managing your employee payroll and other HR administrative tasks can be time-consuming and costly when compliance issues arise. Leave and absenteeism is only one of several tasks in your HR department that can bring operational risks to your company if not supervised correctly. However, there is another solution.

By partnering with a payroll and HR specialist with the right competencies and experience, you can drastically reduce time-consuming human resource activities for enhanced cost savings. At MASA, we offer comprehensive human resources and payroll solutions to businesses across various industries.

Whether you’re having issues with leave-related payroll entries or undocumented employee payroll deductions, we can provide an HR solution with unmatched payroll knowledge and experience. Contact us today to learn more about how we can help you get ahead.

Most people in South Africa will be familiar with that sudden silence when the lights go out, and you realise that load shedding has just started. Load shedding or power cuts – we should call a spade a spade, as this has become an inconvenience most people have no choice but to endure.

Many have experienced an even worse situation: When the power kicks out, but it’s in a hospital room or theatre that is plunged into darkness. As stated in a 2019 paper in the South African Medical Journal, power failures and the lack of a robust contingency plan could prove catastrophic in any healthcare environment, with varied and far-reaching consequences.

The consequences of power cuts in healthcare facilities can be “varied and far-reaching.” These include losing power in theatre, various types of electrical equipment not working, food spoiling, refrigerated medicines becoming too warm, or computer systems becoming temporarily unusable.

Hospitals need to keep their equipment functioning correctly at all times, and, to do this, facilities rely on backup diesel generators. But diesel is more expensive than ever, having increased by more than 50% over the past year. What makes matters worse, neither load shedding nor fuel price hikes are expected to end anytime soon.

“The instability of the national electricity grid in South Africa remains a key risk, as frequent power outages necessitate an increasing reliance on diesel-powered generators, where prices are escalating,” noted Netcare.

While load shedding and rising diesel costs make it more expensive to care for patients, finding qualified nurses and doctors has become more challenging. It’s not just a South African phenomenon. Still, local doctors and nurses are more inclined to look for work abroad due to remuneration, work conditions, safety reasons, and the government’s National Health Insurance plan.

What are the implications of load shedding on South Africa’s healthcare facilities?

Hygiene and infection control

Maintaining sewage and running water systems is vital for healthcare facilities to ensure adequate infection prevention. SA’s sewage and water systems are known to be poorly maintained and already struggle to meet the demands of public sanitation and water requirements. When load shedding occurs, these systems become further dysfunctional. In the case of a prolonged power failure, reservoirs may even run dry.

In addition, during load shedding, staff may be unable to sterilise surgical instruments and other essential items, potentially delaying emergency interventions and increasing the risk of complications. Ultraviolet light sources, helpful in reducing the presence of resilient microbes in critical care areas, may also be dysfunctional during load shedding periods.

Light and temperature control

A well-lit environment is of paramount importance to any medical facility. According to the regulations about private healthcare facilities, hospitals must provide lighting in maternity delivery rooms, operating rooms, ward corridors and critical care areas during power failures. 

Currently, there is no legal requirement for healthcare facilities to provide backup power for maintaining thermoregulation. Temperature control during power failures presents a unique challenge in the healthcare industry. Excessively high temperatures have been associated with increased proliferation and spread of infection, whereas excessively low temperatures may induce hypothermia and hypercoagulability.

Cold storage

Healthcare facilities must store various medications, vaccines and blood products within specific temperature ranges. Power cuts may compromise the efficacy and safety of these products during prolonged and unpredictable power outages. Erratic temperatures in hospital mortuaries may accelerate corpses’ decomposition, which may compromise postmortem examination, delay the burial of the deceased and potentially increase the risk of spreading infection.

Equipment

Tertiary hospitals provide care for a large number of critically ill and injured patients, who often require the use of multiple electronic devices. Although most critical devices have built-in backup battery power, they are subject to various limitations, including a limited power supply duration. Should these devices fail, policies may require healthcare staff to intervene manually, thereby decreasing the availability of staff for other essential duties. 

Although portable oxygen cylinders can be used when the central oxygen supply system is dysfunctional during power outages, such contingencies would likely fail during prolonged periods of power loss and ultimately affect patient outcomes. In addition, the non-function of hospital elevators during load shedding can severely restrict the movement of patients and staff.

