Human Resources For Farm Business

Human Resource
Management for
Farm Business
in Manitoba
Human Resource Management for Farm Business in Manitoba
The surest way to reach a business goal is to plan on it. Successful Manitoba farmers are
focused business people. They have clear, flexible, short and long term business plans –
and they monitor their plans regularly.
Whether you’re starting, growing or passing along your business, you need a solid business
plan. Manitoba Agriculture, Food and Rural Initiatives (MAFRI) can help you build a plan
for success.
Human resource (HR) management is an important part of farm performance. For a

high-performing farm you need high-performing employees. Use this tool to learn about
the important parts of an effective HR plan, read case studies and conduct exercises
to help you build and implement a strong plan for your farm.
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substitute for professional advice. Users of this Manual should consult with their professional advisors to determine the appropriateness of
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Introduction
This manual is designed to be a tool for human resource management, and to help your farm business
be productive and profitable, with a team of reliable, engaged and productive people – whether you
employ family members or other individuals.
As your farm business grows, relying on family and friends and an The term ‘employees’
ever-changing line-up of people won’t work anymore – especially when in this manual refers to
you’re working seven days a week, at an ever-increasing rate of speed. family and non-family
members who are
For a high-performing farm, you need high-performing employees. working for your
Without them – you’re putting your farm at risk. farm business.
Human resources (HR)

Of course, the official name for what we’re talking about is ‘human resources’ – a term that means a
whole lot more than just ‘hiring.’ It includes managing family and non-family members, full and part-
time staff, and seasonal employees – and the policies and practices that relate to them.
People are as essential to farming as are weather, prices and technology. Human resources must
receive your careful attention – they affect most production, financial and marketing decisions.
Whether you’re running a small farm, or a large corporation, aligning your business for success
requires a strong and effective human resources plan, which includes hiring and keeping high-
performing, engaged people.
About this manual

In this manual, you’ll learn about the important parts of an effective HR plan, read case studies from
real farm businesses faced with HR issues, and source some valuable tools which will help you build a
strong HR plan for your farm business.
By following this manual and using the tools, you can:
1 reduce turnover
2 improve the quality of the people you hire
3 run a HR plan that has a positive and direct impact on your business
The result will be a strong, engaged and skilled team, working with you and your family to manage
risk and give your farm a competitive advantage.
Icons used in this manual
This manual uses these icons to alert you to useful information, forms and examples:
EXERCISE: This icon indicates a form or exercise to help you through

the HR process.
Some of the forms and exercises will have a blank copy included in
the Form Appendix at the back of this manual.
EXAMPLE: This icon indicates an example that further explains and

illustrates the HR process.
CASE STUDY: This icon indicates an example from a real farm that
faced a similar HR issue, and shows how the farm worked through
the process.
Some of the examples will have a blank copy included in the Forms Appendix
at the back of this manual.
TABLE OF CONTENTS
CHAPTER 1
Self Evaluation ........................................................................................................... 1
What is human resources? .............................................................................................2
Why do you need to implement human resources into your farm business? ........................2
Does my farm business really need a human resources plan? ............................................2
What is a human resources evaluation? ..........................................................................3
Four steps to complete a self evaluation and HR priorities for your farm .............................4
CHAPTER 2
Developing an Identity for Your Farm Business ............................................................ 9
Creating an identity for your farm....................................................................................9
CHAPTER 3
Recruiting ................................................................................................................ 15
What is recruiting? ......................................................................................................15
How do I recruit? .........................................................................................................16
How does recruiting work when I hire family members? .................................................16
The recruitment strategy ...............................................................................................17
CHAPTER 4
Hiring ..................................................................................................................... 25
What is hiring? ...........................................................................................................25
Hiring family employees? ............................................................................................26
A four-step hiring process ............................................................................................26
CHAPTER 5
New Employee Orientation and Training .................................................................. 35
What is new employee orientation and training? ...........................................................36
How do new employees feel when they arrive at your farm to begin work? ......................36
Planning your new employee orientation and training program ......................................37
Is orientation and training necessary when I hire family? ................................................39
CHAPTER 6
Communication ....................................................................................................... 41
What is communication? ..............................................................................................42
Something’s gone amiss – miscommunication ................................................................43
How do I communicate with a family member? ..............................................................43
What’s your communication style? ................................................................................44
Ways to implement communication on your farm ...........................................................45
What type of communicator are you?............................................................................47
HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA | i

CHAPTER 7
Motivate Employee Performance .............................................................................. 49
What are the attributes of motivated employees? ...........................................................50
Learn about your employees .........................................................................................50
What motivates and demotivates an employee ...............................................................50
Ways to motivate employees ........................................................................................51
Motivation and performance management ....................................................................52
CHAPTER 8
Important Handbooks, Employee Manuals and
Standard Operating Procedures (SOPs) .................................................................... 55
Do I need an employee manual and SOPs manual when working with family? .................55
SOPs manual – where do I start? ..................................................................................58
CHAPTER 9
Resolving Employee Conflict ..................................................................................... 61
Understanding employee conflict ..................................................................................61
How do you manage conflict between employees? .........................................................62
How do I manage conflict when the employee is a family member? .................................65
CHAPTER 10
Handling Discipline Issues Effectively ........................................................................ 67
Dealing with employee performance problems ...............................................................67
Think before you discipline............................................................................................67
Coaching your employee before disciplinary action .......................................................69
Implementing a progressive discipline procedure ...........................................................70
Congratulations ....................................................................................................... 73
Your blocks to building an HR plan for your farm business......................................... 75
Glossary ................................................................................................................. 77
Forms Appendix ...................................................................................................... 79
ii | HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA

CHAPTER 1
Self Evaluation
Why do you need to evaluate HR in your farm business?

An HR self-evaluation helps you identify and measure:
• what you’re doing now (in terms of human resources) and whether you should keep doing it
• what you’re not doing now (in terms of human resources) and whether you should start
doing it.
Because HR has changed so drastically in the agriculture industry over the past few years, it’s
important for you to understand what you’re doing well on your farm, and what you need to
improve on (or start doing).
A self-evaluation is important, so you can fill in these gaps, make decisions on hiring/keeping
employees and create a successful HR plan for your farm business.
What’s in this chapter?

This chapter includes:
• What is human resources?
• Why do you need to implement human resources into your farm business?
• Does my farm business really need human resources?
• What is a human-resources self-evaluation?
• A step-by-step process to evaluate HR on your farm and prioritize your HR objectives.
You will conduct an HR self-evaluation for your farm business, using the questionnaire, to get a
better understanding of your farm’s HR strengths and weaknesses.
What will I have when this is done?

Once you’ve completed the exercise in this section, you’ll have the information you need to
improve your HR processes and plan, so that your farm becomes a place people want to work
and want to remain working.
Once you’ve read this chapter and completed the exercise in this section, you’ll have a better idea
of what your focus should be to create a successful HR plan and attract, hire, motivate and retain
employees.
SELF EVALUATION | 1
What is human resources?
Human resources (HR) is the job function that manages people in an organization by providing an
assortment of activities and policies and procedures, which relate to developing, utilizing, maintaining
and retaining the appropriate number, and skills, of employees to accomplish your businesses
objectives and goals.
You can implement human resources into your farm business by creating a human resources plan.
It can include:
• employee recruitment and selection
• training and development
• organizational structure (who reports to whom/pecking order, job skills and knowledge)
• labour relations (managing compliance with various legislation and regulations)
• employee performance management and succession planning
• human relations (discipline, performance management, complaint handling, counselling and
coaching)
• employee benefits
• health and safety
• employee communications
• strategic planning
• management of employee records
Why do you need to implement human resources into your farm

business?
A skilled and effective employee is key to your farm’s success and profitability. Human resources helps
you select, attract and keep employees by leading them appropriately and successfully, and aligning
them with your farm’s objectives and goals.
Does my farm business really need a human resources plan?

