AboutDavid Stephensen Expertise I can answer questions about all aspects of designing and producing procedures manuals for small and medium sized businesses, including managing the documentation project, the analysis that leads to the design of the manual, business writing, publishing the business manual, educating the staff about continuous improvement and using ISO 9001.
Experience I am a professional technical writer of 20 years experience, combining this with business analysis over the last 10 years. I have produced procedures manuals for businesses and software user manuals that reflect business processes. I also provide internal quality auditing services. I have created a template for small and medium business operations manuals.
Awards and Honors Merit Award in the Society for Technical Communication Australia Chapter On-line Communications Competition, 2006, for the CPA Australia Event Scheduling Application User Manual
Merit Award in the Society for Technical Communication Australia Chapter On-line Communications Competition, 2005 for the Lensworth Customer Relationship Management User Manual
Question I would like to know what are some ways stress can be reduced in the workplace, improve health and keep motivated during the cold winter. i.e. what are some things that can be done internally. Please let me know as would like a productive company.
Answer One could write a book about this, but here are some ideas. Some of these are general for happy workplaces in any season, but it is even important to have fun and be cheerful when days are short. This is in danger of being a ramble, but it is what came out when I started writing.
-- Prevent seasonal affective disorder by having a cosy and well-lit workplace
-- Celebrate birthdays or any other reason, so that employees look forward to these little breaks. If this is awkward, persist, find a good birthday coordinator to do it for you.
-- No bullying or harassment. Get rid of bullies
-- No negativity, bitchiness, destructiveness, covertness. If it is there, find it, find out why the perpetrator is angry, understand them so they feel listened to. If that doesn't fix them and they keep doing it, throw them out. If there have been problems with it, discuss it openly and see if the staff would like to adopt a 'no gossip' rule in the workplace. Set an example by your total respect, acceptance, understanding and love for all of your employees (but not sympathy or protection).
-- If someone makes a mistake they should be able to report this to their workmates and their manager without fear of punishment, disapproval or other negativity. Instead, analyse the mistake and find the root cause. Use that information to change your company's system to reduce the chance of it happening again. Mistakes are great lessons for improvement, not a cause for bad feelings
-- If people believe in what they are doing, they will tolerate lots of stress. If your business has the atmosphere of optimism, celebration of wins, team action, employees will work hard just for fun. You have to reward them both with personal acknowledgment and a share of the profits they bring you, such as in the form of bonuses.
-- As manager or business owner, you are in a way the servant of your employees, not the other way around. It is not your job to protect them and mother them and feed them every morsel of work, but it is your job to make sure they have the best and happiest environment where they can be at their most creative. It is your job to hold the idea steady of a happy workplace so that they know you will always back them in their desire to do their best, facilitate it and acknowledge them for doing it.
Of course some will want to do stuff that isn't on the business plan. Here is where your skill as a manager comes in -- to channel this creativity into the ways that fit the business plan rather than rejecting what they want to do.
-- Expect a lot from your employees but don't expect the impossible. A bit of pressure is good, but be realistic about what a person can do. You can't afford to have overwhelmed or bitter employees. This is the art of leadership. If you can put yourself in their shoes, it will help.
-- Do some research on an 'employer of choice' program. It may benefit your atmosphere and help you keep your staff.