Diagnostic services

There have been reports of complete loss of radiological and pathological services during natural disasters and extreme weather events due to power outages. Although these services may be fully functional at more extensive facilities with adequate backup power supply, smaller facilities with inadequate power backup would be unable to provide them. This situation would necessitate the transfer of patients to more extensive facilities and further burden both the EMS and the receiving hospital.

Communication and administrative services

The loss of communication during power outages presents a significant challenge. This includes but is not limited to an inability to recharge cellular phones, inadequate network signals and loss of internal electrically dependent telephonic systems. Patients, family members and other public members may be unable to communicate with the affected hospital or clinic. 

Inside the hospital, communication between wards, staff members and departments will also be compromised, which could cause significant delays in relaying pertinent information. Many hospital pharmacies use electronic scripting and dispensary systems to provide and issue medications to patients and healthcare staff. Although contingencies may be in place for manual medication dispensing, this may increase the time to process medication prescriptions, causing significant backlogs.

Financial and psychological implications

Prolonged or frequent loss of essential services, including power outages, has precipitated several mental health conditions such as depression, anxiety and post-traumatic stress disorder. This may add further strain to local mental health services. Staff morale is vital in executing professional duties, particularly among those employed in the healthcare industry. Healthcare workers are not immune to the psychological implications of load shedding.

Suggested measures to enhance load shedding preparedness

In conjunction with the National Department of Health, healthcare facilities and related services must implement various contingency measures and strategies. Some of these include:

• Storage and maintenance of fully charged backup batteries for essential communication devices
• Load shedding roster to activate additional clinical and admin staff
• Stringent maintenance of generators and backup devices
• Additional fuel reserves
• Storage of extra backup equipment such as oxygen tanks
• Ensure you have additional nurses to cater for all patients 

One of the most significant issues that healthcare facilities must address is securing additional staff from nursing services that can assist with the care of patients through the bouts of load shedding. 

What role do nursing services provide and fill during load shedding?

Nursing services are becoming more important than ever. Nurses play a critical role in the healthcare system and can help ease the burden of the current load shedding by adding to the workforce of the healthcare facility.

They are often the first point of contact for patients, providing basic care and treatment and offering support and guidance. Nurses can also help diagnose and treat patients and provide more primary care services such as screenings and vaccinations. This helps prevent illnesses and diseases, potentially reducing the strain on the healthcare system. Power cuts can also result in increased admissions. 

A study looked at the effect of load shedding on paediatric hospital admissions in Cape Town. Researchers found a 10% increase in admissions for days where hospitals experienced load shedding on the same day, or no more than two days prior, compared to when there was no load shedding in the past two days. These shocking numbers highlighted the need for healthcare providers to have more nurses on the ground and additional nursing staff on demand.

The current state of the healthcare sector means nurses are adapting to meet patients wherever they seek care, far beyond the hospital. Nursing services specialists like Greys can provide qualified nurses for nursing homes, home health care, and other private institutions.

Bridging the gap

Load shedding is a problem that is affecting all parts of our country. Nursing services can help bridge the gap to at least one of the concerns during load shedding by providing nursing staff to nursing homes, home health care organisations, and other private institutions. This nursing staffing strategy helps reduce the strain on the healthcare system and provides better patient care for those who need it the most.

If you are a healthcare provider or someone seeking home care nursing services, Greys is here to help. We are an operationally minded, entrepreneurial, client-first business offering:

• Care Givers
• Ward Aides
• Registered Nurses
• Enrolled Nurses
• Enrolled Nursing Assistants

We can help you find the nursing staff you need to deliver more sustainable and impactful patient care. Contact us to learn more about our nursing services.

Temporary staff can be a valuable asset for labour-driven companies, especially in South Africa, where skilled labour is a precious commodity. Gaining on-demand access to qualified labour workers is even more beneficial, but many hiring managers believe the hiring process is over after interviewing and selecting the best candidates.