All businesses – no matter their size or structure – benefit from HR. The key is to create and implement
a successful human resources plan.
Where are you with your human resource plan? The following evaluation will help you determine if
your current HR plan is successful, or has gaps that need to be filled.
2 | HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA

What is a human resources evaluation?
A HR evaluation is an assessment of HR policies, processes, documentation and procedures of a
farm business that helps ensure the HR plan is working efficiently, and identifies areas that need
improvement.
An HR evaluation can help assess:
• the hiring process
• employee retention
• training
• employee compensation
• management and employee relations
• processes or practices that affect an organization’s people
You should conduct an HR self-evaluation annually. This is to account for your workforce, and
the efficiency with which your farm deals with its people – from the beginning to the end of their
employment with you.
This process allows a farm business to get a general idea of where its HR currently stands, where it can
be corrected or improved, and how to plan for the future. It also helps prevent employee issues that
may directly impact your profitability.
Managing your workforce gives your business a competitive advantage, especially when labour and
skills are limited. Assessing the effectiveness of your current HR practices can help ensure that you
attract and retain not just qualified workers, but the best people for the job.
SELF EVALUATION | 3
Four steps to complete a self evaluation and HR priorities for your farm
EXERCISE: Take a few moments to complete the exercise below. It will help you
understand where your farm business is excelling and where it needs improvement
when it comes to hiring and keeping your employees. Go to the Forms Appendix
(at the back of this manual) for a blank form.
Step 1: Complete the self-evaluation form
YOUR FARM’S IMAGE YES NO
We are considered a great place to work in our community and the agriculture industry.
If someone asked one of our present or past employees, they would say positive things about working
on our farm.
Our vendors, suppliers, and customers speak positively about our farm and the employees.
Our employees are encouraged to attend agricultural events and trade shows, and promote the farm.
Every year, we conduct an employee satisfaction survey to understand what our staff members are
thinking and feeling about working for us.
Total your “yes” and “no” answers:
RECRUITMENT YES NO
We always keep our eyes and ears open for possible future employees.
We understand how a “bad hire” directly impacts our profitability.
We’ve integrated a social media campaign to attract people.
We pay bonuses to employees who refer new hires to us.
We are willing to consider training a candidate who is new to agriculture and has no experience in this
industry.
SELECTION YES NO
Our hiring decision is based on more than just doing interviews, and background and reference checks.
More than one person from our farm is involved in interviewing a candidate.
More than one person from our farm is involved in selecting the final candidate.
We use behavioural-based interview questions to ensure our interviews are effective. (If you’re not sure
what these are, select “No”).
Our compensation and benefits packages are individualized to meet the needs of each employee.

NEW EMPLOYEE ORIENTATION YES NO
We have a formal new-employee orientation program.
We make a great first impression during a new employee’s first week on the job.
Our process for training new employees is designed to instil values, not just teach procedures.
Our entire team/family is involved in creating a positive new-employee experience.
We have a 30-day check-in meeting to ensure the new employee is still engaged in his/her work and is
proud to work for us.
MANAGEMENT AND LEADERSHIP YES NO
All of our managers and supervisors have training and experience to be effective leaders.
Our managers and supervisors are great at motivating our employees.
We have regular staff meetings that are effective and informative.
We reward people – not necessarily with money – for going above and beyond.
Our employees assess their manager or supervisor every year about his or her leadership performance.
RETENTION YES NO
We are focused on creating an environment that minimizes employee turnover.
We practise strategies to avoid losing a valuable employee.
We conduct exit interviews with departing employees, so that they feel free to explain why they are
leaving.
We help our employees achieve their personal and career goals.
We meet on a regular basis (no less than annually) with each employee
to discuss his/her future employment goals.
SELF EVALUATION | 5
Step 2: Review the results
Calculate your totals: Calculate the total number of “yes” answers for each category.
CATEGORY TOTAL NUMBER OF YES ANSWERS

Your Farm’s Image
Recruitment
Selection
New Employee Orientation
Management and Leadership
Retention
Total number of “Yes” answers:
Congratulations, you’ve just evaluated the HR priorities of your farm business. If you have:
• 25 or more “yes” answers: Your farm’s HR plan is on the right path to becoming an
employer of choice.
• 24 or fewer “yes” answers: Your farm’s HR plan has areas of opportunities for
improvement.
TIP: Even if you’ve received 25 or more “yes” answers, you should work to ensure that each
question becomes a “yes,” so you can hire and keep employees to the best of your ability.
Below is a list of what you need to achieve your objectives and become an employer of choice.
• Recognizing and rewarding staff well: providing regular feedback to employees about their
performance, growth prospects, accomplishments and areas needing improvement, and
rewarding staff for a job well done
• Work-life balance: allowing employees to find a balance between work and other aspects
of their lives
• Respect: listening to employees and encouraging feedback and suggestions
• Commitment and engagement: committing to becoming involved and engaged in working
with employees and customers
• Fairness: developing and applying clear guidelines and policies and enforcing them equally,
so you treat all employees with the same regard and consideration, whether they’re family
or not.
The next two steps in this chapter will help you prioritize your objectives and create a to-do list for your
farm’s HR plan. Once you’ve set your priorities, the remaining chapters will help you build on the ones
you’ve identified as opportunities for improvement.

Step 3: Make a list of HR priorities
Make a list of HR priorities based on the questions you answered “no” to. To write objectives, you:
1. Start with the word “to.”
2. Specify a single key outcome to be achieved (make sure the outcome is stated in terms that
can be measured and verified).
3. Set a target date for achieving the outcome.
Here are two examples of written objectives:

Objective Outcome that needs to be achieved By when
“To have a checklist in place to onboard new employees by June 1, 20XX.”
Objective Outcome that needs to be achieved By when
“To develop managers through training to become better managers by Sept. 15, 20XX.”
EXERCISE: Write your objectives in the chart below to start the process of making
your farm “an employer of choice.” Two examples have been done for you to use
as a guide.
Objective is to: Why do you need to accomplish this? By when?
Have a checklist in place to orient and train new employees June 1, 20XX
Develop managers through training to become better managers Sept. 15, 20XX
SELF EVALUATION | 7
Step 4: Create a to-do list
Now that you know what your objectives are, you can start creating a “to-do” list to ensure each
objective is completed.
Make sure you track the progress of each objective to ensure it gets done by the due date.
EXAMPLE: Here is an example of a to-do list for the objectives you create.
OBJECTIVE #1: “To have a checklist in place to orient and train new employees by June 1,
20XX.”
Tasks to complete objective Task Owner By when? Completed
Mike will create a new employee orientation

Mike Jan. 30, 20XX
checklist for new employees.
Jen will review the first draft of the checklist

with other stakeholders on the farm to
ensure all documents are in place and key Jen March 1, 20XX
stakeholders understand their roles when a
new employee is hired
Mike will finalize any changes from Jen and

Mike May 30, 20XX
file new hire checklist in company binders.
EXERCISE: Go to the Forms Appendix (at the back of this manual) for a blank form to
create your own to-do list for each of your objectives.

CHAPTER 2
Developing an Identity for Your
Farm Business
Why is creating an identity and reputation for your farm important?

In marketing and advertising, your farm business’s identity and reputation is known as its
“brand.”
Examples of popular brands include: Tim Hortons, John Deere and FedEx.
Throughout this chapter, we’ll refer to this concept as identity and reputation.
Creating a marketable identity for your farm helps you build a relationship and reputation with
your customers and employees.
Your identity and reputation are key pieces to consider when recruiting potential employees.
Before you begin creating your recruiting process and strategy, it’s important that you know: how
people view your farm, how they distinguish you from other farms, and – most importantly – if
they would choose employment opportunities at your farm.
By creating an identity, you are building awareness of your farm. It helps people understand what
your farm is about and sends a subtle emotional message to employees, suppliers and others. A
strong, positive identity helps you recruit and keep employees.

In this chapter, you will learn about the benefits of an identity, complete an exercise to help you
create a company profile, and start building an identity for your farm.

You’ll have a company profile to use in recruiting, and in your marketing materials (ex:
brochures, ads).
Creating an identity for your farm

A crucial piece of your farm’s identity is the message (description) you share with your suppliers,
employees, community, industry, and others.
In marketing and advertising, this message is known as your business’s boilerplate or profile. Below is
an example of John Deere’s profile:
Since its founding in 1837, John Deere has seen many changes in its business, its products, and its
services. Change always comes with opportunity. And Deere has always been ready and willing
to embrace change. Yet, through it all, John Deere is still dedicated to those who are linked to the
land – farmers and ranchers, landowners, builders, and loggers. And Deere has never outgrown, or
forgotten, its founder’s original core values.
DEVELOPING AN IDENTITY FOR YOUR FARM BUSINESS | 9

Those values determine the way we work, the quality we offer, and the unsurpassed treatment you get
as a customer, investor, and employee.
Your farm’s profile should be about a paragraph long (three to four sentences) and should combine:
• useful information (ex: product information, year founded, location)
• your farm’s personality (ex: values, beliefs)
• anything that is unique about your farm
When creating your farm’s profile, think of:
• your farm’s qualities or the values that are important to you
• the way other people think about your farm
• the way you think about your farm
• the emotions and perceptions that you elicit, or want to elicit, in other people
To start your farm’s profile, you’ll find an exercise on the next page to help you write it.
In terms of recruiting employees, a strong farm profile or description will help by allowing candidates
to recognize why they want to work for you as opposed to the farm down the road. Not only does
this profile yield external benefits – it also helps you internally by aligning your identity with your
employees and the business decisions you make.
CASE STUDY: Smith Dairy Farms Inc. has always had trouble attracting employees to
its farm. Jason, a second-generation dairy farm owner, always looked for employees
the same way his father did: by placing a “generic” four-line job ad in the local
paper. Unfortunately, times have changed and the generic approach won’t work
anymore.
Jason fills out the following exercise to start. Once he has a solid idea of his farm’s
identity, he’s ready to try his luck again. To find out how he incorporates his farm’s
identity into his job ad, read the case study in the following section on recruiting
(page 22).

