< Previous East Midlands Business Link www.eastmidlandsbusinesslink.co.uk LEGAL SERVICES arrangement. Despite the massive shift to flexible working during the pandemic, research shows that nearly half of all employees do not have flexible working in their role. As a response to this research, the Chartered Institute of Personnel and Development has launched a campaign to make flexible working requests a right from day one of employment. However, home or hybrid working can be agreed informally without the need to formally alter the employment contract. This should be outlined as part of the flexible working policy mentioned above, and state that this is discretionary subject to business requirements. Consistent application of HR policies is important for employee morale – this could include a requirement to make a formal request to amend their contract or employing a discretionary hybrid working policy for all or part of the workforce. Essentially, employers continue to retain control. Employees are bound by their contracts so flexible working will always be at the discretion of the employer. The only way for employees to formally increase their flexibility is to have their formal flexible working request approved. Employers will have to be able to justify any decisions to decline the request. Before declining the request, it is important to consider whether it is reasonable to force a cohort to work at the office location. This inflexibility is quickly being seen as an old-fashioned approach to management. If the request is approved, best practice is to hold a meeting which details the responsibilities and restrictions of this change. If this is not explained properly to an employee, this could raise a case for a tribunal should a misunderstanding occur. Employers who seek to use flexibility clauses (like a mobility clause) to alter employee contracts should note that they cannot be relied upon unless the change is reasonable, or a minor administrative change not detrimental to employees. Whilst these upcoming deregulations appear to be a gift at first glance, it does not come without downsides. The ability to take paid holiday and work regulated hours is not just important for morale, it is essential to avoid burnout and increased employee sickness. The ability to work from home gives workers a degree of flexibility with their work, which studies suggest makes for an overall happier and more productive workforce. These are vital factors to consider in the face of deregulation. First and foremost, however, it is important to review standard contracts with legal experts to determine what protection this affords staff before any amendments can be made. © stock.adobe.com/amnaj 48-50.qxp_Layout 1 04/10/2022 09:22 Page 3www.eastmidlandsbusinesslink.co.uk East Midlands Business Link FACILITIES MANAGEMENT Facilities management used to be about ensuring the doors opened and the lights worked, but it has evolved over the years. Now, it’s as much about improving the efficacy of any facility as it is maintaining the bottom line. F acilities management can be most effectively described as “ensuring the facility operates” but that term misses out on some of the key nuances of proper management. While it’s important that any facility – be it an office, distribution centre or factory – runs to its minimum requirements, facilities management is more than just making sure the doors open and the equipment works. It is ensuring that the space and the facilities available work to the highest standards available, reducing the stress and distractions that those who work there need to deal with, and thus in the long-term making a business more streamlined and more efficient. At its simplest this can involve cleaning and hygiene – an ever- increasing concern given both the pandemic and, in more recent times, the skills shortages and difficulties in recruiting. In the face of the Great Resignation, as it has been called, Getting the most out of a facility 52 Á © stock.adobe.com/Pixel-Shot 51-53.qxp_Layout 1 04/10/2022 09:24 Page 1 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk FACILITIES MANAGEMENT businesses cannot afford to appear slovenly or unclean, lest they lower the confidence of valuable staff and leave them searching for work elsewhere. Good, top-to-bottom cleaning helps not only to limit mess and clutter, but also to make employees feel better about their time spent at any given facility, reducing reasons for stress or disappointment. The same goes for equipment testing, including PAT Testing and regular maintenance checks. Aside from the downtime caused by a crucial piece of equipment going offline at an inopportune time, the very real risk of injury or temporary closure of a facility is a huge threat. There is a tendency among many to set these issues aside; to look into proper appliance testing “only when we have to” or “when someone demands it.” This short- sighted approach may well work for many, a crisis being, in a sense, luck of the draw, but it only takes one failure and one moment of inattention to cripple a business. A lot of this is preventing things from going wrong however, and the definition of facilities management has expanded beyond that over the years. Now, at a time with ever increasing competition, both globally and locally, facilities management has become as much about squeezing every last drop of efficiency out of a facility, as it has about maintaining one. It is not uncommon now for IT and online systems to play as much a part, monitoring and analysing data revolving