What is online recruitment?

In this guide:

  • What is online recruitment?

    Recruiting staff using online processes and how this differs from more traditional face-to-face recruitment practices.

    Traditionally, the recruitment process involves meeting potential new employees in a physical space. These meetings are usually at job fairs or when candidates come to a workplace for a job interview. Social distancing measures during the coronavirus pandemic restricted traditional face-to-face recruitment. Businesses have had to adapt by exploring other options to recruit new staff.

    Recruiting staff using online processes

    Virtual recruitment or online recruitment relies on a host of different technologies to help businesses find the most suitable person for a job role while also helping employers to recruit more efficiently and effectively. Employers can now easily use these online tools without ever meeting a candidate in person to:

    • attract talent
    • connect with and screen candidates
    • conduct in-depth interviews
    • introduce candidates to managers and colleagues
    • give virtual workplace tours

    Streamlining the recruitment process

    During the coronavirus pandemic, virtual recruitment provided a hiring solution to employers. It enabled the recruitment process to take place from start to finish exclusively online. However, virtual recruitment is not just a temporary solution. Employers have become more comfortable using various technologies for virtual interaction.

    Many employers have also sampled the benefits in efficiency and effectiveness that virtual recruitment can bring, saving time by making the recruitment process more streamlined. A hybrid recruitment process using online and physical methods may be the best option for employers moving forward. Find out about the other business benefits of online recruitment.

    Online recruitment can also work harmoniously with employees working from home, removing geographical barriers for employers and enabling businesses to recruit the best talent from across the world.

    Also on this site
    Recruiting staff
    How to employ someone: step-by-step
    Job offers and staff inductions
    Hybrid working: employer guidance
    Content category
    Employment and skills

    Source URL

    /content/what-online-recruitment

    Links

  • Advantages and disadvantages of online recruitment

    The many business benefits that virtual recruitment processes can bring for employers hiring new staff and some potential drawbacks.

    Recruiting new employees using an online recruitment process can bring many advantages to employers and their businesses. Many employers were forced to use virtual recruitment to take on new staff due to public health restrictions during the coronavirus pandemic. These employers experienced in practice some of the advantages that virtual recruitment can bring for businesses.

    Advantages of online recruitment

    Breaks geographical barriers

    Virtual recruitment enables employers to extend their reach for talent wider than traditional methods would. In practice, employers can now attract international talent, but you must ensure your workers are eligible to work in the UK.

    Saves time

    Online recruitment enables employers to screen more candidates in a shorter space of time. You can build automation into some of the recruitment stages, for example, online competency tests can automatically rank candidates based on their performance. Online video interviews can be scheduled more flexibly than traditional face-to-face interviews so that they fit around your schedule and not the other way round.

    Saves money

    Virtual recruitment can bring a number of financial savings for employers. Recruitment events held online are much less expensive than hosting or attending physical job fairs. Online recruitment also requires no travel or accommodation costs. If you are hiring new staff on a regular basis, these cost savings will add up. The technology required to deliver virtual recruitment is often inexpensive and offers a good return on investment.

    Reduces the time to hire

    When recruiting staff, your main aim is to get the best possible candidate started in their new role as soon as possible. Online recruitment can help this by speeding up the recruitment process as a whole. It enables employers to vet and shortlist a larger volume of candidates in a shorter space of time. There is also no need to set aside a significant amount of time to facilitate candidates and an interview panel to fulfil face-to-face interviews.

    Gain competitive advantage in the jobs market

    Virtual recruitment shows potential candidates that your organisation is progressive and innovative, potentially making you a more attractive employment option over competitors. The majority of job seekers today are comfortable with interacting online and are likely to expect that at least some of your recruitment process would be online too.

    Hire the right candidate

    By saving you time and money, online recruitment also enables employers to focus on recruiting the best possible person to employ. You can streamline your recruitment process to help you connect more easily with candidates to identify their strengths, skills and suitability to a job role.

    Better experience for candidates

    Online recruitment makes it much easier for communication between the employer and potential candidates. Virtual job fairs, for example, enable employers to connect directly with a larger talent pool. A common complaint from candidates using traditional recruitment is that their queries go unanswered. Tools like virtual chat assistants answer any questions or queries that candidates may have about a job role in real time.

    Reduces paperwork

    Through virtual recruitment all candidate records, such as application forms or competency tests, are hosted in a digital format so this reduces the paperwork burden that traditional recruitment usually has. Employers can easily access information about a candidate in real time when presents. Employers, if given consent by the candidate, can also record interviews. This makes it easier for employers to go back and review what a candidate said, so there is less reliance capturing a full record through written notes during the interview.

    A fairer recruitment process

    Online recruitment can also support diversity and inclusion when you are hiring new staff. You can use artificial intelligence hiring tools to ignore demographic information such as race, gender and age. Such technology, also available for CV screening, may reduce the risk of conscious and unconscious biases that can infringe traditional recruitment practices.

    Disadvantages of virtual recruitment

    Technology issues

    Virtual recruitment relies heavily on technology, so you are dependent on systems working smoothly for you. Extensive system testing and having a back-up plan can help you counteract this.

    A high volume of applications

    As online recruitment removes geographical barriers, you might attract a large volume of job applications. However, clearly describing job specifications and distinctly outlining required experience and qualifications will help to ensure you only invite responses from suitable candidates.

    Too impersonal

    Candidates may find the recruitment process is too detached as there is no face-to-face physical interaction with virtual recruitment. By ensuring there are options for communication throughout the recruitment process, employers may find that they have the opportunity to interact more effectively with candidates in a virtual environment than they may have when recruiting traditionally.

    Hybrid approach to recruitment

    Although there are many advantages to virtual recruitment, it does not mean you should completely discount physical recruitment practices. There are still benefits for businesses using traditional processes for some of their recruitment stages. A hybrid approach may work best for you and your business.

    Also on this site
    Recruiting staff
    How to employ someone: step-by-step
    Job offers and staff inductions
    Employees working from home
    Content category
    Employment and skills

    Source URL

    /content/advantages-and-disadvantages-online-recruitment

    Links

  • How to make online recruitment work for your business

    How to ensure virtual recruitment processes fit with your business strategy and deliver the best possible candidates.

    To help you get the most from online recruitment, take a look at your current recruitment process and map out the different stages. These stages may include writing the job description, deciding on the salary range, advertising the job, pooling candidates, shortlisting candidates, arranging interviews, contacting applicants, and sending the job offer.

    You can then determine what you want from your recruitment process. Is your goal to reach a higher volume of potential candidates? Do you want to reduce the time it takes from the initial job advert to getting a new employee started? Or do you want to reduce recruitment costs?

    Online recruitment tools

    Once you have identified what you want to get from virtual recruitment processes, you can explore the right technology and software tools to help you achieve this. Types of online recruitment tools include:

    Virtual recruitment fairs

    Host online events to showcase your organisation as a great place to work. Virtual recruitment fairs are easy for people to attend, which may give you access to a larger talent pool.

    Social media

    You can use various social media channels to put out engaging content to build your employer brand. You can also encourage employees to share their experiences and share current vacancies with their online connections.

    Video interview tools

    Online recruitment tools allow you to host online interviews to streamline the process for both interviewers and candidates.

    Collaboration tools

    This can help speed up the process for the recruitment panel enabling them to work together in real-time and remain in sync when reviewing and shortlisting candidates.

    Applicant tracking systems

    Applicant tracking systems allow you to set up a fair and equitable hiring process by deciding on a scorecard of primary attributes for a candidate’s success at the beginning to evaluate candidates more efficiently and consistently.

    Recruiting chatbots

    Chatbots can collect candidate information, ask screening questions, rank candidates on metrics, answer FAQs, and schedule an interview.

    Candidate satisfaction surveys

    You can survey candidates who have gone through your recruitment process, receive feedback, and find ways to improve or streamline the process.