EXAMPLE: In this section of the document, you’ll uncover your farm’s identity and
profile. Go to the Forms Appendix (at the back of this manual) for a blank form.
Start the process of creating your farm’s identity and profile by answering the questions below.
Step 1: What’s your personality?

List the five most important words that describe your farm.
1. family-owned
2. quality
3. respect
4. safety
5. teamwork
Step 2: What makes you different?

What are the things that make your farm different from others? What could be said about your farm
that cannot be said about another farm?
P We invite vendors to the farm to explain new processes, to make the farm more efficient.
P We hold monthly staff/family meetings to discuss new ideas and reward staff/family with gift cards
for successfully implementing those ideas on the farm.
P We are environmentally conscious.
P We care for our livestock and ensure they are treated with respect.
P We have written farm processes in each barn/ shed to ensure safety and work processes are done
appropriately.

Step 3: What are your values?
What are the values of your farm or family?
We value:
integrity quality
a job well done efficiency
safety hard work
livestock customers
the environment loyalty
family and friends
Step 4: What promise does your farm want to make to its employees and customers?
What can your farm genuinely promise to deliver? You can phrase this section either as a slogan by
starting with “We will always…”, or as a mission statement by starting with “To…..”
To always provide wholesome dairy products and honest service to our customers, and a safe
environment for our staff/family, while rewarding them for their hard work, and high levels of
customer service.
Step 5: What’s your vision for your farm’s future?

What does your farm wish to be? Think BIG by asking yourself: “What do I want my farm to be known
– or famous – for doing?”
I want my farm to be known as an environmentally-friendly farm that provides the best quality and
wholesome dairy products and service to its customers.
Step 6: What’s your farm’s name?

That’s your farm’s (business) name, or perhaps your name.
Smith Dairy Farms Inc.
Step 7: Your farm’s logo

If you don’t already have a logo, you may wish to hire a graphic designer to draw or design a logo
with a font style and original graphic appropriate for your farm. A logo can help you create a visual
identity for your farm.

Step 8: Farm profile
Write three to four sentences, based on the questions answered above, that describe your farm’s
“story” in an interesting way – the way you’d explain it to a stranger who asks you about your farm.
My parents, who owned the farm before me, believed in providing wholesome milk to their customers
and that the key was to work as a team, create a safe workplace, and respect our environment and
livestock. In 2007, I took over the dairy farm and continue to grow the business and improve the
processes and sustainability of our family farm.
Now that you’ve written your profile, you can incorporate it and the identified elements above, into
your job postings, descriptions, etc. to make them more appealing to applicants, employees, suppliers
and customers, and to show your farm’s identity and personality.

CHAPTER 3
Recruiting
Why is recruitment important?

How and where you find employees directly affects the effectiveness of your team and business.
Recruitment is the process of planning, selecting, and hiring employees. The goal is to identify
and hire the most suitable employees you can find. The process starts with a marketable farm
identity and a pre-planned recruitment process and strategy.

In this chapter, you will find steps and exercises to help you create a recruitment strategy, which
includes identifying vacancies, creating job descriptions and determining advertising options.
Remember, recruiting requires your effort and commitment. It’s an important step in the HR
process that will help you find great people to increase your overall profitability.

You’ll have the framework for planning an effective recruitment process and strategy to find and
hire the best employees for your farm.
What is recruiting?
Recruiting means becoming involved in finding and attracting employees. Finding includes seeking,
sourcing and locating employees.
Many farm businesses struggle with recruiting – often believing that they can’t find good people.
Recruiting employees requires a strategy, effort and commitment. Think strategically about:
• Skills needed in your farm business.
• The type of person and behaviours that fit best with your leadership style and the culture of
your farm business.
• What value your farm business offers a successful candidate.
• Key places to advertise so you can find the right person.
Recruiting is a proactive process versus a reactive process. In fact, many farm businesses that hire
reactively (i.e. when they are in a panic for labour during harvest), end up with bad hires that
ultimately cost the business money.
RECRUITING | 15
By hiring proactively, you’ll understand what job needs to be filled, the skill sets required, the
personality attributes important for the position, and what type of person would best fit with you and
your team.
How do I recruit?
Recruiting has changed in the past few years, particularly in the farming industry. As farms continue to
grow, and some rural populations decline, it may be harder to find staff nearby with the right skills for
the job. Many of the traditional skills have become more sophisticated.
Also, today’s younger generation wants to find employment with a business that offers more than a
paycheque. Use your brand statement, and the qualities that differentiate you from other farms, to
create job ads that are exciting, interesting and appealing. You need to let potential employees know
not only what you’re looking for, but what you can offer them.
You also need to know where to find potential employees. The rise of social media has changed how
organizations recruit. Learning how to use LinkedIn, Twitter, Facebook and other social-media sites
will help you promote your job openings and your farm. Don’t ignore the growing demand and
importance of social media for recruiting.
How does recruiting work when I hire family members?

Recruiting family is often easier, since you already know your family members’ work ethics,
personalities and behaviours.
However, when recruiting family, you must make it clear to the family member what job skills,
expectations, and personality are required for the job, your farm business and your team. Just because
someone is family, it is no guarantee that they have the skills required or that their personality will fit
the farm’s culture.
Think carefully before hiring family members. Ensure that they fit the job and culture, and that they
understand what’s expected of them.

The recruitment strategy
Now that you’ve created your farm’s identity, it’s time to develop a recruitment strategy.
EXERCISE: To develop your recruitment strategy, follow the steps below. Go to the
Forms Appendix (at the back of this manual) for a blank form.
Step 1: Identify the vacancy

It’s important that employee recruitment on your farm is an ongoing TIP: Many existing
process. If you wait to think about hiring until you’re desperate for a employees would
person to fill a position, it may result in a mediocre or bad hire. be open to new or
You should be constantly analyzing your farm’s needs and speaking with different challenges.
your employees to find out where the employment gaps may be.
Once you identify a gap, you should either:
• review your current staff, skills and workloads to see if an existing staff member could easily
fill the gap
or
• create a new position for a new employee
Once you’ve completed this form, review your answers. Determine the positions, skills and personalities
that you need to hire on your farm in the next six months to a year.
1. How many people did you hire in the past year?
2. When did you hire them? Spring Summer Fall Winter
3. In terms of the hiring process, what seemed to work and not work?
What Worked? What didn’t work?
RECRUITING | 17
4. What are your actual, and anticipated, hiring needs for the next season?
5. Do you have any hiring needs beyond that? Are you anticipating expansions or changes in the
farm’s structure, or an increase or decrease in production?
6. What tasks are performed on the farm? Who is responsible for each task? Are there any tasks for
which no one is responsible?
Task Person Responsible

7. How much time and money do you estimate that it costs you to hire a new employee (including
advertising, recruiting, interviewing, communicating and training)?
8. Is there any other relevant information that might affect your desire or ability to hire new
employees over the next year?
Step 2: Create the job description

Once you’ve identified whether an existing employee or new hire will take on the new job tasks, it’s
time to create a new job description or revise an existing one to include the new tasks.
One of the most common reasons for poor employee performance is lack of clear expectations.
Employees – especially new ones – don’t really know or understand what you want or expect from
them, unless you tell them and put it in writing.
Benefits of job descriptions. They:
• ensure that you, your family, and your management team agree on what the job is
• help you identify the skills, traits and experience that you need for the job
• keep you focused during the interview process to ensure you are asking the right questions,
and hiring based on the skills, traits and experience needed for the job
• make it clear to candidates whether they can or can’t do the job
• protect you from legal issues, such as disability claims
TIP: Job descriptions don’t have to be long or complicated. They should be short, clear lists of
the specific responsibilities and expectations you have for each position.
RECRUITING | 19
EXAMPLE: Here is an example of a completed job description:
Employee Name: Date:
JOE SMITH [Insert date]

Job Title: Supervisor’s Name:
DAIRY MANAGER DAN FARMER
Type of Position: Full-time Part-time Contract Seasonal
Job Description Overview:

This position is responsible for the management of the farm’s dairy herd, including milking, herd health and
breeding, and dairy facility cleanliness and maintenance.
Job Duties:
• analyze and maintain the dairy records
• direct production
• supervise dairy employees
• work with the owner and oversee the daily operations, logistics, maintenance, safety and quality in
the dairy facility
• talk with nutritionists and veterinarians for health management of the herd
• hire employees, train staff, and conduct performance evaluations
• follow regulatory and company standards to ensure the farm is compliant
• create and review plans to increase the farm’s profitability
• keep records of production and sales in an effort to make sure the dairy stays profitable
Behavioural Expectations:
• superior communication skills
• ability to organize people, equipment and facilities
• ability to lead and monitor employee performance and take correct action when necessary
• excellent team-building skills
Education and Licensing Requirements:
• post-secondary degree
• ability to work in an automated feeding system environment
• record-keeping experience
• two to three years’ experience working on a dairy farm in a managerial position
Working Conditions:
• generally works 39 hours per week, but may be expected to work paid overtime when necessary
• early morning, evening and weekend work may be necessary
• works inside and outside during extreme weather conditions in a dusty environment
• involves standing, bending, lifting and carrying
Employee’s Signature: I have read the above information and understand and agree it is a description of my job
duties.

