Give HR a voice

Why is it important

HR is one of those departments traditionally contacted only when things go wrong, or when bureaucracy and red tape beckon.

The HR function has long been seen as a passive one, its opinions indistinguishable from those of the organisation as a whole.

But times are changing, and a younger generation of HR professionals looks set to take the discipline centre-stage, while at the same time banishing the 'personnel' tag to the history books.

Get a voice

The key to this development is the voice of HR - it needs to be heard. It needs to be strong, consistent and knowledgeable. Now more than ever, the good HR professional will know what's going on in the organisation - and not just from an HR perspective.

You need to be clear and confident about what you and your HR team are contributing to the business. Without you, none of those cocky sales people would be in a position to sell. Nor would those Gordon Gekkos on the board be making any decisions without you keeping their day-to-day working life as comfortable as possible.

So don't let anyone tell you that you are a drain on company resources, or dispensable. Your opinion is as valid as anyone's.

Get over the barriers

One of the barriers to the HR voice being heard is the widespread lack of HR representation on the board of directors. While we wait for this to change, as it eventually will, it is imperative that the head of the HR department be seen - and heard - to participate in the strategic decision-making process. And this includes standing up and taking it on the chin when decisions prove less than popular.

You must be mentally tough. It pays to take emotion out of a situation. Don't make it personal - consider the business, not your own feelings.

There are many psychological tools that can help. Jan Hills of consultancy HR with Guts suggests that you imagine a Perspex shield in front of you if you are rebuffed, imagine yourself protected. "It's surprising how effectively this can work," she says.

The very nature of HR prompts a lot of 'them and us' bitterness and mistrust. You need to be seen as impartial and professional - employees should associate HR with integrity.

You may feel torn between the needs of the management and employees, but dealing with both sides is part and parcel of life in HR. Keeping everyone happy will be one of your key challenges, but honouring your promises and sticking to your principles will make it easier.

As an HR practitioner, your voice will count for something in the organisation it's seen as official so make sure you know what you're talking about and remain discreet at all times.

Get the knowledge

You need to know what you're talking about - and that means non-HR issues, too. Attend staff meetings, read the annual report and pay attention to any announcements about the company. If you're in a senior HR role, make sure you have a firm grasp on the business's finances - if that takes a monthly meeting with the finance director, so be it. You should be able to explain how HR slots into the company, and into the strategy.

And it might seem obvious, but if you have a voice, you should be... talking.

Stop hiding behind that PC and get out there and talk to the people you're representing. Get to know them, find out what they like and don't like about working for your organisation. And at the same time, allow them to put a face - and preferably a big, bright smile - to the voice of HR.

If you only do 5 things

1. Get involved
2. Know what's going on
3. Put your point across 
4. Use plain English
5. Keep your feelings out of it

For more information

Human Resource Management in a Business Context

Alan Price, Thomson Learning

£29.44, ISBN: 1844805484

How to speak the language of business

Expert's view... give HR a voice

Jan Hills, director, HR with Guts

What are the biggest challenges in giving HR a voice?

People don't expect HR to have a voice - and that means they're not invited to have one. You need the courage to create your own opportunities and speak before you are spoken to. HR people aren't rewarded for having a voice. I don't mean monetary reward - I mean there are no pats on the back that come from having your own opinion they often come from doing whatever your clients tell you to do. So it can be hard to forgo recognition of a job well done, even if it is for the good of the business.

What should you avoid doing?

• Avoid expressing opinions for the sake of it. Don't express an opinion when you don't know the facts.
• Don't respond to your own 'hot buttons' - instead choose options that are good for the business. Don't say: "It would be really nice to be able to give our employees xxx," say: "It would be really benefit the business if we could raise employee commitment and motivation by giving them xxx."
• Avoid HR jargon at all costs.
• Don't forget to distinguish between HR rationale, and business rationale.
• Avoid approaching things from your own perspective and instead consider the client. What are their opinions on your suggestions likely to be? Have they had any experience of your suggestion before? Have they had a good or bad experience?

What are your top tips?

• Know the business data
• Know your client's style of communications
• Know your own point of view and know it well
• Pick your battles
• Rehearse, rehearse, rehearse. Plan what you are going to say and prepare your argument properly.