around how a facility is used, from what hours, to where the most mistakes or problems occur all the way to employee screen time or productivity ratings. This is less “big brother” spying on employees as it is an effort to understand what is and isn’t working for any given business, with goals to improve upon it. The philosophy here is that faults in productivity may not be the fault of 51-53.qxp_Layout 1 04/10/2022 09:24 Page 2www.eastmidlandsbusinesslink.co.uk East Midlands Business Link FACILITIES MANAGEMENT employees alone, but that their ability to complete their work can run in parallel to how well the facility they work in enables them. There are a lot of studies and research that has been put into this, which has produced a wealth of information. For instance, people have been found to be more studious and better able to concentrate when working under cold (or cool) light. This is the stark kind of white light, as opposed to “warm light” which is the more common yellow seen around homes. Warm light has been found to have a detrimental effect on studiousness and attention, but a promising effect on relaxation – making it perfect for usage in the home, but self-defeating in business environments. This is just one example of a simple change in bulb colour that has been scientifically proven to influence staff. These studies have even been used in other countries in other methods such as in train stations in Europe, where blue light was shown to reduce suicides (by jumping onto train tacks) by a substantial amount. In distribution centres and factories where productivity can be more easily quantified, facilities management may also make use of the Internet of Things and Industry 4.0 to streamline, monitor and allow for direct involvement of management in every aspect of work. Here, systems can be more robust and more thorough, as the work is more easily quantified and graded as opposed to in an accountant’s office or a commercial estate agent’s workplace. Still, as more and more companies look to make the most of what they have, facilities management will play an increasing role in the workplace. Its definition may change even more over the coming years, and may one day even become a required or expected managerial position within any company. © stock.adobe.com/Gorodenkoff 51-53.qxp_Layout 1 04/10/2022 09:24 Page 3 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk PRECISION FM Q&A A ccording to a report compiled by Mordor Intelligence, around 89% of all goods transported by land in the UK are moved directly by road and, as it forms a key part of the supply chain, businesses up and down the country rely on the logistics and warehousing sectors to keep their businesses running smoothly. Warehouse management can be time consuming and often resource intensive. Any unforeseen delays can be costly as they have a direct impact on a warehouse’s ability to supply the products and services its customers require. Here, Brij Thankey, CEO of Leicester-based Precision FM, explains how working with a facilities management company can help logistics businesses ensure their facility is managed effectively, helping to reduce operating inefficiencies. Why is FM so important for logistics businesses? The logistics industry plays a crucial role in powering the UK economy. These businesses are likely to have sizeable buildings storing large quantities of goods or materials. They may operate 24 hours a day, 365 days per year in order to service their customers, resulting in a high number of staff members and visitors on site. There are also added demands for the industry to increase productivity while at the same time reduce operational costs. This type of business model will depend on all aspects of the operation running efficiently and, if faults are found or maintenance is needed, that they will be dealt with swiftly and smoothly reducing any downtime. What FM services might a logistics business benefit from? Facilities management can cover a wide variety of services including cleaning, exterior and interior maintenance, grounds maintenance, security services and even additional support services such as the provision of reception or outsourced call centre staff. Practically, within a logistics business, this could mean anything from ensuring that warehouse doors open and the lighting works reliably, to enabling the lifts to function as they should to move goods around a facility. One of the key service areas a FM company can provide is around the important issue of compliance. There are myriad regulations and legislation that covers how a building should operate, encompassing things such as Portable Appliance Testing (PAT), fixed wire electrical testing, air conditioning servicing, and fire safety compliance. The risks of non-compliance are potentially severe. As well as the physical costs in terms of someone potentially having an accident, there is also the legal impact that might have in terms of damages. Plus there’s the reputational impact, as well as any fines related to legislation. Outsourcing your FM services to a reputable third-party provider takes away the compliance headache, as you can rely on them to keep abreast of any changes to legislation. They also have the skills to carry out all the necessary tests, while at the same time ensuring minimal disruption to the day-to-day operation of your business. What key building data can FM companies provide a logistics business? We know how effective FM can contribute to the bottom line, helping to drive workplace improvements and we base