Employee’s Signature Date

Step 3: Determine the most effective way to advertise the position to the appropriate
candidates
With every position, you can assess and identify the best way of attracting and advertising for the most
qualified candidates -- those who will meet the needs of the position and your farm.
Examples of ways you can recruit candidates:
• advertising:
– on your website or using social media (ex: Facebook, Twitter, LinkedIn)
– with internal staff to let them know the position is available and to spread the word with
their friends and family (Offer staff a referral bonus if they help fill a position.)
– with local and industry-specific newspapers, organizations and magazines (online and
paper)
– in farm journals and on websites
– at industry trade shows and conventions
– with the federal Job Bank
– at colleges and technical schools
• reviewing applications from recent candidates who applied for work on your farm
• hiring a recruitment agency to advertise the job through its network of people and
advertising websites
• talking with local and retired farmers to see if they may know a possible candidate
• contacting the government about new immigrants and work programs
• using “antenna recruiting” – always observing people around you and looking for people
who could make good employees now or in the future
EXERCISE: Advertising Checklist

Below is a checklist to use when advertising your job openings. Go to the Forms
Appendix (at the back of this manual) for a working form.
your company’s website

social media
staff and family
local community paper
local community centre (post on bulletin board and website)
local organizations (post on bulletin boards and websites)
industry trade shows
local colleges and technical schools
farm print publications
federal Job Bank (www.jobbank.gc.ca)
other job-posting websites like eBrandon, Kijiji and Steinbach online
RECRUITING | 21
CASE STUDY: SMITH DAIRY FARMS INC. OVERVIEW:
Jason, a second-generation dairy farm owner, recognizes that he can no longer
run the dairy farm without a manager. The farm is growing quickly and Jason
realizes that he no longer can give detailed attention to farm processes and
procedures to maintain a sustainable and profitable farm.
Jason and his wife own the farm, and they have two small boys under the age of 10. Jason
employs one farmhand to help with the daily tasks. Jason doesn’t have anyone with enough dairy
farm experience to fulfill a management role; he knows it will be cheaper to hire a person with two
to three years’ experience rather than someone with five years or more.
Jason, his wife, and farm hand fill out a blank job description (page 23) based on the requirements
they need for the position. After completing it, they create a recruiting strategy aimed at hiring a
younger, less experienced, dairy farm manager. The strategy includes buying ads on Facebook
(www.facebook.com/ advertising) to advertise the position to this young target audience, posting
the job on Monster.ca website, and putting up posters in local stores, halls and colleges/universities
with agriculture programs.
They use the job description to create a compelling job posting that identifies the job requirements,
gives candidates an understanding of the farm’s culture, and reflects the “identity” or personality of
their farm.
DAIRY FARM MANAGER JOB AD:
Welcome to our farm. Welcome to our family.

Smith Dairy Farm seeks experienced dairy farm manager.
Smith Dairy Farm is a progressive, well-established, second-generation
farm in the Steinbach area. We believe the key to success is working as
a team, creating a safe workplace, respecting the environment and our
livestock, and rewarding employees for their hard work and loyalty.
We are looking for a Dairy Farm Manager to join our team. In this role, you will analyze and
maintain our dairy records and help oversee the daily operations, such as feeding livestock,
milking and cleaning.
Skills: Strong verbal communication skills and the ability to work independently and with a team.
Experience: An Ag. degree and two to three years’ experience working in a similar role.
Hours: 8 a.m. to 5 p.m. (Monday – Friday). Some overtime required.
We hope to hear from you soon.
To apply, please email your resume to [email protected].

You may also want to create an application form for applicants who drop by to apply, or don’t have a
resume, to ensure that your key questions are answered.
EXAMPLE: Here is an example of a blank application form. Go to the Forms

Appendix (at the back of this manual) for a blank form.
Applicant name: Date of application:
Position applying for: Type of position:

[ ] Full-time [ ] Part-time [ ] Contract [ ] Seasonal
Address: Phone:
Education: List your education, certificates or special training:
Institution Attended Diploma or Certificate Year Received or Grades Completed
Work Experience: Do you have experience in any of the following?”
Feeding Cattle (Dairy) Tractor - Type: ____________________________________________

Dairy Tanks Milk Processing Equipment - Type:____________________________
Do you have your driver’s licence: No Yes Class: 1 2 3 4 5 (Circle one.)
Work History: List previous employers for the past 10 years (beginning with the most recent):
Employer Name Job Title Dates Worked
References: Please provide three work-related references that we can contact.
Name Phone Number Relationship
Additional Comments:
To the best of my knowledge, the above information is correct.

If you wish, you can attach your resume to this form.
RECRUITING | 23
CHAPTER 4
Hiring
Why is hiring important?

There are few things in business that are more important than hiring the right people. Some say
that without the right people, no amount of money can make a business succeed. Likewise, your
farm depends on qualified staff to make it run smoothly.
Don’t ignore the importance of following all the steps in the hiring process. Ignoring steps in the
process can lead to a bad hire.

This chapter outlines a step-by-step process, including who on your farm is involved in the hiring
process, reviewing applications, short listing and interviewing candidates, and making the final
hiring decision.
It’ll help you understand how to create a hiring process.

When you’re finished, you’ll have taken the first steps toward creating an effective hiring process
that allows you to select the right and most qualified candidate for the job.
What is hiring?
Hiring sounds easy, yet it’s one of the most difficult decisions that business owners make.
Traditionally, farm businesses simply hired someone that another farmer recommended. It was quick
and easy – no need to go through applications or interviews. However, it was also common for the
individual hired to have had little or no experience, which led to trouble later on.
When you make a mistake hiring someone who can’t do the job, or won’t do the job the way you
want, the cost to your farm, you, and your family is incredibly high. Your stress level increases and
your profitability decreases. You are no longer focused on running your business, but rather, on
ensuring the bad hire isn’t making mistakes or causing problems.
An employee is there to add value to your farm business. A bad hire impacts your business’ bottom
line, staff morale, equipment and assets.
In order to avoid a bad hire and risk making a decision that could potentially cost you money and
stress, you should implement a standard process for hiring.
HIRING | 25
The process doesn’t need to be tedious or involve more work, but rather, help you pick the best person
for the job and your business.
To create a hiring process, follow these four simple steps:
1. Establish who on your farm should be involved in shortlisting and interviewing candidates.
2. Review the applications.
3. Shortlist applicants.
4. Interview.
Detailed information about these steps is included on the following pages.
Hiring family employees?

You should follow the same hiring process you use when hiring a non-family member, to ensure they fit
your farm business before you hire them. Does this person have the skills and behaviours that my farm
business needs? Can he or she do the job? Does he or she have the same values and behaviours as the
farm’s culture?
A four-step hiring process

In Chapter 3 (Recruiting), you learned how and where to get candidates to apply for jobs.
Now, we’ll look at taking the next steps in the process: selecting and hiring the right candidate from
all of the applications you’ve received.
Step 1: Establish who from your farm should be involved in shortlisting and interviewing
candidates
As the owner, you may not always be involved in the day-to-day activities of each job. Determine who
will be, and include these people in shortlisting and interviewing the candidates. If staff are involved in
hiring, it can make them more accountable for the new hire’s success.
For example:
• If the position is for a general labourer, perhaps the farm owner and position’s supervisor
need to be involved.
• If the position is for a farm manager, perhaps the farm owner and family need to be
involved.
Make sure each person involved in any step of the hiring process:
• has a copy of the job description
• understands the position’s role and accountabilities
• understands the selection criteria
Also, ensure that you designate associated tasks to a staff member, including receiving resumes,
reviewing the applications, shortlisting, pre-screening and interviewing.