 In reality, this is only the beginning of your journey with your temporary workers. Even if they are highly trained professionals, any new labour worker will require time to adjust to unfamiliar surroundings and “understand” everything necessary to the company’s operations. According to the onboarding study by Kronos of 350 companies, extended onboarding programs are linked to stronger talent, and business outcomes such as employee engagement, business reputation and quality hires.

 As a leading staffing agency and labour broker in South Africa, we have learned the significance of training and onboarding temporary labour workers first-hand. This article breaks down what employers should know about this vital step in the hiring process and share five tips for training and onboarding temporary labour workers.

 Securing productivity, safety and quality standards amid fluctuating staff can be overwhelming, but MASA is here to help. We are the preferred staffing agency and labour broker providing comprehensive temporary and permanent employment solutions to companies across various industries. Contact us to learn more.

Why should you be training and onboarding temp staff?

Even though they’re only working for your company on a short-term basis, temporary labour workers can significantly impact your business’s productivity, reputation, and bottom line. Every employer expects new hires to get up to speed and perform quickly, so how can you ensure your temporary employees work at their best? How do they know your expectations, who they should report to, and what you require of their overall performance? That’s where training and onboarding come in.

 While training teaches temporary employees the skills and knowledge they need to do their jobs well, onboarding helps them become part of your team and integrate into your company’s workflow. Conducting rigorous background checks and interviews during the recruiting process is essential, but so is working with temporary employees after they’ve been hired. By allocating time and resources to training and onboarding, businesses can ensure that temps are productive from the get-go.

The COVID-19 Recovery

The skills gap, worker shortages, and an ever-increasing workload resulting from COVID-19 mean labour-driven industries have become increasingly dependent on temp workers. So, hiring temporary workers has been an excellent strategy to respond to business cycles. While the benefits of cutting expenses and bridging bottlenecks are apparent, the actual cost of hiring temporary labour staff is often more than expected. Maintaining productivity, safety, and quality standards with a changing workforce is challenging. 

 Swift but complete onboarding measures, structured training, and ongoing performance support are required to maximise efficiency and ROI from temporary labour workers.

Your 5 tips for onboarding and training success

Now that we have discussed the value of investing in your temporary workers, what can you do to better ensure that they are up-to-speed as quickly as possible, can reach their potential, and remain productive and engaged? Here are our five tips for temporary labour onboarding and training success:

1. Clear and open communication

One of the most impactful ways to improve a new employee’s job satisfaction is to provide ongoing, clear communication throughout the training and onboarding process. As a labour broker that manages employees on-site for client companies, we have seen how crucial it is for employers to make sure the right messages are being sent and received throughout the onboarding process.

 Temporary workers may also feel disconnected from their coworkers and managers because they don’t feel like they’re complete team members. So, there must be ongoing communication in a non-threatening way in which the new employee feels they can ask questions and receive immediate answers about the job at hand.

2. Set clear expectations from the onset

As we’ve discussed, set clear expectations from the onset and manage them as new employees progress throughout their employment with your company. Although hiring managers to post job details, conduct interviews and inform potential hires about the work, it is up to HR, new-hire managers and supervisors to reinforce the expectations by developing a transition plan for every new temp worker. 

 When there is a lack of clarity about the goals and expectations of a temp worker, either new or existing, conflicts are likely to arise between staff members and could damage working relationships. By outlining expectations early and throughout the new hire’s employment, it’s easier to manage those expectations promptly and ensure their productivity.

3. Provide a hands-on training experience

We sometimes see new hires getting their training through a hurried experience at their first job or via guidance from colleagues who might not have the knowledge and skill level of someone formally trained to train them. 

 Although management may see this training method as an opportunity to save money and time, it often leads to a lack of understanding and preparedness among the trainees. Poorly trained temp workers create unsafe working conditions for themselves and co-workers and potentially cost the company far more in the long run.

 Focus on providing comprehensive, interactive, and ongoing training that meets the needs of new hires. Your training process should equip employees with the information and tools they need to safely and efficiently produce high-quality work. 

4. Develop a mentorship program

 A mentorship program pairs new hires with workers who have more expertise and can be structured to fit your temp staff’s position. Consider using the ‘buddy system’, which pairs your new worker with someone who has the same job description as they do. In this way, they have a mentor to talk to and learn from who is familiar with the routine work tasks.