many of our recommendations to clients on metrics, with the data being used to analyse and improve the quality of the service delivered to our customers. In the logistics sector, we set these metrics across a number of areas from the effectiveness of our client communication to ensuring all aspects of compliance are covered. These are developed based on our understanding of the key drivers for the client as facilities management can, in turn, help them to meet their own KPIs. For a FM company like us, there can be savings achieved when there is a true understanding of their client’s own KPIs. For example, by developing a planned preventative maintenance schedule, issues such as air conditioning servicing can be identified and dealt with in advance, reducing the likelihood of a major breakdown which could impact business operations. What experience does Precision FM have within the logistics sector? We have built up a great deal of experience working with a number of organisations operating within the logistics sector. Our logistics clients are storing and transporting high value goods on behalf of some of the world’s leading brands Q&A The role of FM in keeping the logistics sector moving The logistics sector plays a vital role within the UK economy. It is estimated that it’s worth £55billion, comprising 5% of the UK GDP and employs 1.7m people. 54-55.qxp_Layout 1 04/10/2022 09:25 Page 1www.eastmidlandsbusinesslink.co.uk East Midlands Business Link PRECISION FM Q&A To find out more about the services offered by Precision FM to the warehouse and logistics sector, visit www.precisionfm.co.uk/sectors/industrial-logistics/ or contact the team on 0843 289 9085 or info@precisionfm.co.uk and so will have a variety of core deliverables they need to meet, which will have been set by their clients. We in turn then need to ensure the services we provide adhere to these. We know that in order to provide the best level of service, we must first align our deliverables with the stringent KPIs the client will be measured against, and ensure that we can work in partnership with them to deliver real value. For example, we have worked with a large automotive parts supplier for over five years, and look after their distribution warehouse in the West Midlands, which is one of the largest of its kind in Europe. We hold monthly meetings with the onsite Health and Safety contact, to review budget, speed of service, any issues that need resolution, feedback from staff and visitors (including how our staff are working alongside and conforming to site protocols). From one of these meetings we saw an opportunity to pass on some efficiency savings to our client, while still providing a high level of service. We recommended that they had a full time electrician based on site, who would be managed by us. This meant that not only would they be able to perform all tasks which formed part of the planned preventative maintenance schedule, but they would also be available on site, to deal with any unplanned maintenance issues quickly. When this is viewed against the cost and the time taken if they were to bring in an external contractor each time, having someone based there was a much more cost effective and convenient option. By outsourcing the management of a facility to an external company, businesses in the warehousing and logistics sector can benefit from a wide range of services that can help keep operations running efficiently. 54-55.qxp_Layout 1 04/10/2022 09:25 Page 2 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk TAX Do you need to submit a Self-Assessment return? Kelly Goodchild, tax manager at Streets Chartered Accountants, considers whether you may need to submit a Self-Assessment return. T here are a number of reasons why you might need to complete a Self-Assessment return. This includes if you are self-employed, a company director, have an annual income over £100,000 and / or have income from savings, investment or property. Taxpayers that need to complete a Self-Assessment return for the first time should inform HMRC as soon as possible. The latest date that HMRC should be notified is by 5 October following the end of the tax year for which a Self-Assessment return needs to be filed. If you are required to submit a Self-Assessment return for 2021-22, you should ensure that you file your tax return electronically and pay any tax due by 31 January 2023. HMRC has an online tool (www.gov.uk/check-if-you- need-tax-return/) that can help you check if you are required to submit a Self-Assessment return. The list of taxpayers that are usually required to submit a Self-Assessment return includes: * The self-employed (earning more than £1,000); * Taxpayers who had £2,500 or more in untaxed income; * Those with savings or investment income of £10,000 or more before tax; * Taxpayers who made profits from selling things like shares, a second home or other chargeable assets and need to pay Capital Gains Tax; * Company directors - unless it was for a non-profit organisation (such as a charity) and you did not get any pay or benefits, like a company car; * Taxpayers whose income (or that of their partner’s) was over £50,000 and one of you claimed Child Benefit; * Taxpayers who had income from abroad that they needed to pay tax on; * Taxpayers who lived abroad and had a UK income; * Income over £100,000. You may choose to complete your own Self- Assessment tax return. However, you may find using the services of a tax specialist has a number of benefits. These include: * Ensuring all tax allowances and deductions