Step 2: Review the applications
You can start the review process in two ways:
1. You can have a formal discussion with staff who are directly involved in hiring for the
position.
2. You can distribute a folder, containing copies of the applications and resumes, to each
person involved in the selection process.
We recommend that you review all of the applications at the same time, so you can compare them.
Also, have a list of what the job requires to ensure an applicant fits the position. It’s easy to get excited
about an applicant who has hobbies and characteristics similar to yours. However, you need to ensure
he or she also has the skills to fill the position.
Step 3: Shortlist the candidates

After reviewing the feedback – either as a group or with the person in charge of hiring – you can
shortlist the candidates you wish to interview. Select two to three of the best candidates for each
position.
Step 4: The interview process

Now that you’ve shortlisted the candidates, you can start the interview process.
Some common mistakes farm owners make when interviewing are:
• talking too much or not asking enough or the right questions
– Remember the 80/20 rule – the candidate should be talking 80 per cent of the time and
you should be talking 20 per cent of the time.
• Interviewing at the kitchen table, coffee shop or machine shed
– This may feel more comfortable, but it isn’t effective. The casual nature of the discussion
may result in not asking the right questions and getting caught up in small talk.
Pre-screen Interviews
To save yourself time, start the hiring process with a pre-screen phone interview. This can be a five-to-
10-minute discussion. Ask questions such as:
• Why are you interested in the job?
• What do you know about our farm?
• Why are you no longer at your last job, or why do you want to change jobs?
• What type of manager do you like to work for?
HIRING | 27
CASE STUDY: Below is an example of what can happen when you don’t use a pre-
screen interview:
Sara just graduated from high school and heard about a job at the Wilson farm.
The farm is located only 10 miles from her home. Sara was thrilled that the farm was
close to her home, and that the position would provide on-the-job training she needs
for a career in farm management.
However, she missed the line in the job ad that said the Wilson farm was only
looking for an employee for a two-month contract, not a permanent position.
Sara scheduled an appointment with the Wilsons and prepared for the interview.
She entered the interview hoping for a new job, only to be disappointed when she
learned that the position was short-term.
The Wilsons were disappointed that they wasted their time interviewing a candidate
looking for another kind of position.
A pre-screen interview would have saved a lot of time and a disappointed
candidate.
In-person Interviews
After completing the pre-screen interviews and finding a number of candidates you wish to meet in
person (and who remain interested in the job), you can start the in-person interview process.
Here are four tips when interviewing candidates in person:
TIP #1: The interview should last no longer than an hour.
TIP #2: Plan for the interview and organize it before it begins. Have the job description and
interview questions written down and ready to reference. Use behavioural-based questions during
the interview.
You are in the agriculture business, not in human resources, so it’s especially important to spend time
planning and preparing for interviews.
What are behavioural-based interview questions?

Behavioural-based interviewing helps you better understand a candidate’s experience and behavioural
style – the way they do things. Behavioral-based interview questions reveal to you how a candidate
acted in the past, which is a predictor of how he or she will act in the future. With behavioral-based
questions, not only do you hear what the candidate has accomplished, but also how the candidate
went about accomplishing it. These questions also help you understand how candidates react, think
and behave.

EXAMPLE: Below is an example to help you understand the difference between non-
behavioural-based interview questions and behavioural-based interview questions.
Go to the Forms Appendix (at the back of this manual) for an example list of
questions.
Non behavioural-based interview question:

Interviewer: “On our farm, we need to get things done and tend to multitask all the
time. Are you able to multitask?”
Candidate: “Yes, I am.”
Outcome: Not only is this a close-ended question, but the interviewer doesn’t ask the
candidate for an example of past behaviour.
Behavioural-based interview question:
Interviewer: “Can you give me an example of a time when you had to do a lot of
multitasking?”
Candidate: “I remember in my last job when I had to repair two pieces of equipment
and then my boss asked me to drive into town and get some supplies he needed.”
Interviewer: “How did you handle the extra request?”
Candidate: “I did what my boss told me and then I did everything else. It was a tough
day and I didn’t like the extra task. I just wanted to focus on the repairs.”
Outcome: This candidate has given you a real-life experience in which multitasking
seemed challenging. From the response, this person may like to stay focused on one
task at a time.
Creating behavioural-based questions

When creating behavioural-based interview questions, it’s important to consider the “core
competencies” of the position. Core competencies of a job are the behaviours, skills and knowledge a
person needs to have to be successful in the job.
The phrasing of behavioural-based questions is key. Typical behavioural-based questions might start
out with: “Tell me about a time…” or “Describe a situation…” This structure encourages the candidate
to think about a real-life situation that will demonstrate the ability that you’re looking for.
We’ve included a sample list of behavioural-based questions in the Forms Appendix section.
TIP 3: If you are interviewing more than one person, ask each candidate the same questions and
take notes (or have one of your staff/family take notes), or create a form, like the one on the next
page, which allows you to quickly rate each answer during or immediately after the interview.
HIRING | 29
EXAMPLE: Sample interview question and rating form. Go to the Forms Appendix
Candidate name: Date:
Position being Interviewed for: Interview completed by:
Ratings: Write one question on each line. After the candidate has answered the question, please rate the answer
by circling number one, two or three.
Rating Number Description
1 Vague answer; no examples; wasn’t specific; has no experience.
2 Strong answer; provided examples; directly answered the question; has some experience.
3 Exceptional answer; provided strong examples; directly answered the question; lots of
experience and talent.
Candidate Interview Questions:
Rating
Question Rating (Circle One – based on
the descriptions above)
1 2 3
1 2 3
1 2 3
1 2 3
1 2 3
1 2 3
1 2 3
1 2 3
TOTAL
NOTES: Please add any comments or feedback that you would like to share about this candidate:

TIP #4: Don’t make on-the-spot hiring decisions – even if an interview went extremely well. You
need to allow yourself time to reflect on the candidates before you make a decision. The candidate
also needs time to reflect on the interview and consider whether the job is right for him or her.
You’ll also need to check references to ensure the accuracy of the candidate’s statements. If the
candidate provides no references on his or her resume, be sure to ask for the names and titles of at
least three work-related references at the end of the interview.
When you call the references, it helps to have a reference form to guide your questions and record the
answers, like the one below.
EXAMPLE: Below is a sample of a blank reference form. Go to the Forms Appendix

Applicant Information
Candidate: Date of Reference:
Position applied for: Reference check conducted by:
Reference Information
Reference provided by: Company:
Current title: Working relationship with candidate: Phone:
Previous Job Information for Applicant
Dates worked with

previous employer:
Reasons for leaving:
Job title:
HIRING | 31
Reference Check Questions:
1. How would you describe the applicant in the following areas (rated on a scale from 1 to 10, with 10 being
the strongest):
Question Rating Notes

Attendance
Reliability
Interpersonal Skills
Verbal/Written Communication Skills
Sense of Urgency/Initiative
Ability to Deal with Stress
Time Management
Meeting Deadlines
Customer Service (Internal & External)
2. What were the major areas of the applicant’s job responsibility?
3. What were the main strengths of the applicant?
4. Were there any job areas requiring improvement?
5. What level of supervision did the applicant require?
6. How did the applicant get along with co-workers? For example: Was he/she a team player or did he/she
prefer to work independently?
7. Would you re-hire this person?
TIP: You may also consider other forms of interview assessments and tests for the candidate before
you hire them, including skills and aptitude tests (having the candidate demonstrate skills in person,
such as driving the combine).

Step 5: Make a written offer of employment to the candidate
So, after you’ve interviewed, completed testing for the position, and checked the candidate’s references,
you’re ready to put the offer in writing. You should write the letter of offer and either email or mail it to
the candidate or schedule a time for him or her to come to your office to review it and sign.
Make certain that you meet all legal requirements. Ignorance is no defence when it comes to labour
laws, so be certain that you have an up-to-date copy of your province’s employment regulations, which
you can find online.
EXAMPLE: Below is a blank sample of a Letter of Offer:
[INSERT DATE]
PERSONAL AND CONFIDENTIAL
[INSERT NAME]
[INSERT ADDRESS]
[INSERT CITY, PROV., POSTAL CODE]
Dear [INSERT NAME]:
I’m pleased to offer you the position of [insert job title] with [insert name of business], starting [start date
of job]. You’ll be reporting to [insert name of supervisor ].
The below sets out the terms of your employment with [insert name of business]:
Compensation: Your hourly salary will be [insert salary amount].
Vacation: You will be entitled to [insert number of vacation weeks – ex: two] per year after the completion
of one year of employment with [insert name of business], in addition to the usual paid general holidays
observed by the company. Future vacation entitlement will follow provincial employment standards
legislation.
Probation: You will be on probation for a period of [insert number of months] month(s). While you are
on probation, and subject to employment standards legislation, either [insert business name] or you
may terminate your employment without notice or cause. During this probationary period we will review
whether you are able to meet the requirements of the job and if you are compatible with the company.
Please indicate your acceptance of this offer in the space provided and return a signed copy to my
attention. A copy is provided for your files.
We look forward to working with you on our team and if there are any questions, please don’t hesitate to
contact me.
Yours truly,
[Insert owner name, Name of Business]

My signature confirms that I accept this offer of employment and I had the opportunity to obtain legal
or other advice, understand the employment terms and conditions, and accept them voluntarily without
pressure.
HIRING | 33
CHAPTER 5
New Employee Orientation and Training
Why do we need new employee orientation and training?