    Skills testing tools

    These tools allow you to assess the hard skills of candidates before interviews by setting technical skill tests to ensure you hire candidates with the required skills.

    Psychometric tools

    These help you to identify traits in candidates that are essential for high-performance roles.

    Background check tools

    Pre-employment background screening can check a candidate’s experience and qualifications without taking up valuable HR time.

    Recruitment team

    You will also need to select your online recruitment team - the staff that will help deliver your virtual recruitment strategy. Ensure your recruitment team receives the necessary training to be able to use any new online recruitment tools. You may also want to get other areas of your organisation involved. For example, having senior management record short video messages for online job fairs.

    Promote your organisation as a great place to work

    Recruiting using online practices gives you the platform to think creatively about promoting your organisation as an attractive place to work. For example, you could create short videos that show your workplace, the varied tasks and jobs that staff perform, and social or team-building activities. You could also encourage some staff to talk briefly about why they enjoy working for you. This approach can be effective in bringing to life for candidates what it would be like to work for your organisation compared to a text description of the company. It can also help set you apart from your competition when trying to attract top talent.

    Know what you are looking for in a candidate

    Recruiting online opens up a wider pool of talent. To help ensure you find suitable applicants, clearly define what you are looking for in a candidate, including qualifications, abilities, traits, and experiences. Your job description should explain the essential and desirable criteria to ensure that the expectations of applicants are clear from the start. This clarity will limit applications from unqualified applicants. Precisely defining what you are looking for in a candidate will also make evaluating their suitability easier.

    Communication with candidates

    Virtual recruitment makes it much easier for employers to communicate with candidates at various stages of the recruitment process. Good communication does not necessarily mean an extra burden on recruiters’ time. You can use automated candidate messaging tools to schedule emails or text or use chatbots to answer frequently asked questions in real time.

    Automation of recruitment stages

    Streamlining and automating parts of your hiring process through virtual recruitment can facilitate less expensive, faster, and more efficient hiring procedures. This approach can lead to broadening your applicant pool and getting access to top-level talent, For example, you could automate the screening of candidates through online skills testing that automatically scores and ranks candidates based on their performance.

    Skills testing can also be an effective way to reduce bias in the recruitment process. It can allow candidate ranking by the skills required and ignore information contributing to unconscious bias such as name, gender, age, address, and school attended. However, be sure to prioritise the candidate experience when automating recruitment processes. Don’t implement efficiency improvements that benefit the hiring team at the expense of the candidate.

    Understanding your current recruitment processes including, its weaknesses and identifying potential improvements, will help you plan your strategy for online recruitment. You may not get it right the first time around, so be sure to invite feedback from candidates, both successful and unsuccessful, and make improvements to ensure you get the most from your recruitment process.

    Also on this site
    Recruiting staff
    How to employ someone: step-by-step
    Job offers and staff inductions
    Employees working from home
    Content category
    Employment and skills

    Source URL

    /content/how-make-online-recruitment-work-your-business

    Links

Disability support: Condition Management Programme

In this guide:

  • Recruiting people with disabilities

    How employers can adjust and take positive steps to recruit people with disabilities.

    It can be challenging for someone with a disability to get into employment. Opening up your talent pool to make it easier for people with a disability to apply for jobs can bring many benefits to your business - see advantages of employing someone with a disability.

    Reasonable adjustments for job applicants

    Employers can take a number of steps to make the recruitment process as fair as possible for all applicants by making reasonable adjustments so that applicants without a disability do not have an unfair advantage over those who do have a disability.

    Employers must be aware of their legal obligations when recruiting. Under the Disability Discrimination Act, employers:

    • must not discriminate against someone with a disability when they are applying for a job
    • must consider making reasonable adjustments if an applicant with a disability is at a disadvantage compared to a non-disabled applicant

    Employers must consider reasonable adjustments at every stage of the recruitment process:

    Application form

    If the format, layout or structure of the application form puts someone at a disadvantage you should consider having the application form available in large print, Braille or an audio version for someone who is partially sighted or blind.

    Aptitude tests

    You should consider making additional time available to complete aptitude tests for someone with a disability who requests a reasonable adjustment. Another adjustment could be allowing test answers to be given verbally.

    Interview

    Ensure the interview room is fully accessible to all applicants. Be aware that applicants may request a reasonable adjustment to be interviewed at a time when they are more alert or pain-free depending on their disability. Consider training for your interview panel that examines the impact of various disabilities on performance at the interview stage, eg how autism may provide a challenge to an applicant during an interview and how adjustments can be made to help them.

    Taking positive action to treat disabled people more favourably

    Employers can decide to take a step further in positively recruiting someone with a disability. Unlike other forms of equality legislation, the Disability Discrimination Act allows employers to treat people with a disability more favourably than others through positive action.

    An employer is not legally obliged to take positive action but employers can lawfully take positive action steps to treat someone with a disability more favourably. There are a number of positive action measures which an employer can choose to take to recruit someone with a disability, including:

    • ring-fencing certain jobs so that they are only open to people with a disability
    • offering a guaranteed interview to applicants with a disability who meet the essential criteria for a post
    • using non-traditional forms of assessment which may only disadvantage people with a disability
    • offering work trial opportunities which may lead to permanent jobs if the placement is successful
    • creating an alternative post within your organisation for a person with a disability if there are certain tasks they are unable to perform as a result of their disability

    Positive action measures should be carefully planned with advice from appropriate support organisations. Employers must comply with other equality legislation - see avoid discrimination when recruiting staff.

    Access disability support

    There are a range of government initiatives to help employers take on staff with a disability and also help staff with a disability get the support they need in the workplace. For further information, see:

    Actions
    Recruiting and retaining people with disabilities | Equality Commission
    Also on this site
    Discrimination against disabled people
    Prevent discrimination and value diversity
    Disabled access and facilities in business premises
    Implement an equality plan
    Neurodiversity in the workplace
    Content category
    Employment and skills

    Source URL

    /content/recruiting-people-disabilities

    Links

  • Advantages of employing people with disabilities

    Discover the business benefits of employing someone with a disability.

    Being a fair and equal opportunities employer not only ensures you meet your legal requirements to prevent discrimination, but you will also tap into a diverse talent pool that can bring many benefits to your business. Employing people with a disability can save you money and boost the profitability of your business.

    Benefits of employing people with a disability

    Recruit from a wider talent pool

    By opening opportunities to people with disabilities you can widen your recruitment pool helping you to attract staff with the skills and talent that can enable your business to grow and thrive.

    Promoting an inclusive workplace culture

    Hiring people with a disability enhances diversity in your workforce. It can help increase staff morale, motivation, and commitment by demonstrating a workplace culture that values all staff.

    Access specialist knowledge and skills

    Staff with a disability may bring in specialist knowledge and skills such as understanding the needs of disabled customers, creative problem solving, and having particular attention to detail. Workers with disabilities possess skills and experiences that can offer employers a competitive edge.

    Minimise staff turnover

    People with disabilities tend to seek stable and reliable work when looking for a job and so tend to stay in their posts longer, helping to reduce staff turnover. This minimises recruitment and training costs incurred to take on new staff. You will also retain staff with years of experience and know-how.

    Attract new customers

    Having a diverse workforce, including employing people with disabilities, can help you attract disabled customers and potentially a large revenue stream. Employees with a disability can help you look at things from a fresh perspective, develop empathy for customers’ needs, and gain a better understanding of what they value in a business or brand. When your business and its products and services are accessible, you can appeal to a much larger and much more diverse audience and customer base.

    Procurement opportunities

    By employing people with a disability, you will be able to meet any social responsibility recruitment clauses that may apply to access particular tender opportunities and public procurement exercises. See understanding social value in public procurement.

    Enhance your corporate image

    Being an equal employer makes you look good. Consumers prefer to give their business to organisations that show a strong sense of corporate responsibility including employing a diverse workforce.

