Employees may be hesitant to speak up during meetings for a variety of reasons. They might not know whether they should or how much time they can take. They might need a few moments to gather their thoughts before responding to new information. They might feel speaking up isn’t worth it or worry about saying the wrong thing. Here are a few ways to address those issues and encourage greater participation:

• When planning meetings, always include time for discussion and questions. Add this time to the agenda and don’t skip it. If you think you’ll run out of time, consider removing or tabling an agenda item so there’s still time for discussion.
• Share the agenda ahead of the meeting. Not everyone feels comfortable sharing their thoughts on the spot. Giving employees time to review the agenda ahead of time allows them to prepare their thoughts and feel more confident when contributing.

Yes, even if the employee declines professional medical treatment, it’s important to document the incident and keep it on file.

Having a habit of documenting issues (from safety to harassment to performance) is key to getting them solved. In this case, the broken filing cabinet poses a hazard and should be repaired or replaced promptly before anyone else is injured by it. A paper trail will (hopefully) create accountability and make that more likely to happen.

When an employee informs you that they’ve changed their name, it’s important to handle the update properly—both to show respect for the employee and to stay compliant with your recordkeeping obligations. Below are steps you’ll want to take to get their information updated in all the key places. Keep in mind that some name change documentation may take a while for the employee to receive, but you can still recognize their new name in your communications systems without official documentation.

• Obtain a copy of the employee’s updated Social Security card. Use this to update their name in your HRIS and payroll system, and ensure the names match exactly.
• Ask the employee to complete a new W-4. The IRS requires that the name on the Social Security card matches the name on W-4 and W-2 forms.

It depends. Exit interviews can be valuable—but only if you’re prepared to take the feedback seriously and make changes based on that feedback.

Exit interviews can shine a light on matters that might not surface while someone is still employed. With less risk of retaliation, exiting employees often feel safer speaking freely about issues related to their work, manager, and opportunities for growth.