Employees who start off on the right foot tend to be happier, more productive, and stay with
your business longer.
The first few weeks on the job are a very important time for new employees to adapt, feel
welcome, and get educated about your business and their new job responsibilities.
New employee orientation is the way new employees learn the knowledge, skills, and
behaviours to become effective and productive workers. It allows a new employee to quickly
feel connected to the people and culture of your farm business. The sooner employees
understand what’s expected of them, what they need to know, and where to go for help –
the quicker they’ll become productive.
Your new employee orientation and training process should cover all aspects of job
responsibilities, people, policies, and procedures to ease employees into the job and make
them feel comfortable and confident. It should also help new employees to:
• know the purpose of the job and what to do
• understand the processes involved and what you expect of them
• know where to go for assistance
• know how to do the job safely and correctly
Don’t assume that the new employee knows everything you know about the job, farm,
process and culture.
Use common sense when doing new employee orientation and training – and consider what
you would like to know if you started a new job. Something as simple as showing the new
employee where he or she can eat lunch can remove stress and increase production earlier.

This chapter will help you understand and create a specific orientation process and training
plan for your farm business. We’ve also included a new employee orientation checklist
to make sure you’ve covered the bases in the Forms Appendix section at the back of this
manual.

You’ll have a new employee orientation process and confirmation checklist, so that new
employees have what they need to start their job off with ease – from forms that need to be
completed to co-worker introductions and job responsibilities. Ultimately, you’ll have high-
performing staff, who can quickly and directly make a positive impact to the bottom line of
your farm business.
NEW EMPLOYEE ORIENTATION AND TRAINING | 35

What is new employee orientation and training?
Orientation and training helps you incorporate new employees into the culture of your farm business,
so they can become more productive on your farm and in their jobs. It also creates a faster employee
ROI (return on investment), also known as return on individual. The time you put in now to orient and
train your employee will be returned in how quickly the employee can become a productive worker.
Orientation and training also helps your new employees work smarter and safer. When an employee
can’t work due to an accident, it can cost you money, time, and stress. When employees are trained
to perform their jobs in the correct manner from the beginning of their employment, they will have less
frustration, better morale, higher productivity and safety.
How do new employees feel when they arrive at your farm to begin
work?
New employees will probably have a desire to succeed and be anxious about working in a new
environment. A strong new employee orientation and training program will show them they’ve made
the right decision to work on your farm.
Remember – new employees can form opinions about their employer early, so it’s important their
immediate experiences be positive. Many new employees are reluctant to ask too many questions
for fear of looking stupid. New employee orientation and training helps you address questions and
uncertainties that they may have, but may be afraid to ask, like:
Questions Your orientation responsibility Outcome
Will I like working on this Set a warm and welcoming You’ll boost the new
farm? tone, and spend time with the employee’s confidence and
new employee on the first day. belief that he or she made the
right decision to work for you.
What exactly will I be doing Show work procedures and You’ll show a confirmed
and what is expected from equipment, discuss safety commitment to the new
me? protocols, review the job employee’s well-being, your
description and clarify the new farm’s organization, and
employee’s areas of focus. clear job and performance
expectations.
Who else works in the farm Introduce the new employee You’ll help produce a
business, how do I fit in, and to staff, including family, and motivated new employee, who
are there any family members review your organizational understands where he or she
working on the farm? chart to explain the fits in and who has a sense of
relationships among staff community.
members.

Questions Your orientation responsibility Outcome
Who is my real boss and who Confirm the new employee’s The new employee has clarity
do I take instruction from? immediate supervisor and about the job, supervisor, and
discuss job priorities with the job priorities.
supervisor present.
What are my work hours and Explain work schedules, The new employee has clarity
when and where can I take including hours, overtime, about work hours and time
lunch breaks? lunch and coffee breaks and off.
time off.
Other questions may include:

• What are the rules and how do we do things around here?
• How stressful do things get?
• Who do I go to if I need help or have questions?
• How will I know if I am doing a good or bad job?
• What are the hours during peak and non-peak season?
• Who do I call if something breaks down, or should I try and fix it?
• When and how do I get paid?
TIP: Try not to hire at the peak of your busy season so that you have more time and patience to
provide proper orientation and training.
Planning your new employee orientation and training program

Carefully plan your orientation and training program so that it suits your farm business. An orientation
and training program is a powerful tool that ensures your new hires clearly understand your
expectations and feel a sense of pride in being part of your team.
Orientation and training vary in length. Seasonal workers may only require a half day’s training, while
a full-time manager may require weeks or months to learn the job and business. As we’ve mentioned,
be sure to create a program that provides a great first impression and helps new employees be
productive and successful quickly.
Orientation and training tips:

1. Use a new employee orientation checklist to ensure you don’t forget anything (we’ve
included an example in the Forms Appendix – it’s important to customize this checklist for
your farm business).
2. Explain how and why a particular task is performed.

3. Demonstrate the correct way of performing a task. Review the task at a normal pace and
repeat it at a slower pace, pointing out the various steps along the way, and answering
questions.
4. Point out potential hazards associated with the job and ensure you explain safety
procedures and regulations. Check to make sure the new employee understands them.
5. Have the new employee perform the task while you watch.
6. Check in with the new employee often for the first few days or weeks.
7. Consider having someone interpret your orientation and training if you hire employees
who may not speak English as a first language.
You may also want to have a welcome get-together on the employee’s first day. Something quick and
simple – coffee and introductions – goes a long way toward making a new employee feel welcome.
Creating a training plan

Although you may hire employees who are already experienced in the position, they will still need
training to do the tasks to your standards and expectations.
When creating the training plan for your new employee orientation and training program, you should
consider:
1. the specific tasks for the position
2. whether the tasks are better taught with an explanation or a demonstration
3. the time required to teach each task
4. what result the employee is trying to achieve by performing the task, what impact that task
has on the farm business and other positions, and why it’s important
5. incorporating a measurement to ensure the employee understands and can perform the
task (for instance, you may want the new employee to perform the task while you watch)
You can use this step-by-step process to train an employee on a job task:
1. Get ready.
– Prepare employees by explaining what you plan to teach, including why the task or skill
is important. Remember to outline possible hazards, safety procedures, or regulations they
need to know about when doing this task.
2. Explain.
– Explain the task and break it down into steps, if possible.
3. Demonstrate.
– Show exactly how the task should be done by demonstrating it in front of them. Make
sure you involve them by asking questions and getting feedback.
4. Repeat.
– Ask new employees to explain the process back to you to ensure they understand it.
5. Confirm.
– Ask employees to perform the task while you watch.

When you have implemented a new employee orientation and training plan, you’ll see the immediate
and long-term results, including less time spent supervising, fewer errors and breakdowns, and
increased productivity.
Is orientation and training necessary when I hire family?

A formal orientation process, regardless of whether the employee is family, welcomes new employees
and gives them a sense of value, which allows them to fit into the culture of the farm business. When
you’re hiring a family member, it might also clarify to that person, and other employees, that the family
member will be treated the same way as all employees and will not receive special privileges.
CASE STUDY: Conir Farms in southwest Manitoba hired Carlos for a few months to
help out with the fall harvest.
Peter, the owner of Conir Farms, didn’t do a new-employee orientation, since Carlos
would only be with the farm for a few months, and had already worked at a nearby
farm for a couple of years.
Carlos’ first day on the job was frantic – the farm had already started harvesting.
Within five minutes, Peter told him to jump into the truck and haul grain to the bins
on the south farm. Carlos couldn’t find the south farm and had no one to ask. He
drove around for 30 minutes until he found it, but then wasn’t sure what to do when
he got there.
As the day continued, Carlos felt confused, stressed and inadequate. He struggled
through the day and made many mistakes. At the end of the day, Carlos told Peter
that he wouldn’t return to work the next day: his first day on the job would be his last
day on the job.
What could Peter have done differently?

CHAPTER 6
Communication
Why do you need to provide communication and feedback to

your employees?
Everyone on the farm – owners, family, managers and employees – should commit to
making effective communication a priority.
Constant and effective two-way communication with your staff should be one of your core
values – it’s the best way to ensure your farm is moving forward toward its goals and that
everyone is onboard. It is a common mistake that strong communications get set aside
during busy production seasons; however, during these times, it should be a priority.
Effective communication allows workers on the farm to be higher performers who work
together, are happier, and work safer.
Simply put, no communication or feedback can harm your farm business. Like any
relationship, communication is key to making it stronger. No matter what size your farm
business, you need to let your employees know what’s happening on the farm, how they’re
doing and any processes and procedures that may change or be put in place.
Likewise, feedback must be built into the process. Whether you agree with the feedback or
not, it will provide you with insight into how your staff is feeling, and for them to know that
you care enough to listen.
Communicating will allow you and your employees to be on the same page, and reach your
business goals that much faster.

