SERVICES

'GRASS ROOTS'* RISK REDUCTION SERVICE

It is generally accepted that the provision of social housing and accommodation services will incur risks to any organisation undertaking this responsibility. 

 

As you may have realised, GSC are passionate about reducing the various risks being experienced by our clients, their residents, visitors and stakeholders.  

 

Using our 'Grass Roots' Risk Reduction Service, we act as a weather barometer by identifying existing and potential storms (risks), recommending specific action plans (to lower these risks) and provide training, if requested, to reduce further the negative effect on your organisation.

 

This service is tailored for each individual client to make sure that their own specific requirements are fulfilled.  

 

GSC add value and an ongoing return on your investment.  Our Service is certainly 'Value for Money' and enhances your current 'Best Practice' Standards.

 

Our complimentary consultation with you provides us both the opportunity to consider the housing related activities carried out by both GSC and yourselves and of course highlights the many benefits you will experience.

Together we can change the dark risk clouds into acceptable white ones

*Why 'Grass Roots'?  Please see the 'Home' page for understanding of why GSC has used this term.

As well as the Risk Reduction Service provided, additional services are offered to existing clients.  These will enhance the Report recommendations and enable the client to maximise the benefits in reducing risk in their organisation.

RISK REDUCTION STAFF TRAINING

It is important that any decisions relating to changes in organisational processes, need to be 'funnelled down' to the staff to implement these changes.

 

GSC have experienced the difficulty with the implementation of such changes if staff are not provided with training.  This is especially true with regard to risk and insurance related areas.  Often the reasons for change, whether they are large or small, are not explained to those who are required to alter their current processes.  It has been found to be very beneficial to organise training sessions, each session lasts for normally two to three hours.

Training organised by GSC for one organisation included 12 sessions and 117 staff attending - from all  service levels (caretaking, surveyors, estate inspectors, contact centre, voids, housing officers, managers etc.).  Below are a few of the comments from these attendees :

 

  • How much it costs us as an organisation and for all staff to be more vigilant and report any H & S issues or defects
  • More insight on insurance and prevention of claims
  • Better understanding of insurance claims and our responsibilities
  • A greater understanding of insurance and the role it plays in HiH
  • How to detect insurance/reduce insurance claims
  • Better understanding of how estate inspections can impact on claims
  • An overview of how Insurance impacts our job

As you notice from the above feedback, the training was certainly a success.  Staff were able to carry out their respective roles with a better understanding of how their role relates to other teams and the organisation as a whole.  The beneficial effect was obvious and after allowing time for the new ways of working to embed, it was far easier to defend claims successfully and thus reduce financial outlay in this regard; from tens of thousands of pounds to a few thousand pounds.

ORGANISATIONAL PROCESSES

Every organisation has processes that in theory enable staff to carry out their duties effectively.  GSC knows from experience however, that from the very first day of employment, it is often the case that the ‘induction’ for the specific role lacks direction.  As a result, it is often the case that the new employee is presented with very little assistance as to the specific system used and ways of working.  This situation automatically reduces the effectiveness of the new member of staff until they become conversant with these areas resulting in a relatively ineffective working period of time for the organisation.  

 

Another example of where the lack of process direction affects the business is when staff are absent from work for example on holiday or sickness absence.  Other staff including temporary, secondment or contractor are expected to cover this absence.  This is made more difficult if they are unfamiliar with the processes used as mentioned above.  

 

The question is asked then, how can staff in the examples above  as the expression states 'hit the ground running' when they have received inadequate induction or training and no 'accessible working process instructions'?  

 

GSC offers a practical solution which reduces and in most cases resolves the problems mentioned above.

MEETING ARRANGING AND MINUTE TAKING TRAINING

Meeting arrangements of  all sizes are common and it is important, for many of these, that an accurate record of the discussion is kept.

 

It is not just the actual listening and recording what is said that defines 'minute taking'.  The role has more responsibilities such as liaison with the Chair and any main participants, organising an Agenda and any handouts to be used.  It is also important to know the kind of meeting, formal or informal and what kind of minutes are required by the Chair.

 

This sounds simple but too often the staff appointed to carry out this important role have received no training and there are no set process.   Unfortunately, experience has shown that meeting arranging and minute taking is often a very much ‘hit and miss affair’ on such an important activity.

 

GSC cover all the aspects of arranging, minute taking, distribution of documentation before and after the meeting, alternative ways to record the meeting dialogue, discussion with the meeting Chair person as well as the Chair's responsibility.

 

GSC can also, if required, provide a 'Minute Taking Reference Handbook' for the training attendees.

RESEARCH AND REPORT WRITING

Have you ever been responsible for writing a report relating to a specific project or subject for example provision of staff refreshments and renewal of equipment contract?  In order to carry out the brief, it would be necessary to gather information from a variety of sources covering all aspects to be considered.  This data would then be written into a report for discussion and decision. Depending on the project brief, this can be time consuming.  

 

Help is at hand by using our 'Research and Report Writing' Service.  On receipt of a specific brief from management, GSC will approach the relevant internal and external sources to obtain information.  

 

Consultation as agreed will take place with client as and when required to ensure there has been no changes to the original brief.

 

A  Report will be provided (paper,  electronic, CD etc.) to the client to enable them to progress the issue as required.

PERSONAL STAFF WELL-BEING SESSIONS 

Individual staff members are very important to any organisation.  It is therefore vital that their welfare is paramount in order to ensure they continue to enjoy their role and in fact, coming to work!  

 

There are, of course, recognised 'standards' provided by the Health and Safety Executive and it is important to ensure that these are met for both the organisation and every member of staff.  This can certainly be a challenge, nevertheless it is necessary.

 

GSC's 'Well-Being' service compliments any current existing staff assistance and works alongside the human resources responsibilities and those passed to occupational health.  We can provide confidential 'well-being' sessions to staff relating to issues individually being experienced.  An independent 'listening ear' combined with practical advice enables the person to move forward with confidence.  

 

A successful organisation who is fortunate to have a happy workforce can certainly be an asset in today's fast paced world for both an organisation and their employees.As stated by Deloitte  "Not only are happiness and contentment key to efficiency and effectiveness (...) they are also key retainers of talent for organisations."  (Deloitte, (2014) Global Human Capital Trends.  Available from www.deloitte.co.uk)

 

As with our other services, GSC has specific insurance cover for this service.

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