 Another strategy has a more all-encompassing focus. Connect temporary workers based on their personalities or shared goals rather than job descriptions. It doesn’t matter what position each person holds if the objective is to ensure they all feel a sense of belonging to the company. Developing a relationship with another worker is what counts. 

5. Get their feedback on the training and onboarding process

Finally, it’s essential to gain feedback from the people you’ve just trained and onboarded. Did your training strategy give them the preparation they needed to succeed in the role? If not, how can you revise it for next time? Also, what were their most impactful moments about the onboarding process? What did they learn from them? What onboarding plan changes would they recommend?

 These are all powerful and revealing questions that you can ask your temporary hires to learn more about the effectiveness of your training and onboarding strategy and what you can do to improve it. Your HR team and management can use this feedback to optimise the company’s training and onboarding process for the next time you hire temporary workers.

The outsourced solution

Managing your temp labour staff can be challenging and time-consuming, but you don’t have to worry about this with a labour broker like MASA. We are a leading national and international staffing agency capable of effectively managing the critical elements of your labour needs. 

Our ready to facilitate seamless hiring, onboarding and training of temporary staff in your company, managing them effectively throughout their time with you. Contact us to learn more about how we can help you save time and money on your temporary and permanent staffing needs.

 

When it comes to payroll, your company has multiple choices available for completing the tasks at hand. You can either have an outside company generate your payroll checks or do the work in-house, but one should note that it is a complex process prone to many errors if not done correctly.

Studies show that homegrown payroll solutions have twice as many payroll errors as those provided by outside parties, which highlights how easy it is to miss a step or two when running your own payroll. For example, payroll staff must file tax documents correctly and on time, or your company risks fines and penalties for missing important deadlines.

This article explores common payroll mistakes and how they can affect your company. We will also discuss effective measures you can leverage to prevent payroll errors and solve them when they arise.

If you are searching for a more hands-on approach to your payroll woes, MASA is here to help. Our payroll division processes over 12,000 worldwide payroll transactions each month, administered by our in-house specialists. Contact us now to learn more about our payroll solutions.

Are you making these payroll mistakes?

Receiving the correct pay is one of an employee’s most basic expectations throughout their work life. However, various internal or external factors may prevent accurate paychecks, tax returns, and other related payroll reports from getting done. 

So, let’s take a closer look at two of the most common payroll errors and what solutions you can use to combat them.

1. Misclassifying employees

This one may seem an obvious error to catch, but you will be surprised by how easy it is to classify your employees incorrectly. Companies that don’t have proper systems for managing their employees will often find themselves recording them into different payment plans, which could affect how much you have to pay them and how they get paid.

For example, you could end up paying an employee overtime when you weren’t supposed to, underpay them, or even pay them on the wrong date, all because they were classified incorrectly. 

The solution:

Having proper processes in place to make sure your employees are correctly classified not only reduces your risk of exposure but can also reduce payroll costs and incorrect payments.

Some methods that can help with avoiding these errors include:

• Using accounting software that ensures the correct time and dates an employee is put into a payment plan
• Make sure all payroll documentation is appropriately updated and maintained
• Setting up a process to make sure that new hires are correctly classified on their start date
• Having the right people review your payroll information

The goal is to set up a system where employee information stays well-maintained and is reviewed regularly so you can promptly correct mistakes that could impact your employees’ payroll tasks. 

2. Incorrect Tax Declarations

Employee payments and deductions are a crucial part of payroll where companies make mistakes, but it does not stop there. Employers must also be aware of their obligations regarding hiring employees and the responsibilities that follow from paying them remuneration.

Various mandatory tax declarations must be submitted and paid to ensure that a business complies with the law, such as:

• EMP201
• Pay As You Earn (PAYE)
• Skills Development Levy
• Unemployment Insurance Fund (UIF) Contributions
• EMP501
• Return of Earnings (ROE)

Employers that fill in the wrong information or fail to complete and submit certain forms can end up with serious legal issues.