    Low-cost reasonable adjustments

    There can be a stigma to employing someone with a disability. Some employers may unfairly think that reasonable adjustments will be costly and take a lot of time to implement. However, most reasonable adjustments in the workplace can be simple, free, or low cost and there can be government help towards any costs that are incurred.

    Encouraging accessibility best practice

    Employing people with a disability will help you see things from their perspective. It can encourage the adoption of best practices to create accessible environments using adaptive technologies that are useful to people with and without disabilities.

    Actions
    Impact of employing disabled people | Disability Action guidance
    Employing people with disability | Disability Action guidance
    Recruiting and retaining people with disabilities | Equality Commission
    Also on this site
    Discrimination against disabled people
    Prevent discrimination and value diversity
    Disabled access and facilities in business premises
    Implement an equality plan
    Neurodiversity in the workplace
    Content category
    Employment and skills

    Source URL

    /content/advantages-employing-people-disabilities

    Links

  • Health & Work Support Branch

    The specialist support available to help disabled people start or retain employment.

    The Health & Work Support Branch (HWSB) staff offers help and advice to both employers and people with disabilities about the range of specialist support available to help people start and retain a job.

    You may identify someone who has the skills for your job but have questions about how their disability may affect them in the workplace - such as how they will manage the job. HWSB advisers are located across Northern Ireland and can offer practical advice to help both you and the potential employee overcome any barriers to starting work.

    Support available

    The type of support available may include advice on the following:

    • recruiting people with disabilities
    • retaining employees who become disabled
    • financial help or support to employ people with disabilities through the Access to Work (NI) and Workable (NI)
    • job/employee assessment and job/environment redesign
    • equipment and ergonomics in the workplace
    • accessibility of premises
    • development of disability awareness
    • development of good employment practices
    • preparation, advice, and guidance to help people with disabilities who are applying for jobs
    • encouraging employers to provide dedicated interview times for applicants with disabilities
    • providing employers with advice on reasonable adjustments, such as additional time for interview
    • offering the employer and the job applicant appropriate options of tailored support during the recruitment process
    • offering the employer and the employee appropriate options of tailored support to help the worker with a disability perform to the best of their ability in the workplace
    Developed with
    Department for Communities
    Help
    Workable (NI)
    Access to Work (NI)
    Actions
    Hard at Work: Employment and Disability in Northern Ireland | Disability Action
    Recruiting and retaining people with disabilities | Equality Commission
    Also on this site
    Disabled access and facilities in business premises
    Manage and support employees with mental ill health
    Manage absence and sickness
    Content category
    Employment and skills

    Source URL

    /content/health-work-support-branch

    Links

  • Disability support: Workable (NI)

    Workable (NI) offers support and assistance to both employees and employers to help disabled people move into or retain work.

    Workable (NI) provides a flexible range of long-term support and assists people who, due to their disability, encounter substantial barriers to staying in employment. Read more on Workable (NI).

    The programme is delivered by three organisations contracted by the Department for Communities (DfC):

    These organisations have extensive experience of meeting the vocational needs of people with disabilities. Read further information via the links above about Workable (NI) and the benefits to employers.

    The provision under Workable (NI) can include support such as:

    • mentoring
    • on and off the job training
    • disability awareness training
    Developed with
    Department for Communities
    Help
    Workable (NI)
    Access to Work (NI)
    Actions
    Workable (NI)
    Hard at Work: Employment and Disability in Northern Ireland
    Content category
    Employment and skills

    Source URL

    /content/disability-support-workable-ni

    Links

  • Disability support: Access to Work (NI)

    Access to Work (NI) can provide advice and guidance for your employee's disability needs and if appropriate, a financial grant towards the cost of support.

    Access to Work (NI) can help by providing advice and guidance of your employee's disability needs in the workplace and, if appropriate, a financial grant towards the cost of necessary support.

    For example, Access to Work (NI) may be able to pay towards the following:

    • adaptations to premises and equipment
    • communicator support at interviews
    • special aids and equipment
    • travel to work costs
    • a support worker
    • travel within work eg to attend a meeting or training course

    Depending on your employee's circumstances, Access to Work (NI) may be able to provide support under more than one of these areas.

    Read more on Access to Work - practical help at work.

    Developed with
    Department for Communities
    Help
    Access to Work (NI)
    Workable (NI)
    Actions
    Hard at Work: Disability Action's report on employment and disability in Northe…
    Content category
    Employment and skills

    Source URL

    /content/disability-support-access-work-ni

    Links

  • Disability support: Work Psychology Team

    Further help, advice, and guidance in areas relating to work, disability, and health.

    The Department for Communities' Work Psychology Service (WPS) offers specialist consultancy to individuals and/or employers seeking advice and guidance in areas relating to disability and wellbeing in the context of work.

    The WPS works closely with Work Coaches in Jobs & Benefits Offices to offer advice and guidance regarding individuals who have a disability or health condition and are seeking work or who are experiencing difficulties in work.

    The WPS Assessment Service can provide advice to both employers and individuals regarding reasonable adjustments and possible alternative employment options, when the individual is at risk of losing their job as a result of their disability or health condition.

    Developed with
    Department for Communities
    Help
    Workable (NI)
    Access to Work (NI)
    Actions
    Work Psychology Services
    Content category
    Employment and skills

    Source URL

    /content/disability-support-work-psychology-team

    Links

  • Employ and support people with disabilities

    Using work trials to recruit people with disabilities - JP Corry

    How JP Corry's Dromore branch has adapted its recruitment processes to take on a person with a disability.

    JP Corry is one of Northern Ireland’s leading builder’s merchants, supplying building materials to the trade, self-build, DIY, and architectural markets. The business operates from a network of 17 branches across Northern Ireland and the Isle of Man, employing around 265 staff.

    Stephen Gibson, Branch Manager at JP Corry in Dromore, explains how the organisation has adapted their employment policies and recruitment processes to take on and support a person with a disability.

    Reducing barriers for people with disabilities

    "As a company, we strive to be inclusive and diverse. We want to make it easy for everyone to access our services, whether as a customer, supplier, or employee."

    "JP Corry is proud to support the JAM Card scheme, which helps people with communication barriers and hidden disabilities receive tailored customer care. As a company whose purpose is to 'build our future by helping others build theirs', we believe in providing employment opportunities to disabled people."

    "Our human resources team works closely with organisations that represent minority groups, such as Disability Action, NOW Group, and WOMEN'STEC, to ensure that they are informed of our employment opportunities."

    Using work trials in our business

    "JP Corry has equal opportunities policies and diversity training to ensure that we recruit staff fairly. Offering a work trial to potential recruits, particularly disabled people, has benefited both the individual and the business."

    "Working with Disability Action, we set up our first work trial, where a disabled person came to work with us to understand what it would be like to be employed in our company before applying for a job. The experience was positive, and we recognised the potential of the person during the work trial. They subsequently applied for and secured the job successfully."

    "Other branches of JP Corry have also seen the advantages of work trials and have adopted a similar approach by using the Work Experience Programme provided by the Department for Communities to offer employment opportunities."

    Accessing local help and support

    "Many local organisations have supported us along our journey with work trials. Some employees have completed a qualification in customer service through the NOW Group, providing insight into how disabled people can contribute to a high level of customer service. Disability Action has also been available to advise us when needed."

    "To keep our organisation up-to-date and engaged, our HR team frequently attends employment conferences and training events. This continuous improvement activity along with the good relationships we have built with relevant charities and business support organisations ensures we have the support we need."

    Lessons learned

    "The work trials have benefited the organisation and the staff that we have hired. Some work trials will not always result in longer-term opportunities, but that can be positive as you haven't started formal training or invested significant time and resources into developing an employee who does not fit the job. It is better to discover at the trial stage whether it will work rather than going through a recruitment and onboarding process for it not to work out and needing to go back to the beginning of the recruitment process."

    "Adapting our HR policies and practices to make it easier to recruit and support disabled people has enabled us to reach another talent pool and has enhanced our recruitment strategy. Our Dromore branch has benefited by getting a brilliant recruit who connects and engages with our customers. He brings positive energy to our team, and we have a better focus and understanding."

