Shaping the Workplace of the Future, Together
The Summit Roundtable took an in-depth look at the theme of Shaping the Workplace of the Future, Together. Participants were divided into three groups, each discussing one of the following issues that are pertinent to creating a better workforce: Family-Friendly Work Policies; Helping Women Reach their Full Potential; and the Enabling Workplace. These issues had been distilled from two pre-Summit Focus Groups held several weeks beforehand.One of the pre-Summit Focus Groups sought the views and expectations of the young generation (Gen Y) entering the workforce. As these youth will soon make up the country’s human resources, it was felt that their input was extremely valuable. What this group showed, interestingly, was that their needs/wants match those of women quite closely. Read that report here.
The issues and the discussion groups’ recommendations are summarised below.
1. Family-Friendly Work Policies
Flexible work options and family-friendly work policies enable both male and female employees to meet the needs of their families while staying in touch with work. For businesses, improving employees’ work-life balance is believed to boost productivity, attract top talent, and reduce staff turnover. This Roundtable group took a look at how these options can become more widely accepted and available.
The group was led by Mabal Tan, president of Shell Malaysia’s Women’s Aspiration Network (SWAN). Shell is among a handful of corporations in Malaysia that have changed the way they work to accommodate the needs of its employees. Mabal showed a video of women at Shell who have benefited from the corporation’s newly introduced package of flexi-work options, at the conclusion of which she posed the following questions:
1. How can these options become more widely accepted throughout the different sectors?
2. How can more companies and sectors leverage on the Shell Experience to shape workplaces that are more family-friendly and support diversity and inclusion?
She suggested that the participants consider possible action at the government, corporate and educational levels.
Recommendations
1.1 GOVERNMENT LEVEL
1.1.1 Review and amend the Employment Act 1955
Participants suggested that labour laws be reviewed to accommodate much greater representation of women in the workforce. The Employment Act should allow for more flexibility to enable mothers and fathers to balance work and home. This includes flexi-hours, working from home, job sharing and shorter work-weeks for full-time work. It was further suggested that the Act include provisions for career breaks for women needing more time to raise a young family or to pursue further education.
1.1.2 Awareness programme
The Government could increase general awareness and understanding of strategies to support work-life balance thereby encouraging employers and businesses to be more receptive to changing their work cultures. This could be achieved through seminars, education at schools and the sharing of best practices and success stories through the media.
1.1.3 Encourage companies to adopt family-friendly work policies
This could be achieved by, say, establishing an annual family-friendly work policy award, or introducing an official rating scheme for family-friendly companies.
1.1.4 Support research & dissemination of findings
The Government could help to evaluate the effectiveness of companies’ family-friendly programmes and build a database on the subject. Key indicators include productivity, job satisfaction, employees’ mental and physical well-being, and worker turnover. Such studies would motivate other businesses to implement similar work policies. Participants suggested a joint study by the Ministry of Women, Family and Community Development, the Ministry of Human Resources and the Ministry of Science, Technology and Innovation.
1.1.5 Develop human resources database for part-time work
Freelance and part-time work provides women the flexibility to juggle their role as caregivers while actively contributing to household income. Participants suggested that the Government establish an easy to access database through which businesses offering part-time work can contact suitably experienced registrants. In addition, efforts need to be made to offer part-time and freelance workers greater income security.
1.1.6 Introduce a Women Fund Act
The Government could introduce a Women Fund Act, to reimburse companies that provide useful facilities for women, eg nursing rooms.
1.1.7 Improve awareness of employee rights
Many Malaysians are not aware of their rights as employees, hence are not able to scrutinise the terms and conditions of their employment contracts. Guidelines and information can be provided to secure their basic benefits, and to advise employees on how to ask for appropriate work conditions and terms.
1.2 CORPORATE LEVEL
1.2.1 Move towards flexi-work policies
Companies should be encouraged to offer flexi-work options to those whose job descriptions are suitable for flexi-work. This includes providing employees the necessary hardware, software and training to allow them to keep in touch with work online.
1.2.2 More women’s networks
Companies should encourage internal women’s networks to give women a stronger platform for representing their concerns, and to provide mentorship to guide women towards fulfilling their potential.
1.2.3 Support childcare
Companies should either establish childcare facilities on site or provide some form of childcare support to parents. For example, Shell Malaysia provides a subsidy for parents to utilise neighbourhood childcare centres. In addition, larger corporations could make their childcare services and facilities available to smaller businesses in the immediate area.
1.2.4 Provisions for women
Companies should provide private areas for women such as a nursing room, and provide a safer work environment for them. Reliable transportation should be provided for women working late, while the premises should be manned by reliable security personnel.
1.3 EDUCATIONAL INSTITUTIONS
1.3.1 Uphold principles of diversity & inclusion
There should be more education on these core principles at all levels – between parent and child, teacher and student, and employer and employee, so that all citizens are more sensitive about the issues and share similar values.
1.3.2 More soft-skills training in education system
Although the current school system provides for moral education, it should move towards a more action-based and practical approach. A change in the education system is required to incorporate more structured soft skills training, for example thinking skills, problem solving, communication and practical application of software. Also, university students should be encouraged and enabled to be more pro-active and to think for themselves.