This chapter contains a Q&A to help you understand your communication style and whether
you’re an effective communicator, and tips on how to implement communication and
feedback techniques into your farm business.

You will have improved communication skills and new ways to introduce effective
communication on your farm.
COMMUNICATION | 41
What is communication?
Communication is the sharing of ideas and information. It’s an essential part of work and life and, at
times, it’s not easy to do. Differences in people’s personalities, communication styles and skills can play
a part in how well we communicate with each other.
Being an effective communicator starts with an understanding of how you communicate. Below is a list
of communication skills to think about and work on:
1. Message: Know what message you want to communicate. Organize your thoughts so that
your message will be clear and easy to understand. Unorganized thoughts can lead to
misunderstandings and be confusing to the listener.
2. Plan: Important conversations should be planned. When planning a conversation,
think about the different scenarios, reactions and outcomes that can occur and also the
personality and behaviour of the person you will be communicating with. Plan what you
will say and do with each reaction, and prepare a solution for each reaction, so that you
know beforehand how you will respond.
3. Body Language: Non-verbal signals (body language) play a significant role in
communication. Your facial expression, posture and gestures directly impact your message.
Your body language should be aligned with your words in order for your communication
to be clear.
4. Positive language and tone: Stay positive during the conversation. Negative statements
often elicit a negative reaction, while positive statements often elicit a positive response.
5. Listening: It’s very important that you listen to what the other person has to say.
Sometimes, the hardest part of good communication is listening. You have a million things you need
to take care of and it’s hard to concentrate on the conversation. Below are some tips to help you listen
better during a conversation:
• Concentrate on what the other person has to say.
• Listen for content and emotion to understand the entire message.
• Maintain steady eye contact so the other person knows they have your attention.
• Provide feedback to confirm your understanding of what they are saying.
• Stay patient.
• Acknowledge feelings that are important to the message you’re hearing.
• Listen without passing judgment and don’t rush in to give advice.
• Communicate with respect in every interaction regardless of whether you like the
person or not.
• Focus on issues, not personalities, when you discuss work matters and problems.

Something’s gone amiss – miscommunication
Good communication is essential to maintaining an efficient farm business, but miscommunications can
happen at any workplace.
An example of a simple miscommunication:

You tell your farm hand on a Monday, “I’ll meet you in the barn at 3 p.m. next Wednesday to fix the
tractor.” By “next Wednesday,” you meant “this week,” but your employee assumed it was next week.
This is a simple miscommunication. Before you place blame, talk to the employee first to find out what
happened and to clarify the situation. You should also encourage your employees to ask questions
if they don’t fully understand something – because anyone is capable of being unclear and/or
misunderstanding something someone has said.
Here are ways to prevent miscommunications:
1. Take responsibility for your communications. Make sure the message or instructions you
communicate to an employee include all of the appropriate information. If the message is
complicated, consider writing it down. Ask your employee if he or she understands or has
any questions.
2. Match your message to your listener’s communication style. Observe the person you are
speaking with, respond to cues (like facial expressions), and adjust your communication
style accordingly.
3. Handle a misunderstanding immediately. If you discover that there’s been a
miscommunication, make sure you act immediately to correct it.
It’s important that you look into the situation first, before placing blame on an employee. Often, it
takes two to have a miscommunication. Speak with the employee to clarify what happened and, if
miscommunications become a regular occurrence, it’s time to follow up with written instructions.
TIP: Make sure that when communicating with employees who speak English as a second
language, you ask them if they need clarification of words or phrases that you’ve used in your
instructions. As well, follow visual cues, like facial expressions, to ensure understanding. You
may need to speak with a translator if there’s a significant language barrier.
How do I communicate with a family member?

Everyone, including family members, requires information in order to do his or her job well. When
communicating with family members who are employees, be patient, understand their communication
style, and communicate the same information that you would to a non-family member.
You can use all the tips in this chapter when communicating with family at work.
COMMUNICATION | 43
What’s your communication style?
Part of effective communication is understanding your communication style. Below is a chart of the four
most popular communication styles.
Read through the chart and select which communication style fits you. Think about the people you work
with and select their communication style and read how best to communicate with them.
STYLE DESC. TRAITS COMMUNICATE BY
DRIVER “Do it” • Direct and to the point Tell Drivers what you want,
• Decisive the result you need and let
• Focused them decide how to get it
• Confident done. Let them control their
• Task oriented work.
CONTRIBUTOR “The idea • Supportive Don’t rush the discussion,

is...” • Easygoing and laid-back and come up with ideas and
• Listens before speaking solutions together.
• Slow to initiate, but will
often accept change
• Likes to follow the team
and contribute
SOCIALIZER “Let’s talk over • Talkative What others think of

coffee” • Likes socializing them is important Start
• Keen and eager conversations with small talk
• Very approachable and and talk about how their job
often liked by most affects others and the team.
• Known for organizing
social events and team
gatherings
INVESTIGATOR “Put a detailed • Analytical and detail Provide a lot of detail and
plan together” oriented allow time for processing
• Cautious and analyzing thoughts and
• They like to review details ideas. Be patient when they
or research before making ask questions.
final decisions
• High standards
• Risk-adverse

Ways to implement communication on your farm
Even small businesses need structured and regular ways to share important information that may affect
employees. Below are five ways for you to implement communications into your farm:
MOST IMPORTANT: SCHEDULE STAFF MEETINGS WITH AN AGENDA
Meetings allow you to communicate directly to the farm staff and get feedback immediately. It also
creates a strong team that can be more positive, better able to deal with interpersonal issues and
brainstorm ideas or overcome roadblocks.
If you have just one employee or family member working on the farm with you, there are enough
people to have a meeting.
Remember, meetings don’t need to be long.
Effective meetings:
• Improve overall communication – by offering staff a regular chance to participate.
• Increase morale – by helping staff to feel involved and connected.
• Ensure focus – by setting priorities.
• Increase farm efficiencies – by making sure everyone is on the same page.
Ensure you create an agenda before the meeting and, if possible, distribute or post it before the
meeting to allow employees to prepare any questions or discussion points they may have. You may
also wish to invite staff to add items to the agenda before the meeting.
EXAMPLE: Below is a sample of a meeting agenda:
AGENDA
DATE: January 12, 20XX LOCATION: Barn office
TIME AGENDA ITEM WHO
8 a.m. General farm update (new processes and procedures) John
8:10 a.m. New equipment and maintenance issues Roger
8:20 a.m. New fence project update Mary
8:25 a.m. Weekly priorities John
COMMUNICATION | 45
Other Effective Tools to Consider
BULLETIN BOARD
Create a bulletin board to hang in your main office, barn, etc. Make sure it is regularly
updated with information about the farm, employee news and any new or updated
processes and procedures.
To organize the board, you can section it into four sections (quadrants) and have each
section represent a different topic.
If you’re technologically savvy, you can also create a bulletin board online, using a simple
blog interface, like Blogger or WordPress.
MEMOS
A memo is still an effective way to communicate with staff – especially on a farm where
email may not be commonplace. Prepare a weekly, bi-weekly or monthly memo that is
distributed to all farm employees and family. You can also include the memo with your
employee’s paycheques.
FARM POST OFFICE

Setup a post office on your farm. Find an area to set up mailboxes or slots – one for each
employee. Ensure that you set it up somewhere your employees or family visit daily. You
can update your workers about farm matters by delivering information to their mailboxes.
As part of this process, you might want to set up a mailbox where staff can leave you
anonymous comments (like a suggestion box).
EMAIL / TEXT MESSAGES

Not every business has the luxury of mobile email or text messaging, but if you do, you can
update and communicate with employees through these devices.
Remember to always give the email or text message a consistent subject line (ex: farm
updates), so employees know it’s a communication coming from you about the farm. Also
consider the time of day when you send the message. Generally, employees will appreciate
getting text messages more during working hours than late at night.
Summary: While any of these methods can help improve communication, in-person meetings are
one of the most important things you can do to communicate with your staff. Meetings give staff an
opportunity to talk with you directly, ask questions, and clarify and resolve issues on the spot.
You can mix and match all of these methods, as needed, to create a complete communication program
and process for your farm. As always – keep doing what works best, amend your communications
process based on your own observations, and ask staff to weigh in if you’re not sure.