    Also on this site
    Advantages of employing people with disabilities
    Recruiting people with disabilities
    Case Study
    Stephen Gibson
    Content category
    Employment and skills

    Source URL

    /content/using-work-trials-recruit-people-disabilities-jp-corry

    Links

  • Disability support: Condition Management Programme

    The Condition Management Programme helps those with a health condition manage symptoms to allow progress towards, moving into and staying in employment.

    The Condition Management Programme helps those with a health condition manage symptoms to allow progress towards, move into and stay in employment. The programme is led by healthcare professionals, such as occupational therapists, physiotherapists and mental health nurses.

    The Condition Management Programme (CMP) gives support and advice to help people manage conditions including:

    • arthritic complaints
    • back and neck problems
    • chronic fatigue
    • depression
    • pain
    • stress
    • heart, circulatory and respiratory disorders

    The programme helps to:

    • increase understand health conditions
    • improve day to day functioning for those affected by health conditions
    • increase confidence in those affected by health conditions
    • improve your prospects of returning to work or staying in work

    It offers advice, education and support on:

    • dealing with stress, anxiety, low mood and depression
    • coping with pain and fatigue
    • relaxation techniques
    • communicating with confidence
    • developing a healthier lifestyle
    • exploring potential options that will help you progress towards employment or help you make a successful return to work

    Further information

    If this support is something that you think you or your staff could benefit from see further details, including eligibility and how to apply, on the Condition Management Programme.

    Developed with
    Department for Communities
    Actions
    Health and Social Care Trusts - Condition Management Programme offices
    Content category
    Employment and skills

    Source URL

    /content/disability-support-condition-management-programme

    Links

Skill Up programme: Retrain and upskill your staff

In this guide:

  • Advantages of staff training

    Find out the many benefits that staff training and skills development can bring to your workers and business.

    Developing and implementing effective staff training can benefit your employees and your business. By investing in your staff, even on a small training budget, you can drive down costs to your business and help increase sales and profits.

    What are the benefits of staff training?

    Developing your workforce and improving their skills through training can:

    • increase productivity
    • enable skills development and spread the skills mix across your teams and organisation
    • improve the quality of work
    • establish a clear standard for trained members of staff
    • give staff more responsibility and ownership of their job role
    • reduce faults, waste, or customer complaints with streamlined processes and more competent staff
    • positively affect staff morale and motivation - see lead and motivate your staff
    • reduce staff turnover and absenteeism
    • help your business adapt to change and prepare for growth - see change management and planning business growth
    • give you a competitive advantage over your business rivals - see increase your market share
    • offer development opportunities for your employees
    • help you attract top talent if your business is seen as one that values and invests in their workers - see recruiting staff

    Although staff training is often mandatory for new members of staff, it is just as important to offer ongoing training opportunities for long-term employees. This helps staff realise that there is an opportunity within your organisation to develop, grow, and progress. Staff training develops the skills and capabilities that individuals need for their job and improves the overall efficiency and performance of a business as a whole.

    Developed with
    Department for the Economy
    Actions
    Search for training support
    Also on this site
    Lead and motivate your staff
    Manage staff performance
    Control staff turnover
    Employee engagement
    Content category
    Employment and skills

    Source URL

    /content/advantages-staff-training

    Links

  • How to identify staff training needs

    How to identify a gap between employee knowledge and skills and training requirements using the training needs analysis technique.

    To identify training that matches the specific needs of your staff and business goals you can carry out a training needs analysis.

    What is a training needs analysis?

    Training needs analysis is a method used by businesses to identify training requirements in a cost-efficient way. This process involves evaluating training needs and weighing up training priority areas at all levels within a business. Training needs analysis forms the first step of the training development cycle.

    Training development cycle

    Training development cycle


    What are the stages of training needs analysis?

    There are three key stages of training needs analysis. These steps involve identifying the direction of the organisation, understanding the skills and knowledge of staff through a task analysis, and analysing the individual needs of each employee. These three stages of training needs analysis are explained in more detail below:

    Stage 1: Organisational needs

    This step evaluates the overall training needs in the business. This is where you analyse future skills needs due to changes in products, equipment, technology, and teams, or in response to economic or political factors. Upcoming changes in law or industry standards may also influence the training needs of your business.

    Practical ways of identifying organisational needs are by reviewing documents, and processes, setting up advisory teams, and carrying out a SWOT (strengths, weaknesses, opportunities, and strengths) analysis - see a SWOT analysis example.

    Stage 2: Task analysis

    At this level, you compare the job requirements of your business with existing employee skills and knowledge. This will help you to identify the potential skills gaps. Here you establish how often specific tasks are performed, the level of skill and knowledge required to perform these tasks, and where and how these skills are best acquired.

    Practical ways of carrying out this analysis are to create assessment centres, tests, or practical observations of employees carrying out key tasks.

    Stage 3: Individual needs

    At this stage, you examine the training needs of each employee. This information is most often gathered from performance reviews and appraisal systems. You may seek feedback from employees on their recommendations on how to solve problems that may be hampering their day-to-day job.

    Other practical ways of identifying individual training requirements for your employees are through surveys, questionnaires, interviews, and focus groups. Download our SWOT analysis template with specific staff training questions (DOC, 17K)

    Support to help your business with training needs analysis

    Invest Northern Ireland offers help and advice to local businesses on upskilling their workforce. The training needs analysis workshops give you an insight into the tools and techniques used by learning and development professionals to analyse training needs.

    Training needs analysis tutorial videos

    The embedded video below is an introduction to a tutorial on training needs analysis. You can view the full Invest NI training needs analysis tutorial.

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  • Develop a staff training plan

    How to put staff training into practice once you have identified priority areas for your employees and your business.

    After you have identified the staff training required through training needs analysis, you will want to interpret the results and put your findings into practice.

    Understanding the training needs analysis process

    To effectively implement and deliver the benefits of your training needs analysis, you should consider the following steps:

    1. Link skills requirements to your business goals and strategy

    Embed the results of your training needs analysis within the direction of future training and skills development. This will ensure that you are applying your training budget effectively to the areas within your business that need it most.

    2. Prioritise training needs

    This is when you form the justification for your training budget by identifying how training will meet your business's key performance indicators (KPIs) - see use KPIs to assess business performance. Your initial analysis may have identified the need for staff training in multiple areas, so you will need to prioritise the parts that you will focus on first.

    For example, you might consider if the training can help employees carry out existing tasks more efficiently or to a higher standard, or if it will train staff to take on a new role with increased responsibilities. In short, you need to identify what is most important to your business.

    To help identify priority training courses, you can carry out a training course priority weighting exercise. This is where you weigh up the costs and benefits of a number of training courses to identify the most beneficial one for your business. Download our training course priority weighting template (DOC, 13K).

    3. Find training solutions

    Establish how you will deliver the training whether in-house or through external trainers. Some options include:

    • conferences
    • workshops/seminars
    • e-learning/webinars
    • books/journal
    • coaching or mentoring
    • job shadowing
    • secondment

    See a list of training methods to fit your business.

    You can search our Events Finder for suitable training courses, workshops, webinars, and other business events.

    4. Communicate

    It is important to keep your employees informed of the reasons why they may have to complete certain training. Publish your training needs analysis findings and any associated training plans. Invite feedback from your employees on how they found the training they undertook.

    5. Evaluate

    You should evaluate the training outcomes by demonstrating how the training delivers value for money. Consider naming someone who is responsible for evaluating training (eg a dedicated staff or line manager). Analyse the impact of all training on your employees, business, and productivity.

    You can use a range of tools to give you qualitative and quantitative evaluation feedback. You should attempt to assess the impact of the training on employees by comparing their skills and abilities before and after training completion. The evidence you gather at this stage should be fed back to management as a demonstration of how the training provides a return on investment for the business.