The solution:

When it comes to your accounting staff preparing VAT returns:

• Inform your clients of the abovementioned requirements, and request copies of supplier invoices when you prepare the VAT schedules and workings.
• Check that the invoices meet the Section 20(4) requirements of the VAT Act before you submit the VAT returns. 

When it comes to your audit staff:

• Train your staff to identify when a tax invoice does not comply with the VAT Act.
• When performing detailed substantive tests, include steps to verify that the tax invoices in your sample meet the requirements of a valid tax invoice.
• Report any non-compliant invoices to management by supplier name.

The last thing your company wants is to incur hefty penalties for incorrect tax filings. Therefore, you must review the relevant tax filing documents and ensure they are correctly filled out.

Further tips for nailing your payroll

Develop clear policies and records for payroll

Keep a record outlining every aspect of your payroll operations, including when you have made payroll exceptions and changes to your payroll process. You should also write a policy for managing and keeping records. By doing this, you can comply with legal obligations much more efficiently, which also helps you in the case of an audit or when you have to discuss payroll with someone in compliance or HR. 

Reevaluate your current payroll process and provider

By thoroughly analysing your current procedures, you can find inefficiencies and potential opportunities for improvement. You might need to consider switching payroll providers if your company has issues and needs a new strategy for managing payroll. You can choose a payroll partner who shares your objectives as you determine the corporate payroll priorities and then take care to ensure a smooth transition.

Leveraging an outsourced solution

Whether your payroll process is highly complex or relatively simple, finding the right payroll solution can save you valuable time and resources by taking on a portion of the workload.

Outsourcing your payroll is a powerful way to limit the risks associated with this area’s complex and ever-changing rules. Also, companies that keep things in-house may find that they are not adequately covered if anything goes wrong. 

If you’re looking for a company that can provide world-class payroll services in South Africa, you’ve come to the right place. MASA is one of the leading payroll providers in the country, delivering the highest level of labour outsourcing and encompassing services like expert payroll.

Get in touch with MASA, and we’ll be happy to answer any questions you may have about our services. 

It is essential for any company running logistics operations to have sound safety protocols, but how many can say they do? Well, in South Africa, only 35% of road transportation companies manage their fleet to the international standard for road traffic safety. This figure highlights the lack of attention most companies place on road safety, which threatens the bottom line of any vehicle-driven business.

South Africa’s truck drivers are especially at risk as they spend the most behind the wheel compared to any other driver in the transportation industry. They endure gruelling hours navigating the world’s 10th largest road network, making it crucial for their employers to invest in their safety.

This article will look into road risks and truck driver habits and explore the different tips companies can be aware of to improve road safety through driver behaviour.

Are you looking for more hands-on assistance with truck drivers and fleet management? If so, the MASA Drivers Division is here to help. We are the go-to driving specialists for blue-chip companies in South Africa and beyond, offering a reliable supply of industry-leading drivers for your needs. Contact us today to learn more about our services.

A Look into Fleet Management

Fleet management encompasses all aspects of a company’s fleet vehicles, which can be defined as groups of vehicles owned or leased by a business, government or an organisation.

To give you an idea, fleet management can involve a variety of activities, including:

• Vehicle financing
• Vehicle upkeep
• Vehicle telematics (vehicle tracking and diagnostics)
• Driver management
• Speed management
• Fuel management
• Health and safety management

With such a wide range of vital activities involved, fleet management must be essential for companies using vehicles in their operations. However, a study by Mobilitas and Standard Bank Fleet Management revealed otherwise: Only 3% of the companies involved actually focused more than 50% of their time on the fleet management side of their business.

This statistic exposes how most companies operate blind or with a basic strategy behind their transportation and vehicle logistics. One can only imagine the impact this has on the safety of truck drivers, fleet vehicles and the cargo they are hired to carry.

Road Risk and Driver Safety

With a high rate of illness and injury among drivers, long-distance truck driving must be one of the riskiest vocations in the world. There are 4.9 million licensed heavy-duty drivers in South Africa, and 418 000 heavy-duty vehicles were on our roads in 2016, according to the Electronic National Administration Traffic Information System (eNaTIS).

Several factors put truck drivers in danger (and make them a risk to others), like the number of hours they spend on the road, fatigue, potholes, and the threat of crime or being hijacked. However, when examining the many risks drivers face, one crucial point stands out: driver behaviour.

