Easing back into work mode

The New Year is a great time to reconnect, refocus and declutter. Picture / Getty Images

There are ways to ease a team successfully back into work mode after the holidays, writes Raewyn Court

Returning to work in January after long, lazy days at the beach can be a shock to the system, but there are ways to ensure "restart shock" is minimised and everyone gets off to a great start.

After a brief easing-in period, Frog Recruitment's leader Jane Kennelly and her team tackle the new working year with gusto and great planning.

"As a team who enjoys each other's company, the first few weeks are about having wide-ranging conversations and getting ducks in rows," says Kennelly. "As we 'ease our way' back into the chaos, we all know the respite will be short-lived. It might sound cliche, but this is the perfect time for open discussion about what worked well, what should be dropped and any new ideas that should be tested."

Kennelly notes that by the very nature of their work, the team at Frog is highly verbal, "aka chatty," she says, laughing, "so our conversations are integral to settling back into the year".

Early in the year, the Frog team typically heads home earlier than usual to make the most of the traditionally quieter business time.

"And it is highly likely that we will observe how wonderful the traffic is, more than once!"

Kennelly says each year there is a determined focus on getting rid of all the "stuff" that has gathered over the previous year.

"Old computer equipment is collected, magazines are recycled, and unclaimed items disappear. There's something very satisfying about physically clearing the decks and making way for the year ahead."

Once settled in, the serious business of planning for the new work year begins. Frog's first official monthly company meeting is when the entire team is back in the last week of January. Kennelly says there is a very structured approach for the meeting which falls into three parts:

● The "rear vision" view — of financial results, group KPIs, achievement to budget for the previous six months, quarter and month. "Information is power" as far as Frog is concerned, so they're transparent about results and discuss them fully.

● Looking ahead — Frog identifies what is coming up so that all are informed. In an environment that works at pace, the team feels energised by the forward momentum created. The annual communications plan is brought to life, company events are diarised and social community activity is agreed.

● Revisiting internal meeting schedules — the company ensures these still work for everyone. Because they keep meetings to a minimum, this check is essential for smooth communication. "As an environment that fosters flexible working, it's crucial that changes are noted and catered for."

The weekly sales meeting jumps into gear virtually immediately, says Kennelly. "Typically, the agenda format is redesigned, stemming from the need to keep it fresh, upbeat and useful. Video content features in every meeting, as do specific sales solutions suggestions and key messaging.

A sales training refresher is booked for February with an external trainer, and Kennelly says this is part of the kickstart ritual to enable consultants to keep their skills relevant and their dialogue pithy.

And social time is not ignored, with the first function being booked for February.

Given that "structure creates liberty", Frog are great fans of setting up the year strongly from the outset. They employ a range of tools to direct activity which include tracker meetings, key accounts plans, an annual communication plan and community activity. Their "Innovation Hub" explains its focus for the first half year. "This receives a lot of attention because by nature and culture we are a curious bunch," says Kennelly. "We really get a kick out of checking out the trends, investigating tools and being able to articulate what's heading our way on the innovation overpass."

With a reputation for original thinking and innovation, Frog finds the new working year to be the perfect time to download all the marketing and development ideas that have popped up over the break because it's then they flow more freely. "They are put on a list, kicked around, pondered and actioned or, maybe, put on the 'B' List."

In 2017, Frog experimented with new attraction techniques to achieve greater cut-through. Kennelly says an example of one initiative that started as a feel-good campaign resulted in a national talent community of more than 600,000 career seekers being built over 18 months. "In our talent market, this was mindbogglingly amazing."

Formal "Individual Success Management" meetings occur in January.
"Originally scheduled for December, they have proved far more meaningful when conducted in the first weeks of the new year," says Kennelly. "This is a chance to talk about the previous year from an individual, non-financial perspective. The purpose is to develop an agreed, individual development plan for both the company and the individual."

The twice-yearly meetings cover what is liked and enjoyed, obstacles to success, what's worked well, what needs to be improved, special projects, identification of training needs, course registration and personal development. Kennelly says it is an excellent forum for general reflection.

"But rather than wait for a formal session to roll around, discussions happen when they need to and are welcome."

Kennelly says successes throughout the year are celebrated and rewarded with gusto. Weekly successes are highlighted within the sales meeting by everyone, and top performance is showcased and congratulated at monthly company meetings.

Kennelly adds that a good old-fashioned morning tea, cocktails up the road and company dinners bring extra elements of shared success in a high-performance environment. "And nothing beats a personal, handwritten card in the mail at home."