    Most training providers use evaluation methods that fit into the Kirkpatrick Model of Evaluation for Training (PDF, 302K), where example methods are matched to each level of evaluation.

    Support to help your business with training needs analysis

    Invest Northern Ireland offers help and advice to local businesses on upskilling their workforce. The training needs analysis workshops give you an insight into the tools and techniques used by learning and development professionals to analyse training needs.

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  • Training methods to fit your business

    A list of training methods that may be helpful to your business and boost the skills of your staff.

    An outline of some methods your business could use to help train your staff, including their advantages and disadvantages.

    Training method What it involves Advantages Disadvantages
    Coaching By talking through a problem or task with a coach/manager, employees can arrive at a solution or better method of working
    • Cost-effective if done in-house
    • Specific to your business's needs
    • Coach or manager needs to be coached initially
    • Can be time-consuming
    E-learning Employees follow courses online
    • Employees teach themselves at their convenience
    • Low cost
    • Courses tend to be general rather than specific to your business's needs
    Evening classes Training through classes held in the evenings
    • No disruption to employees during working hours
    • May disrupt the work-life balance for staff
    • Employees may resent having to attend classes in the evening and may not turn up
    Workshops A group of employees trains together under the supervision of a trainer - typically involves explanation, examples, trying out the skill or method, reviewing what happens, and considering developments and alternatives
    • Employees practice solving problems
    • Time-consuming - typically takes at least half a day, if not more
    • May be disruptive to your business if many employees attend at the same time
    • Can be expensive if you send numerous employees to workshops
    Study leave

    Employees are given paid leave to attend courses and attain a recognised qualification
    • Both the business and employee benefit
    • Can be a good recruitment incentive
    • Tax relief may be available on the cost, of course,
    • May be difficult to decide who is eligible
    Induction Formal or informal way of helping a new employee to settle down quickly in the job by introducing them to people, the business, processes, etc
    • Great way to help a new employee to get started and understand key organisational processes
    • Can be formal or informal
    • Low cost
    • Focused on new employees and those starting new roles
    • May take up a large part of a manager's time if many new people start at the same time
    Job shadowing One employee observes another employee going about their job
    • Low cost
    • Specific to your business/their role
    • There isn't a chance for hands-on practical experience to be gained
    • This may give a false perspective of the job role depending on the person being shadowed and when the job shadowing is taking place.
    Mentoring A more senior person typically supports an executive or manager or director by providing advice, support, and a forum for discussing problems
    • Provides personal development
    • Low-cost
    • Limited to more senior employees
    • For mentoring to be effective, the personalities and experiences of the mentor and employee need to be complementary
    Networking / seminars
    		Employees attend a seminar on a specific topic - this can be in-house, at an industry event, or organised by a training specialist
    • Useful way of getting a lot of information over to a large audience
    • At industry events and at seminars organised by training specialists, employees can talk to their peers as competitors/partners
    • Employees may be unable to discuss specific problems in front of rivals
    • Retention of information may be low if there is a lot of information to convey to employees
    Distance learning Employees train through courses devised by educational institutions (eg Open University) but are not required to attend traditional classes
    • Increasingly web-based
    • Employees can learn at their convenience
    • Courses tend to be general rather than specific to your business's needs
    Simulation / role-playing Typically employees in a particular department (eg sales) come together to take on roles to help work through possible scenarios (eg customer complaint)
    • Employees learn by doing and are prepared for possible situations at work
    • Specific to your business
    • Can be led by a manager
    • Artificial situations remove the stress and complexities that may occur in a real-life situation
    • There is always room for error when creating a situation in a training environment
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  • Find training courses in Northern Ireland

    What to consider when choosing a suitable training provider and where you can find training courses in Northern Ireland.

    There are many organisations offering training courses throughout Northern Ireland. There are also free online training resources to help you and your staff develop their skills and make your business more competitive.

    Free short-term courses (Skill Up programme)

    The Department for the Economy is supporting free places on a range of fully accredited courses, to help individuals retrain and improve their skills. The courses will be delivered by local universities and Further Education colleges through the Skill Up programme. See Skill Up programme: Retrain and upskill your staff.

    Open University courses

    The Open University has partnered with Invest Northern Ireland to provide local businesses with online training and learning resources to support upskilling in industry.

    The Open University has also partnered with the Department for the Economy to offer a range of free training to help you improve your skills and wellbeing.

    The Open University offers a wide range of online courses.

    Other online courses

    AbilityNet helps people of any age and with any disability to use technology to achieve their goals at home, at work, and in education.

    Alison is a free learning platform for education and skills training. It is a not-for-profit social enterprise dedicated to making it possible for anyone, to study anything, anywhere, at any time, for free online, at any subject level.

    AWS Training & Certification is free to register and offers over 500 free courses to build AWS Cloud Skills.

    BBC Skillswise offers a collection of free videos and downloadable worksheets to help adult learners improve their reading, writing and numeracy skills.

    BT Skills for Tomorrow offers a range of free resources anyone can use to help them stay safe, connected and informed online.

    Carnegie Trust in partnership with CILIP Library Association offers online development materials on leadership and innovation, including transformation, creativity, and innovation, influencing skills and power.

    Class Central offers several thousand free online courses that have been developed by a number of top universities from across the globe, including in ICT and business.

    Class of 2020 offers learning and development materials on upskilling programmes for graduates, including short courses, live webinars, business challenges, and questions and answers.

    Coursera brings together courses and certificates provided online for free by a variety of universities and companies. The main focus is on science, technology, engineering and mathematics, with additional material in other areas also available.

    CoursesOnline provides a huge range of training courses from the UK's leading educational providers. There are many courses to choose from, including business, IT, accountancy, human resources, marketing and many more.

    Google Digital Garage offers over 40 hours worth of training to get the digital skills you need to start your career or grow your business.

    Invest NI offers a wide range of tools and business tutorials to support improvements in business processes and growth. The training needs analysis workshops also give you an insight into the tools and techniques used by learning and development professionals to analyse training needs.

    Khan Academy offers practice exercises, instructional videos, and a personalized learning dashboard that let learners study at their own pace in and outside of the classroom, offering mathematics, science, computer programming, history, art history, economics, and more.

    Learn My Way is a website of free online courses, built by Good Things Foundation to help people develop their digital skills.

    Oxford Home Study College offers a range of fully certified provision including cybersecurity, digital marketing, life coaching, and planning.

    Training Matchmaker offers a range of free short courses, based online or across Northern Ireland, in a wide range of technical and vocational areas.

    Business Events Finder

    You can also search our Events Finder for business-related training, workshops, conferences and webinars from a variety of organisations.

    Choosing a training provider: what to consider

    When deciding who to select for your training provider, you should consider:

    • Does the trainer understand your business? Is their experience relevant to your sector?
    • Is the training at the right level, is it tailored to your business, as opposed to being a generic course?
    • Do the logistics of the training satisfy you? Is it hosted online or held at an appropriate venue, at the right times and dates that suit your schedule?
    • Is the trainer or training business linked to any associations that can recommend them?
    • Could you speak to other clients who have undergone the training?

    It is likely that there will be a number of suppliers offering possible courses. You should investigate each one thoroughly to ensure they meet your requirements before going ahead.

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  • Skill Up programme: Retrain and upskill your staff

    Find free training opportunities to help develop the skills of your staff through the fully funded Skill Up programme.

    Skill Up offers opportunities for businesses to retrain and upskill their staff by taking advantage of a range of free accredited courses. The training will be delivered by the local further and higher education providers in Northern Ireland.

    Opportunities are available from entry to postgraduate levels, focusing on skills identified by industry, linked to priority economic areas, including:

    • green skills
    • software
    • advanced manufacturing
    • childcare
    • health and social care
    • hospitality
    • transversal skills

    Training courses available for 2024-25

    If you are interested in the training courses available from local colleges and universities for the 2024-25 academic year, visit the provider’s website.

