RETAINING and developing employees are the topics that keep cropping up when WestVic Dairy Extension Advisor, Matt Wood talks with the region’s farmers about their workforce challenges.

That’s why Matt recently welcomed people expert Mandy Johnson back to South-west Victoria thanks to financial support from the DemoDAIRY Foundation.

Mandy presented her Building a remarkable workplace one-day workshop. This interactive and engaging presentation had attendees thinking about what they are currently doing on-farm, and what they could be doing better around retaining and developing their team. 

Matt had two key lessons he took from the day to help farm owners and managers retain and develop their employees. 

One, first impressions count, and two, one-on-ones are a leader’s most effective tool.

“Mandy covered far more in those four hours that I can possibly do justice to, but I’d like to highlight two key ‘take-homes’ I took from the day,” Matt said. 

“The first is that first impressions count.

Whilst you are making your own initial judgements, you can be assured that a new employee will be doing the same. The challenge is, how can you ensure your new staff member leave their first day feeling they’ve made the right decision to work on your farm?

“Mandy shared practical tips to make a great first impression, from simply being there and giving them something meaningful to do, to a card and gift on arrival or providing a welcome pack,” said Matt. 

Matt explained that a number of evidence-based steps will make your new employee feel welcomed and like they’ve made the right decision joining your farm team.  

“Dairy farms are competing with other businesses for workers, and the steps are a proven way to make that positive first impression, so why not try them?” he said.

Matt shared that the second key take home was that one-on-ones are a leader’s most effective tool. 

“Mandy advocates for more frequent chats with employees, as it helps build trust, promotes open communication, and allows you to learn more about what motivates individual staff members,” he said. 

Holding regular one-on-ones enables leaders to:

• Keep people focused and succeeding in their roles.

• Identify common problems to be acted on.

• Inspire with the big picture and long-term plans.

• Help people develop, both personally and professionally.

Catchups should take place monthly, and whilst that may seem excessive and time consuming at the start, everyone will become quicker at them.

It is time well spent to ensure everyone is on the same page, working towards the same goal, and being held accountable – that includes the leaders. Keep in mind these discussions are likely to be the first thing to go when things get busy, the exact time that they would be most useful. 

 “In the beginning, these conversations may seem awkward, but the more practiced you become the easier it will be,” said Matt. 

So how do you go about it? Firstly, it should be done at an appropriate time and place - in the dairy is neither of those. 

“A ‘formal’ sit down on opposite sides of a table may be too corporate and uncomfortable, so doing it during a pasture walk or in the Ute is fine.

The key is to properly set a time aside where everyone knows when it will take place and so can be - don’t spring it on your employee because a bit of time has opened up,” said Matt. 

Once a time and place is agreed, what should be discussed follows.

Here is Mandy’s five-step process: 

1. Ask for the employee’s perspective on their month. 

2. Give your perspective and a farm update.

3. Explain the impact of their contribution - whether good or bad. 

4. Discuss the consequences and explore ideas for a solution (for employees with below standard performance).

5. Jot down an action plan and get commitment. 

Matt encouraged leaders not to forget that they may also have actions from these one-on-ones. 

“Are you providing the correct tools for your staff to do their job properly? Do staff facilities need improving? Do you need to be clearer in your communication? Can some laborious tasks be made easier? Everyone involved needs to be accountable to make the system work properly,” said Matt. 

These types of conversations contribute farm staff being capable and feeling fulfilled.  

Around 20 farmers across the region were also fortunate enough to take part in Mandy’s four-day People and Culture Accelerator Program, which was ran across two workshops in March and June at Warrnambool.

Farmers spent the time examining and improving the people structures within their businesses and went away with the skills to finetune their recruitment and retention methods.