Driver behaviour

The way truck drivers have been trained to behave, and the habits they have picked up along the way are more serious factors than most companies realise. Once a truck driver hits the road, their employer has entrusted them with the safety of the vehicle and its cargo.

Because they spend so much time each day on the road, negative habits develop, and they start to take the National Road Traffic Act for granted. This can result in them neglecting basic safety procedures, handling the vehicle carelessly and increasing the risk of accidents.

An inappropriate attitude toward driving

Many drivers regard their next trip as just another trip rather than seeing it as a work activity that, if completed safely and effectively, would help them to continue in the system for that much longer. Attitude is a significant area that drivers can improve by:

• Understanding that the use of the road is built on mutual respect (We have to respect all other road users and them, us).
• Leaving problems/arguments with others outside the truck.
• Focusing on the task at hand while blocking out distractions
• Doing pre-trip inspections and load management.

Failure to Remain Alert and Vigilant

Drivers don’t seem to understand the reality of fatigue and the impact fatigue can have on their lives over their next few hours on the road. Fatigue for many, mostly long-distance drivers, is a lethal challenge.

Non-Defensive Driving Habits

Poor defensive driving skills are apparent on every road, so truck drivers should be much more aware because of their exposure and the sheer size of increased risk.

• Lazy driving styles negatively impact response times in the event of emergencies and also invite complacency into the truck cab.
• Speeding: Some drivers are paid a small basic salary and a load or km bonus. So, they tend to speed and not rest as often as they should.
• Failure to plan ahead.
• Poor observation.
• Failing to recognise the blind spots that exist around the truck.
• Poor use of onboard communication systems (indicators, hazards, flashlights, hooter etc.).
• Too many attempts to move off (sometimes takes 5 or 6 attempts before correct execution), thus placing a significant strain on maintenance issues.
• Ignoring changes in the road surface.
• Disregarding traffic laws and ignoring road signs and markings.
• Failing to notice/react to hazards.
• Aggression: This is usually maximised by personal and work-related stress. Tight schedules and no off-time to spend with their families.

Other bad habits that drivers may be engaging in include:

• Positioning behind the steering wheel/Incorrect hand position on the steering wheel.
• Resting their hands on the gear lever.
• Re-setting on-board display messages while moving off.
• Pinching the steering wheel between their legs to set their hands free.
• Driving while crossing arms.

Ultimately, it is up to employers and managers to ensure they implement robust driver safety protocols focused on education and training. Companies should equip drivers with the tools and resources to drive safely on the road and complete their loads efficiently.

Companies can increase their overall driver safety by investing in fleet management strategies and holding drivers to a higher standard. Some of the suggestions from driver trainers include:

• Defensive driver training should be a prerequisite before receiving a Code EC or C1 licence.
• Drivers should pass the existing K53, drive a Code B for a minimum of 3 years crash-free, and be forced to undergo Defensive driver training before issuing their heavy-duty driver’s licence.
• Constant driver training, use of various monitoring systems and acting on non-conformances shown.
• Constant driver feedback on how they can improve (corrective action training) driver incentives allow drivers to feel important and show them how their behaviour affects the organisation.
• Using seasoned well-trained drivers as trainers to detect and identify weaknesses.
• Providing on-route coaching while transferring knowledge and experience.
• Effective competency testing.
• Provide embedded knowledge training – improves understanding of the truck.
• Provide effective Defensive Driver Training – improves understanding of the road.
• There is no substitute for adequate, ongoing, professional driver training from a reputable and certified service provider
• Training should be recognised not as an expense but as an investment.

Take the wheel with both hands

Given the above, it is clear that fleet management can significantly contribute to improving driver safety. Fleet Management strategies focused on safety can help improve driver behaviour and the overall success of your company’s fleet management.

If you need assistance with your fleet management and truck drivers, the MASA Specialist Drivers Division is here to help. We are Africa’s foremost supplier of drivers across the spectrum. From a forklift to Code 14, we have a vast pool of experienced drivers ready to be mobilised at your call. 

Get in touch with us today to take your driving logistics to the next level!