    Queen’s University Belfast

    Further information and details on how to apply for Queen's University Skill Up courses.

    Ulster University

    Further information and details on how to apply to the Ulster University Skill Up courses.

    St Mary's University College

    Further information and details on how to apply to the St Mary's University College course.

    Stranmillis University College

    Further information and details on how to apply to the Stranmillis University College courses.

    North West Regional College

    Further information and details on how to apply to the North West Regional College's Skill Up courses.

    Belfast Metropolitan College

    Further information and details on how to apply to the Belfast Met Skill Up courses.

    Northern Regional College

    Further information and details on how to apply to the Northern Regional College's Skill Up courses.

    Southern Regional College

    Further information and details on how to apply to the Southern Regional College's Skill Up courses.

    South Eastern Regional College

    Further information and details on how to apply to the South Eastern Regional College's Skill Up courses.

    South West College

    Further information and details on how to apply to the South West College's Skill Up courses.

    The Open University

    Applications for Open University Skill Up courses closed at midday on Thursday 12 September 2024.

    Find further information on the Open University Skill Up courses.

    Full list of Skill Up courses

    For a breakdown of Skill Up courses available across the organisations, see Skill Up.

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  • Gain training recognition

    How to get recognition and reward for your training efforts through Investors in People and various business awards.

    Being recognised as an organisation that invests in its people through training and development can impress prospective customers, suppliers, and new recruits.

    Investors in People

    If you are seeking recognition for your training efforts and effective engagement with staff, you should consider applying for the Investors in People Awards. Investors in People is a management standard for high performance through people. The prestigious accreditation is recognised across the world as a mark of excellence.

    Read more on Investors in People: the Standard for people management.

    Recognition through business awards

    Business awards run by various organisations and local councils usually have award categories that recognise the efforts of employers to train, develop and look after their staff. You may find it beneficial to apply for business awards in order to have your training efforts recognised and rewarded.

    Find business awards

    You can find business awards by checking our business news section or business support finder.

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  • Sector-specific skills and training in Northern Ireland

    Where to find staff training and skills development specifically tailored to your business sector.

    There are several sources of sector-specific advice on skills development for employees working in a particular industry. Employers can also get involved in helping to influence how training is adapted to match the needs of their industries.

    Sectoral partnerships

    The purpose of sectoral partnerships is to review and develop the content of all youth traineeship and apprenticeship frameworks from level 2 to level 8 to ensure that all those involved in training are industry-ready.

    There are 15 sectoral partnerships that have been established so far, including:

    • Advanced Manufacturing and Engineering
    • Agri-Food Manufacturing
    • Built Environment
    • Finance and Accounting
    • Hair and Beauty
    • Health and Social Care
    • Hospitality and Tourism
    • ICT
    • Life and Health Services
    • Sales and Marketing
    • Business and Administration
    • Childcare and Youth Work
    • Civil Engineering
    • Creative and Cultural
    • Motor Vehicle

    Employers are encouraged to become involved in sectoral partnerships to ensure apprentices and trainees are getting high-quality training that provides them with the right skills for a career in their chosen industry.

    Read more on sectoral partnerships.

    Sector Training Councils (STCs)

    Sector Training Councils are independent employer representative bodies in Northern Ireland. Their role is to:

    • articulate the skills, education, and training needs of their sectors in the short and long term
    • advise on training standards required for their sectors
    • work with the Department for the Economy (DfE), employers, and industry trade bodies to ensure that training needs and standards are met

    You can find out more about individual Sector Training Councils at the links below:

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  • Staff training

    Developing a staff training plan - Grants Electrical Services (video)

    Grants Electrical Services, based in Mallusk, explain how they identify staff training needs and put training plans in place to develop staff skills.

    Grants Electrical Services Ltd (GES), based in Mallusk, is an electrical and mechanical engineering company. They sell industrial engineering applications to customers throughout the UK and Europe. GES employs approximately 90 staff who specialise in various aspects of niche engineering.

    Rachel Doherty explains the approach that GES took to identify staff training needs and develop employee skills. She describes how following a formal analysis process they went on to fill gaps in both staff knowledge and skills. This has helped to contribute to the company's growth. Rachel also highlights how GES has developed bespoke in-house leadership and management training that has won industry awards.

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Get help to review your equality-related workplace policies

In this guide:

  • What is an equality plan?

    Your equality plan allows you to integrate equality into your performance management system and corporate planning processes.

    An equality plan outlines how your company's equality and diversity policy will be implemented.

    Your equality and diversity policy should explain your business' stance on diversity and set out the legal rights and obligations of your staff. It is your promise to treat all employees, and potential employees, fairly and considerately.

    See equality and diversity workplace policies.

    Your equality plan allows you to integrate equality into your performance management system, quality initiatives, and corporate planning processes.

    You may draft an equality plan that focuses on one particular protected equality ground (such as racial group, sex, or disability) or, alternatively, on two or more grounds, or, to take a fully integrated approach, on all of the protected equality grounds.

    Equality plan templates

    The Equality Commission has published two template equality plans that may assist you in drafting your own:

    The Equality Commission can provide further assistance on request, such as where you may wish to develop an equality plan that focuses on any other specific equality ground (such as sex or disability).

    Equality plans can also be used to develop plans to promote affirmative and positive action where this is deemed appropriate.

    Equality plan sample template

    The Equality Commission supports businesses to promote good equality practice and can help you to develop an equality plan for your business.

    It has developed a sample equality plan document that you can download and customise for your own needs.

    Download the Equality Commission's sample employment equality plan (DOC, 151K).

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  • Advantages of workplace equality plans

    Developing a workplace equality plan can bring a number of benefits to your business.

    Having an effective equality plan in place will enable you to coordinate all equality-related work throughout your business. In addition, it will allow you to prepare for upcoming developments in legislation and best practice.

    Advantages of having an equality plan

    Developing a workplace equality plan can produce a number of business benefits.

    It can help you:

    • identify gaps and potential problem areas in your business
    • raise awareness of your business's commitment to equality
    • demonstrate actions undertaken to avoid discrimination in case of tribunal proceedings
    • carry out equality training and awareness with employees
    • access private investment, public procurement, and funding where commitment to equality of opportunity may be an eligibility factor

    Your equality plan will also ensure that you revise your other employment policies eg bullying and harassment and redundancy policies, to ensure they also comply with equality standards.

    Developing an equality plan with the Equality Commission

    You can receive support from the Equality Commission to develop an equality plan for your business.

    By accessing this support, you will also avail of their full range of speciality knowledge, training, guidance, and support and you will be able to work with Equality Commission staff to develop examples of good practice which could be promoted on the Equality Commission website. See equality plans.

    Business benefits of an equality plan

    Watch the video below of Paul Oakes, Manager of the Advisory Services Team at the Equality Commission for Northern Ireland, who explains how a business can benefit from developing an equality plan.

    Paul also details the four steps a business should take when implementing an equality plan and explains how the Equality Commission for Northern Ireland can provide various means of support to businesses.

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  • How to develop an equality plan

    Practical steps to develop a workplace equality plan tailored to the specific needs of your business.

    The Equality Commission can help you develop a workplace equality plan that will be tailored to the specific needs of your business.

    Your equality plan should provide you with a practical and manageable framework for undertaking all equality work within your business.

    Equality planning will also help you to assess what further work you need to undertake to promote good practice and it may also show areas where you need to ensure you meet legal requirements.

    Step 1: Review your existing equality practices

    When starting to develop your equality plan, you should first review your current employment practices against the Equality Commission's equality indicators. You can find these in the Equality Commission's template equality plan (DOC, 151K).

    Reviewing your employment practices will help you determine the extent to which your workplace policies meet current equality legislation requirements and best practices.

    You can then develop an equality plan outlining the actions you intend to take to remedy any areas of non-compliance.