1.3.3 Build culture of community service
More steps should be taken to encourage community service, for example establishing community centres in all areas and implementing programmes which involve youth in serving the community.
1.3.4 Building understanding between generations
Employees and employers need to be educated on the different work styles found across the generation in order to reduce conflict and to encourage greater synergies.
2. Helping Women Reach Their Full Potential
For some years now, MNCs in Malaysia have been implementing Diversity & Inclusion policies in order to nurture an environment of equal opportunity. In Malaysian companies, too, more women are taking on positions of leadership. Yet, there is much room for improvement. Women still face many professional and personal hurdles in order to take on managerial positions. Participants in this group discussed workplace enablers that would help women achieve their full potential, thereby contribute more significantly to national progress.
Led by Dr Hamidah Marican, who has vast experience in workplace and Diversity & Inclusion initiatives primarily from the oil and gas sector, this Roundtable group took a look at a hypothetical scenario in which Malaysia was receiving international recognition for “the progress companies operating in Malaysia have made to enable women reach their full potential”. The group talked about specific features that would make the country deserving of such an honour. These included:
- Acceptance of flexi-hours as standard practice
- Inclusive work structures
- Utilising connectivity to stay in touch while working at home
- National policies that disallow discrimination of any kind (men/women/ foreign spouses/disabled and others)
- Provision for parental leave – maternity leave and paternity leave
- ICT tax exemption – to ensure that ICT tools are available to all
- Wide acceptance and practice of recognition and respect for each other
- Recognition awards for women workers
- Policies that are more transparent
- Women making up close to 30 per cent of management and decision-making positions
- Institutionalised sabbaticals for continuous education
- Open-door policies for women to take career-breaks, making it possible for them to re-enter the workplace without difficulty
Among the obstacles and challenges women currently face, meanwhile, include:
1. Geographical, social and cultural barriers
2. Entrenched traditional mindsets which stereotype roles for men and women
3. Difficult and unsympathetic female bosses
4. The perception that women who work are not caring for their families and homes adequately
5. Lack of facilities and structures to allow men to participate fully or share greater responsibility in parental duties
6. Workplace safety
7. Invisibility of women when promotions are due
8. Women shouldering the bulk of responsibility for home and family despite working full-time
9. Poor health due to stress, financial issues and lack of flexibility in the workplace
RECOMMENDATIONS
2.1 WAYS TO OVERCOME OR MINIMISE THESE OBSTACLES OR BARRIERS
2.1.1 Review current laws and policies that marginalise women
The Government should review and revise outdated policies that disadvantage or marginalise women.
2.1.2 Introduce awareness programmes
Pro-active educational programmes targeted at community and school level to be taken up to encourage gender sensitisation and mindsets which promote diversity and inclusion, equal opportunity and acceptance and respect for all.
2.1.3 Transparent and equitable advancement in the workplace
Companies should be encouraged to make available Key Performance Indicators so that women keen on advancing at their place of work are able to be evaluated fairly, based on their skills. Essentially, promotions should not be based on the ‘old boys’ network and mindset.
2.1.4 Safety at work, regulations on long-hours
Working hours need to be reasonable and security needs provided at all workplaces.
2.1.5 More information on the rights and entitlements of workers
Women need more information on their rights so they can be more pro-active in demanding fair treatment and seeking recourse in the case of discrimination.
2.1.6 Correct interpretation of Islamic Laws
Islamic laws should be interpreted fairly and correctly so that they are not used to perpetuate unfair treatment of women and girls.
2.2 GOOD PRACTICES THAT ALLOW WOMEN TO PROGRESS AT WORK
2.2.1 Education and training opportunities
Employers to provide more training opportunities to boost the skills and leadership qualities of promising female employees.
2.2.2 Mentorship programmes
Promote the use of mentorship programmes to build the skills, experience and confidence of employees within an organisation. Women’s networks should be supported to enhance and expand their roles, and to nurture new networks in other organisations.
2.2.3 Teaming with men
Women’s networks and women in organisations should enlist the support of men in management so they better appreciate the business benefits of greater flexibility and policies that enable women to perform and advance.
2.2.4 Childcare support
Companies and organisations should look into addressing the needs of their employees for safe and affordable childcare either at work or close to their homes.
2.2.5 Engage the media
The media can be engaged in the process of demonstrating the capabilities and achievement of women in positions of responsibility, and also in highlighting workplaces that achieve high standards of equitability and successful implementation of diversity & inclusion principles.
2.2.6 Recognition and rewards
Recognition and awards to be given to those companies and organisations that implement HR policies which eradicate all forms of discrimination; create an environment that enables high-potential women to advance according to their capabilities; and lay a strong foundation for work-life balance policies.
2.3 LEGAL CONSIDERATIONS TO BE ADDRESSED TO OPERATIONALISE RECOMMENDATIONS FOR ACTION
2.3.1 Audit promotional systems
Conduct audits of businesses to ensure their promotional systems are open and free of discrimination.