are claimed * Easing the burden of additional paperwork * Specialist tax knowledge which can help you minimise or even mitigate fully any tax liability, now or in the future. Whilst the deadline for filing your return may seem months aways, the sooner it is completed even if you don’t submit it, the sooner you will have peace of mind, be able to budget or plan to make a payment, but also ensure that any tax demand is as little as it can be. 56-57.qxp_Layout 1 04/10/2022 09:26 Page 1www.eastmidlandsbusinesslink.co.uk East Midlands Business Link TAX 56-57.qxp_Layout 1 04/10/2022 09:26 Page 2 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk CORPORATE HOSPITALITY Greener events As businesses look to become more sustainable, their corporate events should follow suit. Greener events 58-59.qxp_Layout 1 04/10/2022 09:28 Page 1www.eastmidlandsbusinesslink.co.uk East Midlands Business Link CORPORATE HOSPITALITY © stock.adobe.com/santoelia W hile businesses are assessing their operations in order to uncover how they can improve their sustainability on the UK’s road to Net Zero - helping save the planet, reduce costs, and attract more customers - there is a place for their corporate hospitality to be greener too. Likely to become an expectation moving forwards as the world becomes increasingly eco-conscious, environmentally friendly initiatives can be added to event checklists, and with some careful consideration as an occasion is planned, your team outing, product launch, conference, seminar, or other event can offer a sustainable experience. By making the right choices, one is able to decrease the environmental impact of your event, no matter how big or small. A simple start might see one book a sustainable venue. When researching locations enquire about their environmental credentials, whether they source green energy and use energy-efficient equipment and lighting, ask how they handle waste, whether they have a recycling programme, what sustainable materials they utilise, and whether the venue is close to public transport for diminishing CO2 emissions from guests, and if it has or is near electric vehicle charging points. Some venues for instance take part in food redistribution schemes which see unused food donated and repurposed and have their own close focus on sustainability across water and power, offsetting your carbon emissions. When organising an event firms can also collaborate with sustainable vendors, asking prospective suppliers similar questions to venues. Ask what environmentally friendly options they offer, if items such as decor are reusable, where they source food from. Considering the last of these, local food sourcing is often promoted at events today, illustrating a commitment to the local area, reducing food’s travel and subsequent carbon footprint, while going organic presents a chance to cut down the association of your event with damaging toxic chemicals. Menus could be enhanced with responsibly reared and caught meat and fish, or avoiding meals that use ingredients like beef, which are associated with a more negative climate impact. Moreover, the type of meal selected may make an event more sustainable, with sit down meals generally creating less waste than buffets. Returning to decor, renting or seeking out upcycled items is a green choice, again preventing waste, while the technology you hire can also be chosen based on its sustainability, such as employing low energy LED walls over projection, which consume around half the power of projection. Going paper-free is additionally sensible. Look to use digital invitations and e-tickets to shrink waste, which can also make access to events more streamlined, reduce costs with no postage and printing required, and enable a larger audience to be reached, quicker. Paper waste could be further cut by making all event agendas, maps and signage digital (which also allows for more dynamic and engaging presentation), and not using paper plates, cups, or paper napkins. Forbidding single use plastics from your event is wise too, and providing waste and recycling bins throughout an event, and marking them clearly, is good practice to ensure your event is not making a major contribution to landfill. Meanwhile choosing a virtual event where appropriate means a minimised carbon footprint. Considering transportation, accommodation energy, food production, and venue energy, running an event virtually significantly reduces carbon emissions from a plethora of sources. Finally, for gifts and goodie bags for attendees to take away, a key marketing tool, avoid plastic in packaging and the items themselves, and/or opt for things made of recycled materials. This can apply to classic notebooks, clothes, reusable bottles, and other merch. Furthermore, avoid using any gift that is likely to be used only once or thrown away. Alternatively offering a virtual swag bag is becoming popular, presenting discount codes and freebies. As businesses and the public become more eco-conscious, the desire for sustainable events is growing. There are a number of benefits to holding green events, from lowering your environmental impact and living up to company commitments, to meeting stakeholder/customer expectations and values, improving brand image, and gaining an edge on competitors. With a few tweaks, greener corporate hospitality can be easily achieved, and with all your efforts, don’t be shy in letting attendees know about your actions in pre-event communications and share this with a wider audience online. 58-59.qxp_Layout 1 04/10/2022 09:28 Page 2Next >