    Step 2: Draw up an equality plan

    Your workplace equality plan should include:

    • an outline of how your equality and diversity policy will be implemented - including set dates, how these will be implemented, and by whom
    • a flexible structure that can be tailored to your specific needs
    • a review of your other employment policies eg recruitment and selection, redundancy, bullying, and harassment
    • a way of integrating equality into performance management systems, quality initiatives, and corporate planning processes
    • how you will evaluate your success and how and when you will review the overall working of your equality policy
    • an ongoing equality training plan for all staff

    Step 3: Train staff and promote equality across the workplace

    You should establish equality awareness training within your business to support your workplace equality plan. Staff at all levels should be involved in this training.

    New employees should receive equal opportunity awareness training as part of their induction process. See preparing for an induction.

    The training should show your commitment to the promotion of equality of opportunity and the effective implementation of your equality plan.

    Equality training should be ongoing, with an annual update for all employees. See staff training.

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  • Equality monitoring and review of your business

    Monitoring can help you to identify equality issues or problems that affect your employees.

    A critical stage in delivering equality in the workplace is to monitor the effectiveness of your equality policy and plan to ensure they are both working in practice.

    Monitoring demonstrates your commitment to promoting equality within your business. It can also help you identify equality issues or problems that affect your employees and can help you implement solutions such as alternative policies or practices.

    What does equality monitoring involve?

    Equality monitoring involves gathering individual information from potential and existing employees at certain times and then comparing and analysing this against other groups of employees in your business or the broader workforce.

    You should only collect information that you are going to use.

    Ask job applicants for monitoring data on a sheet that can be detached from their application form so that the information can be kept separate from the selection process. It should be made clear that this information will only be used for equality monitoring and not in the short-listing process.

    Download a sample monitoring questionnaire for job applicants (DOC, 13K).

    To obtain an accurate view of your business you will also need to monitor the existing workforce. Explain your reasons for equality monitoring and make it clear you are only trying to ensure that every employee has the same access to training, promotion, and other opportunities.

    Take action on equality processes

    If you find some of your equality processes aren't working, you should find out why and take action.

    For example, if you find your business is not attracting the number of jobseekers you might expect, you should look at your recruitment and selection procedures. Is one group benefiting at the expense of another?

    If it is shown that this is the case, you should take affirmative or positive action, such as:

    • encourage more people to apply for posts by considering job-sharing and part-time working
    • advertise widely to attract a diverse workforce
    • offer work experience opportunities or mentoring for students

    For more information on the equality monitoring process, see the Equality Commission guidance on monitoring.

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  • Get help to review your equality-related workplace policies

    How to access help and advice from the Equality Commission for Northern Ireland to develop and improve workplace equality policies.

    The Equality Commission for Northern Ireland offers employers free and confidential help to review and get the most from their workplace equality policies.

    With many employees taking steps to return to the workplace after months spent working from home, now may be the time to think about reviewing your workplace policies such as those relating to:

    • equal opportunities
    • harassment
    • recruitment and selection
    • pregnancy and maternity
    • menopause
    • flexible working and others

    You may even be considering introducing a customer service policy, particularly taking into account those customers and clients with disabilities.

    If you’ve made a commitment to equality and diversity in your business, the Equality Commission may be able to help you review your equality policies and provide a free and confidential service to businesses. Many businesses have already made use of this service and some have also availed of free training from the Equality Commission.

    How do I make use of the Equality Commission service?

    If your business is interested in reviewing its equality-related workplace policies you can contact Paul Oakes, Equality Commission's Advisory Services Team Manager, by emailing poakes@equalityni.org.

    Find out about the support available for employers and service providers from the Equality Commission.

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  • Implement an equality plan

    Creating and updating workplace policies to focus on diversity and inclusion - Greiner Packaging Ltd

    Maeve Turbitt, People & Culture Generalist, explains how Greiner Packaging has reviewed existing workplace policies and developed new ones focusing on equality and diversity with the help of the Equality Commission.

    Greiner Packaging Limited is a plastic packaging manufacturer and provider of customised packaging solutions specialising in technologies such as thermoforming, injection moulding, and extrusion. Their customer portfolio includes Nestle, Premier Foods, Yeo Valley, and Dale Farm. Based in Dungannon, Co. Tyrone, the organisation is one of four divisions of the Greiner Group, with headquarters in Austria.

    Maeve Turbitt, People & Culture Generalist, explains how Greiner Packaging has reviewed existing workplace policies and developed new ones focusing on equality and diversity with the help of the Equality Commission.

    “Greiner Packaging has a wide range of workplace policies currently in place that help colleagues understand what is expected of them when working for and representing Greiner. We have over 30 workplace policies that all colleagues are aware of and can consult at any time through the company handbook. We also have policies that relate specifically to equality and diversity in the workplace including our equal opportunities policy and positive work environment policy.”

    “We have developed our workplace policies so that colleagues know how they are expected to behave whilst working for and representing Greiner. These policies also ensure we as employers are fair and consistent in our approach to all our people. This process delivers an open and transparent atmosphere, helps us retain staff, and attract the right people to come to work for us.”

    Delivering diversity and inclusion through our workplace policies

    “We have previously worked with the Equality Commission after attending a number of their employer training events and so became aware of the service they offer to Northern Ireland employers in helping them to review their workplace policies from an equality point of view.”

    “We then worked with the Equality Commission to review our equal opportunities policy and positive working environment policy. The Equality Commission helped us to rewrite our policies to ensure that as an organisation, we are committed to creating a friendly and harmonious working environment - free from harassment and bullying and treating every colleague with respect and dignity.”

    “After reviewing and rewriting our policies, we reissued them to all our people along with a new code of conduct. This commitment clearly outlines to our workforce our dedication to diversity and inclusion right across the organisation.”

    “In conjunction with the Equality Commission, we also delivered training sessions to all our colleagues on diversity and inclusion. We hosted these training sessions both virtually and face-to-face to enable us to reach and educate our entire workforce of over 300 people.”

    “By reviewing our workplace policies and having a commitment to delivering diversity and inclusion, it ensures that we provide equal opportunities to all job applicants and helps us to promote a respectful and harmonious working environment for everyone. We have also identified the need to provide a mechanism for workers who believe they have been discriminated against to enable them to raise any matters sensitively through the appropriate procedure.”

    Our plans to introduce new workplace policies

    “We plan to take a look at introducing a number of new workplace policies that will help support colleagues that are affected by symptoms of menopause. We have just begun this process by looking at the guidance available from the Equality Commission and the Labour Relations Agency. We have also attended one of their joint webinars on the subject of menopause in the workplace. This engagement will help give us the foundation we need to take the steps required to introduce a menopause policy to our organisation.”

    “Greiner Packaging has also identified the heartache and stress that miscarriage can bring. We also plan to introduce a workplace policy on miscarriage that will help give any colleague affected by miscarriage the time, space, and support they need during such a traumatic time.”

    Find out how the Equality Commission can help your business review its equality related workplace policies.

    Case Study
    Maeve Turbitt
    Content category
    Employment and skills

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Menopause in the workplace

In this guide:

  • Menstruation and menstrual health support in the workplace

    Practical steps employers can take to provide support around menstrual health-related symptoms and conditions in the workplace.

    By offering appropriate support around menstrual health-related symptoms and conditions in the workplace, employers can enable employees to work at their best, minimise absence and prevent the loss of key talent.

    Steps for workplace menstruation and menstrual health support

    Build an open and inclusive culture

    Employers must develop a workplace culture that encourages open conversations and psychologically supportive conditions. Employees working in such an environment are more likely to talk about menstrual health-related symptoms and conditions, as well as specific physical or mental health symptoms, or ask for adjustments to enable them to continue working without fearing criticism, ridicule, or discrimination.

    Staff should feel able to talk and be comfortable approaching colleagues and human resources with the knowledge they will be listened to and receive appropriate support and understanding.