2.3.2 Review the Employment Act
Labour Laws should be reviewed periodically to ensure they meet the needs of the workforce.
2.3.3 Review immigration laws for foreign spouses
Foreign spouses (both male and female) should be supported in their bid to stay in Malaysia with their Malaysian spouses and children. Discriminatory regulations should be reviewed.
2.3.4 Ensure continual monitoring
In the bid to ensure the implementation of enabling policies and practices, the relevant agencies need to conduct regular monitoring.
2.3.5 Greater inter-agency collaboration and cooperation
The Ministry of Women, Family and Community Development to work closely with other Ministries responsible for labour, employment and workplace practices. NGOs, corporations and individuals should also be consulted and involved in planning programmes.
3. The Enabling Workplace
People living with disabilities would like to be engaged productively in society, but are hindered from doing so. The physically disabled are confronted with difficulties of access and mobility. Companies, meanwhile, have been slow to offer work opportunities to them despite incentives. Aside from existing prejudice, employers do not want to undertake the necessary renovations to make their workplaces disabled-friendly. The sight and hearing impaired are none the better off. Also affected are caregivers of people living with disabilities or chronic illness.
This Roundtable group evaluated changes that need to be seen in society – both physical change and change in mindsets – before disabled people can be included in the mainstream. Facilitators Bathmavathi Krishnan and Khairiah Talha made a joint presentation on the need to change the way our buildings and cities are planned, and to pave the way to a more inclusive and enabling environment.
Bathma conveyed the experience of people living with disabilities in Malaysia. The problem is that that they are rarely seen as human capital and are hampered by stereotypical views. Disabled women, in particular, are seen as second-class citizens or are invisible to society. The focus on women in development over the past few years has not included disabled women. Bathma emphasised that disabled women also contribute to the GDP of the country and need to have greater consideration given to their specific needs.
She elaborated that, above all, they need:
1. A conducive and accessible environment – such as buildings that comply with guidelines for the disabled, accessible pavements and public transport, and an environment which permits them to move about in safety.
2. A socially conducive environment – social acceptance in the workplace, employers who do not discriminate against them but allow for flexible hours and the need for rest at appropriate intervals.
Khairiah took a critical look at the way we live and work and how this relates to the way our urban spaces our planned. She showed how the disconnect between places of work and the suburbs where people live contributes to traffic congestion, pollution, high stress levels and poor work-life balance. It also contributes to the difficulties certain groups such as the aged, single mothers and the disabled have in getting around and earning an income. Khairiah said that a seamless universal design would not be just disabled friendly, but barrier-free for everyone.
She suggested that developers and town planners be more mindful of women’s needs so that a goods and services (clinics, childcare, grocers and restaurants) can be accessed on foot a short distance from where people live. This has been done successfully in other urban landscapes, such as Vancouver, where vertical mixed-use buildings have all these as part of a single building complex.
She also highlighted that although working from home has always been a good option for mothers, this if often not supported by local town zoning regulations. This needs to be remedied so that local municipal councils support the work-at-home concept. Finally, Khairiah pointed to a need to ensure a good mix of high, medium and low-cost housing so that all income groups have access to quality service and facilities.
What participants would like to see in cities
1. easy access
2. clean air & facilities
3. reduced noise pollution
4. better facilities
5. disabled friendly
6. accessible transpor
7. improved safety
Why this is not the case
1. inadequate enforcement
2. no follow through
3. negative mentality
4. lack of education
5. lack of awareness
6. lack of coordination of efforts
RECOMMENDATIONS
3.1 Raising awareness
All parties can play a role in promoting greater awareness of the ways urban developments can be adapted to take the needs of women, elderly and disabled people. Efforts should be made to bring together decision makers from all sectors to help build a common vision of how public spaces can be developed and maintained with the needs of the community at heart.
3.2 Closer coordination between Government authorities
Government agencies, municipal authorities and so on should coordinate their efforts more closely in order to provide a more comprehensive approach to building a safe, accessible and enabling environment for the public.
3.3 Sensitivity training for government officers
Disabled people and women often encounter insensitivity when dealing with government or enforcement officers. Specialised training should be given to all government officers handling the public to ensure that women are handled with respect and consideration. Trained counsellors should also be made available in cases of assault or trauma.
3.4 Greater awareness of laws and policies
There is a need for greater awareness of laws and guidelines to protect women, and children and people living with disabilities from being exploited, harassed or disadvantaged. All government Ministries should lead by example in publicising and upholding these laws so that they become new norms in Malaysian society.
3.5 Partnering the people
Many citizen’s groups and representative organisations are keen to be involved in, and consulted with, on shaping the urban environment and communities. It was recommended that more forums and consultation should be encouraged with individuals and groups that can contribute to these discussions so that they can be constructively involved.
3.6 Review laws to support enabling environment
Those working from home should still be eligible for employment benefits and protection such as Socso and EPF from their employers.
3.7 Employment opportunities for disabled in government
The Government should take the lead in providing more employment opportunities for the disabled. Indeed a centralised placement system should be set up to help match disabled persons seeking work with interested employers. Disabled people would benefit greatly by being assisted in finding out about work opportunities.