1. Unique Standards
“Borrowed” handbooks or copying someone else’s policy can cause problems if there are unique standards or rules that should be communicated but are missing. Also, if some other policies should not be there, they may be adopted by mistake.

2. Language
A use of impersonal, third person or “legal-like” language may cause someone to think it actually is a contract.

3. Unintended Promises
The employer may accidentally imply promises of employment security (e.g., phrases used like “permanent employee…” Also an employer may say things that inadvertently promise employment security (e.g., “You’ll have a job here as long as you perform well”).

4. Unsupported Policies
Similarly, resist the urge to publish a policy just because it sounds good, when there is actually no support for it. It can be very difficult later if the organization publishes a grievance process that management may later disregard.  Policies may contain absolute or “zero tolerance” wording and may require a “proof” standard. Mandatory wording (e.g., “shall” and “will”) conveys a commitment. It is better to use discretionary words (e.g., “may”).  Word to the wise: jurors cannot take a transcript of court testimony into the deliberation room, but can take a copy of the employee handbook.

5. Organizational Culture
Policies are much more than lists of rules.  It is critical the organization accurately communicate its position on job design, workforce planning, recruitment, selection, training and development, performance evaluation and appraisal, compensation, and incentives/rewards.  To effectively lead people, a manager must know how and why the various processes work as well as when to use them.  Management activity does not happen in a vacuum.  Managers must keep in mind the context of the organization in terms of the company’s strategy, characteristics and culture.  In addition, they must consider the concerns of their workforce.  Beyond organizational demands, strategic management requires organizational leaders to anticipate and take steps to meet the environmental influences associated with labor force trends, advances in technology, ethics and globalization, as well as to ensure they comply with legal and regulatory.

So, take the time to write your own policies.  Managers need solid guidance regarding the practices available for managing their people.  Organizational leaders generally and HR managers specifically can have an opportunity to influence the content and handling of policies and avoid many problems.  By creating policies within your own company, you can set the tone and culture of your organization and avoid potential headaches in the future.

What’s Your Sales Pitch?
What is your body language saying?  Do you look trustworthy, confident, and competent, or ill-at-ease and timid?  Much has been said about the importance of body language when greeting people, yet examples abound every day of people getting it wrong.  Here are a few things to remember when greeting people.

First Impressions Are Key
Studies show that many managers make hiring decisions at the initial handshake.  In that brief moment, it is not what you say that matters most but often what your handshake says about you.  A limp, sweaty, or weak handshake leaves someone with less confidence in you.  A firm handshake with two or three slow but steady shakes usually meets the need.  Please avoid squeezing too hard. Maintaining eye contact and smiling (if appropriate), while shaking hands is almost always advisable.  Making eye contact is very hard for some people. If done right, it is associated with being trustworthy, confident and sincere. If done poorly, it can make a person feel very uncomfortable. How do you feel when in a group setting and the person talking to you is continually looking around the room for someone else? This makes people feel less important. The goal is to make people feel as though you are having a one-on-one conversation with them.

Eye Contact
To maintain appropriate eye contact makes people feel included and important. Look at the eyes of the person you’re speaking to. If you are addressing a small or large group, mentally break the room into three parts. Find one individual in group #1 and focus on them for 4-5 seconds, then shift your gaze to someone in group #2, etc. People sub-consciously will feel you are including them.

Keep Your Hands Inside the Box
Some people use hand gestures to punctuate virtually everything they say. Vigorously using both hands while conversing with people can be distracting for your listener if done to excess. It is OK to use your hands in a way that feels natural. If gesturing while speaking, try keeping your hands within the “TV box” (i.e., roughly where you would see someone’s hands if they were delivering the news on television), Gesturing that is outside the TV box may be too wild, and a distraction to the point of discomforting for someone you are greeting.

Good Posture = Good Impression
Poor posture almost always telegraphs a lack of enthusiasm, confidence, and ability. Staying balanced on both feet, standing tall, with your eyes ahead sends the right message: strong and confident. If seated, do not slump or lean the chair back on two legs. Either of these behaviors is distracting to the listener and gets in the way of your message.

Please remember to practice these basics and close the “sale” every time leading to that new job and next step in your career.

Following is a random series of observations regarding good communicators and what you can do to be more like them:

• Smile, even if it hurts a little. A smile puts the listener at ease and in a frame of mind to listen.
• Be first to say “hello.” Greeting someone recognizes them as a person you value.
• Take risks. Don’t overly anticipate rejection as it can make you seem timid.
• Move the conversation along. Change the topic of conversation when it has run its course.
• Show you are listening. Prove you are a good listener by briefly restating others comments back to them in different words.
• Be able to tell others what you do in a few short sentences. A few words will go along way.  Plan ahead and choose words carefully.
• Always use good eye contact, especially when making your first contact with people.  It shows someone you are focused on and value them.
• Greet people you see regularly even if you don’t know them.  When the time comes for conversation with them, you will find a ready audience.
• Look for common ground. Seek common goals, interests, and experiences with the people you meet.
• Let others play the expert. Be ready to let someone be an expert, unless their advice or information is wrong in the extreme, and even then use tact when offering correction.
• Get enthusiastic. Have several pre-developed questions ready ask in order to show interest.
• Balance the giving and receiving of information. If things go too much in the direction of one party in a conversation things quickly become boring.
• Express yourself. Express your feelings, opinions, and emotions to others.  It is OK to show a little passion about a topic.
• Ask people their opinions. Most people have an opinion about almost everything but will not share it unless asked.  Be tolerant of other’s beliefs if you don’t agree with them.
• When you tell a story, present the main point first, and then add thesupporting details afterward. This makes the difference between someone who tells a good story and those who do not. It gets the listener engaged and the story is in the details.
• Be aware of open and closed body language. Crossed arms and legs, diverted eyes, etc., may mean that someone does not want to hear what you have to say.

These are all elements of good conversation.  They help to break down barriers and create relationships with others.  Next time you are out with a group of people, try some of these tips and see how it goes.  You can be a better communicator with a little practice.