    Raise awareness and end the taboos and stigma

    There are several ways an employer can raise menstrual health awareness in the workplace, including:

    • Gain buy-in and support from senior managers. This commitment helps to foster positive attitudes towards menstruation and menstrual health conditions.
    • Provide facilities where employees can access menstrual products.
    • Establish a staff network supported by allies where people can meet to discuss issues, and challenges and share experiences.
    • Acknowledge menstrual health as a normal life experience in wellness discussions or blogs.
    • Promote and engage with specific days or weeks for dedicated menstrual health issues.
    • Consider developing a menstruation and menstrual health policy and ensure employees know about it and can easily access it.

    Provide training and support for line managers

    Tailored training for line managers on menstrual health will ensure they are confident and comfortable discussing it in the workplace. They will also better understand the impact on those employees with ongoing menstrual health conditions and how challenges should be addressed sensitively and confidentially.

    Ensure line managers are trained to support all employees based on individual needs and know where to go for further information or support, for example, human resources, health and safety, occupational health, and external providers.

    Managers should be alert to and act swiftly to address inappropriate jokes, remarks, or banter on menstruation and menstrual health in the workplace.

    Employers should respect that menstrual health is a private matter for some employees, even as they strive to normalise it as a topic of conversation in the workplace.

    Practical support and workplace policies

    In many cases, menstruation will be self-managed by the employee privately without needing workplace support. However, there are ways in which an employer can make the workplace supportive. These include:

    • access to well-maintained toilets, washrooms or changing facilities
    • provide easy and free or subsidised access to menstrual products as well as hygienic disposal in all toilets and changing facilities
    • provide fresh drinking water and facilities to make hot drinks
    • consult with employees on uniform design
    • have a spare supply of uniforms, of diverse sizes
    • ensure suitable rest breaks between shifts
    • offer flexible working arrangements, including location and tasks
    • review risk assessment, where these are deemed necessary
    • introduce workplace menstruation champions with relevant training and resources
    • offer access to a quiet space for short breaks, if needed, during the working day
    • staff health and wellbeing surveys to include menstrual health to ensure workplace needs are being met
    • implement a menstruation and menstrual health policy with input from employees and, where applicable, workplace representatives
    • cross reference the menstruation and menstrual health policy with other relevant workplace policies, such as those relating to health and wellbeing, menopause transition, sickness absence, performance management, and flexible working to ensure a fair and consistent approach

    Performance and absence management

    It is important to avoid assuming that an employee's performance may be affected by their menstrual health or symptoms. However, it is worth acknowledging that women may experience a range of uncomfortable symptoms that can be challenging, particularly while at work. Performance management should focus on supporting employees to perform their best, including addressing any underlying health issues.

    Absence management policies that include trigger points are likely to be of concern to employees with long-term menstrual health conditions. A flexible and individualised approach can prevent presenteeism and avoid unfairly penalising employees with ongoing menstrual health conditions.

    Monitor and review

    You should monitor and review the effectiveness of workplace policies and procedures to ensure they are aligned with other relevant policies, remain fit for purpose, and are communicated to all line managers and staff.

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  • Menopause in the workplace

    Why employers should address menopause in the workplace and how to support staff affected by menopausal symptoms.

    The menopause is a natural stage of life that is usually experienced by women between 45 and 55 years of age. However, some women can experience the menopause before 40 years of age.

    Why should employers consider menopause in the workplace?

    Most women will experience menopausal symptoms. However, it can affect people differently, and no two people will experience it in the same way. Some of these symptoms, which may be physical, psychological, emotional, and cognitive can be quite severe and have a significant impact on everyday activities.

    Employers have a legal duty of care to their employees under health and safety law and must ensure menopausal symptoms are not made worse by workplace conditions and/or work practices. Employers must also make reasonable adjustments to help employees manage their symptoms when doing their job. See employers’ health and safety responsibilities.

    Statutory equality law does not expressly provide protection for menopause, but as menopause is a female condition, any detrimental treatment of a woman related to menopause could represent direct or indirect sex discrimination. If a woman experiences serious symptoms from the menopause transition that amount to a mental or physical impairment, which has a substantial and long-term adverse effect on her ability to carry out day-to-day activities, this could be classed as a disability under the Disability Discrimination Act 1995 (as amended for Northern Ireland). Failure to make reasonable adjustments could lead to a discrimination claim. See prevent discrimination and value diversity.

    It also makes good business sense to try to understand and accommodate the needs of staff experiencing menopausal symptoms. An employer who does this is likely to gain greater staff loyalty, lower absenteeism rates, and higher productivity. It will also help you retain valuable talent.

    Recognise and address menopause as a workplace issue

    There are a number of actions that you can take to support employees affected by menopause. These have been outlined below.

    Review current employment policies and procedures

    To determine if there are adjustments you could make to support staff experiencing menopausal symptoms. Developing a workplace wellbeing policy that recognises menopause and actively involves staff in the development process is a good starting point.

    Risk assessment

    Carry out a risk assessment that considers the specific needs of menopausal women. This will fulfil your legal responsibility for health and safety and also ensure an employee’s symptoms aren’t being exacerbated by their job. See health and safety risk assessment.

    Raise menopause awareness

    Break the stigma by raising awareness of menopause within the workplace which will encourage openness in challenging negative and stereotypical attitudes. Information and education about menopause should be included as part of the organisation’s diversity and inclusion training for the whole workforce.

    Communication

    Have regular and informal one-to-one meetings with staff as this can provide the opportunity for someone to raise changes in their health situation including menopause. Employers should communicate their positive attitude towards menopause so that all employees know that their employer is supportive of the issue.

    Access to support and guidance

    Sometimes staff may find it difficult to know where to start to find information and advice on menopause so consider providing your staff with access to trusted online resources on the topic. You could make this available through a dedicated company intranet page with signposts to trusted external expertise and guidance.

    Support from senior management

    Get buy-in and support from senior management in your organisation. This will help raise awareness and develop positive attitudes towards the menopause. Senior management support can also facilitate an open, inclusive, and supportive culture.

    Identify appropriate adjustments

    Some adjustments you could make would be considering shift patterns, offering flexible working, making sanitary products available in washrooms, or having temperature-controlled areas. Remember that each individual can be affected differently so you should always tailor any adjustments to an individual’s specific needs.

    Training

    Provide line managers with effective training so they have a broad understanding of menopause and the reasons why this is an important workplace issue. Line managers need to be confident as well as competent in having sensitive conversations to support staff experiencing menopausal symptoms. Knowing risk assessments and practical adjustments can be helpful. Extending training to all staff can help raise menopause awareness across the organisation.

    Performance management

    There should never be assumptions about how an individual’s performance has been impacted but it should be recognised that women can experience a wide range of uncomfortable symptoms that can pose a challenge to their daily lives including at work. Performance management should be a positive process and the focus must be on the support needed to help everyone perform to the best of their ability, including taking on board any underlying health issues.

    Menopause guidance for employers

    The Irish Congress of Trade Unions, the Equality Commission for Northern Ireland, and the Labour Relations Agency have produced guidance for employers, employees, and trade union representatives to help promote equality in employment for women affected by menopause.

    The guidance includes:

    • information on menopause in terms of staff health and safety
    • equality considerations for employers
    • checklist to help employers examine if current policies and procedures meet the needs of women with menopausal symptoms
    • best practice examples from local organisations implementing menopause policies
    • tribunal decisions related to menopause
    • links to further advice and guidance

    Download Promoting Equality in Employment for Women Affected by Menopause (PDF, 1.46MB).

    The Chartered Institute of Personnel and Development (CIPD) also has guidance on the menopause at work: guide for people professionals and menopause at work: guide for people managers.

    The Equality and Human Rights Commission (EHRC) has published menopause in the workplace: guidance for employers.

    Developed with
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    Help
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    Promoting Equality in Employment for Women Affected by Menopause (PDF, 1.46MB)
    Menopause at work | CIPD
    Menopause knowledge hub | Menopause NI
    Understanding menopause and menstrual health | British Standards Institute guid…
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    Prevent discrimination and value diversity
    Employing and supporting older workers
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