What type of communicator are you?
Communication starts from the top down, and allows for feedback. It’s one of the most important skills
a manager or owner can have. It’s hard to be a leader and fulfill the goals of your farm business if
you can’t communicate your vision, and your staff can’t be motivated if they don’t understand what
you want.
TIP: Effective communication allows workers on the farm to be higher performers who work
together, are happier, and work safer.
EXERCISE: Below is an exercise to help identify areas for improvement in your

workplace communication. Go to the Forms Appendix (at the back of this manual)
for blank form.
From the list of the five statements below, choose the two you could work on and identify ways to deal
with them.
I encourage
and ensure
I communicate my staff
I tell my clearly and members are
staff about often to my I consult comfortable
important employees with my staff to share their
I actively listen things that are about what I before making opinions and
when someone happening expect from important suggestions
speaks to me. with the farm. each of them. decisions. with me.
Put a check
under the
two that
you will
work with
Identify
reasons
why this
needs work
List some
possible
ways to
improve
TIP: When it comes to communication skills, practice makes perfect.
COMMUNICATION | 47
CHAPTER 7
Motivate Employee Performance
Why do you need to motivate your employees?

Motivation is the process that initiates, guides, and maintains our goal-oriented behaviors and
causes us to act.
Some managers think that to motivate employees, you just need to give them money or verbal
praise.
However, the key to successful motivation is to know your employees well enough to reward them
by giving them what they really want (what motivates them). It could be time off, asking them for
their opinion, a vacation, paid training, a store coupon/certificate (ex: gas, groceries), borrowing
equipment or a raise.
Motivation is key to keeping employees happy, creating a better work environment, and having a
positive relationship with them. When you acknowledge employee performance and contribution,
you show your employees that you value them. This motivates them to work harder, have a
personal stake in your business, and help make your farm run like a well-oiled machine.

In this chapter, you will learn:
• the definition of “motivation”
• attributes of a motivated employee
• how you can encourage motivation among your employees
• common “motivators” and “demotivators”
• the definition of performance management, and how to measure it and use the results to
improve your employees’ performance

You’ll have:
• the techniques you can use to motivate your employees
• high-performing employees who are engaged and motivated
MOTIVATE EMPLOYEE PERFORMANCE | 49

What are the attributes of motivated employees?
An employee needs motivation. Motivation is simply the willingness to achieve a goal – to get something
done. Motivation is not a personality trait as we are all motivated by different things. Understanding
what motivates an employee is difficult – for one employee, it might be work-life balance and, for
another, it may be money.
Some characteristics of motivated people are those who:
• enjoy their work
• work well in a team and co-operate to get things done
• focus on achieving results
• never say: “That’s not my job” or “I can’t help you”
• take an interest in their surroundings (ex: take care of and clean their equipment, workspace,
etc.)
• celebrate successes and don’t blame others when something goes wrong
• are reliable, punctual and attentive
• ask questions and want to learn more
Learn about your employees

As an owner or manager, it’s your job to learn about your staff and find ways to motivate each person
by answering the question, “What’s in it for me?” from the employees’ perspective.
Manitoba farm workers are no different than employees from other industries. They want to:
• be appreciated and recognized in a sincere and appropriate manner
• work in a fair and safe environment
• understand the big picture and feel involved
• have goals – a target to work toward and celebrate when accomplished
• use their talents
Start by observing, speaking with, and taking an honest interest in, your employees. Ask questions to
find out what motivates them. For instance: “What is your favourite part of your employment? Why do
you continue to work here? What new challenges would you welcome?”
Keep notes about these observations in your employee files, so when the time comes to reward an
employee, you’ll do so with something they’ll really appreciate. In turn, they’ll appreciate the time you
took to learn about them. This is an ongoing process that promotes motivation.
What motivates and demotivates an employee

There are some common motivators and demotivators that you should be aware of when trying to
motivate an employee. Demotivators directly impact performance and are often minor, daily activities
that frustrate employees and affect their performance, consciously or unconsciously. Demotivators
weaken morale and affect almost everyone, as well as the operation’s profit line, over the long term.

Below are examples of how you can increase motivators and decrease demotivators.
Motivators Demotivators
• Being appreciated • Lack of appreciation

• Safe working conditions • Unfair wages
• Interesting work • Unsafe working conditions
• Fair compensation • Public criticism
• Fun work environment • No or ineffective feedback
• Celebrate success • Not following up
• Loyalty from the company to the employee • Not listening to ideas
• Feeling part of the team/family • Unachievable goals or deadlines
• Tactful discipline • Not explaining decisions
• Effective feedback • No fun – too serious, no time for laughter
• Sympathy for personal problems • Not caring about individuals as people
• Job security • Micromanagement
• Room for growth • N
ot honouring creative thinking and
• Good communication – knowing what’s problem-solving
going on and why
EXERCISE: Create your own list

Write a list of motivators and demotivators for your farm business, and ask yourself,
“What can I do to eliminate the demotivators in my farm business?”
Ways to motivate employees

You can motivate your employees in a variety of ways. Different approaches will work on different
employees; you could try a variety of activities and rewards throughout the year in an effort to motivate
as many employees as possible.
For example:
• eating lunch together or going to a restaurant as a group
• contracting a perk with another company (ex: free coffee from a local coffee shop)
• taking the team on a tour, outing, or team-building activity, like a zip-line, laser tag or rock-
climbing wall
• rewarding staff with gift certificates, based on the places they like to go
• sending employees to local conferences, industry meetings, or dealerships

Motivation and performance management
Managing your employees’ performance is directly linked to
motivation. TIP: When an employee isn’t
doing what you expect, a
Two common questions employees ask are “What is my job?” and common reason is that they
“How am I doing?” don’t know what you expect
Providing feedback should be a primary and ongoing responsibility from them.
for supervisors and owners.
Once a year, or at the midpoint of a seasonal worker’s term, meet with your employees to discuss their
performance and give feedback. This is known as a performance-review meeting.
Performance review tips:

• Meeting day
Book the performance review meeting with the employee. Make sure you give the employee
two to three weeks’ notice before the meeting. Ensure that it’s held in a private room where
you and the employee won’t be interrupted.
• Set the tone
Start the discussion with a friendly greeting and upbeat attitude. This will set the mood for
the rest of the meeting.
• Outline the meeting
Let employees know what the meeting is about and the areas you will cover.
• Focus on performance
Keep the conversation and feedback on your employee’s performance, in terms of finishing
tasks, achieving results, and handling work situations.
• Feedback and discussion
Go through each section of the performance review form (sample on next page) with your
employee and provide feedback and specific information about why he or she received the
rating. Also, make sure you ask the employee if he or she has any questions. Encourage
feedback, and write it down.
• Listen actively
Make sure you understand what your employees say by rephrasing, summarizing, and
writing down their comments.
• End the meeting
Summarize the discussion, ask the employee if he or she has any final questions, set
followup dates for setting goals, and make sure employees sign a hard copy of the
performance evaluation. Make sure to provide the employee with a copy and keep one for
your files.

Performance review forms:
There are many different types of performance review forms. It’s important that you have one that fits
your farm business.
As you develop your own forms, focus on things you can observe – what employees do and how they
actually do the job. Also consider how you will measure the performance. If one of the duties is to
maintain equipment, how will you measure that?
EXERCISE: This is to be completed by both employee and manager. Go to the Forms

Appendix (at the back of this manual) for a blank form.
1. Each person chooses two skills under the “Skills Related to this Competency” column where
the employee has demonstrated proficiency and strong capabilities. Each person then
provides an example of how this skill has been demonstrated. If a skill is not listed, choose
the most appropriate competency that aligns with the skill, write the skill in the space
provided and provide an example.
2. Each person chooses two skills under the “Skills Related to this Competency” column where
the employee has experienced challenges and needs to improve capabilities. Each person
then provides an example of how this skill has been demonstrated. If a skill is not listed,
choose the most appropriate competency that aligns with the skill, write the skill in the
space provided and provide an example.
3. Employee and manager meet to discuss the exercise.
4. Based upon discussion, goals are established.
5. NOTE: Identifying strengths is an opportunity for the manager to establish internal
mentoring among staff, and to align staff with their strengths.

Examples of How You’ve Demonstrated
Competency Skills Related to this Competency this Skill Related to the Competency
Co-operation: Ability to adapt to changes in schedule. Proficiency: During spring calving
season, I was able to adjust my schedule
and come in as necessary during the
time when first-calf heifers were calving.
Works collaboratively with others.
Other Skills listed here
Attendance/ Reliable with minimal absences.
Punctuality:
Never late/never leaves work early

without notice.
Specific Job Has appropriate knowledge of

Skills: agriculture as it relates to his or her job.
Has appropriate skills to operate farm

equipment.
Ability to learn new technology and

processes when introduced into job.
Safety: Performs job tasks and activities in a Challenge: I am sometimes in a rush and
safe manner. skip looking over the equipment for any
defects.
Understands and upholds the farm safety
program and policies.
Encourages others to perform duties in

a safe manner and recognizes unsafe
working conditions.
Equipment Checks equipment proactively to ensure

care: good working condition.
Repairs equipment quickly and

efficiently.
Productivity: Completes job tasks.

Performs tasks in an organized and
efficient manner.
Ability to verbally communicate in an

effective manner.
Ability to handle multiple job tasks and

activities.

CHAPTER 8
Important Handbooks, Employee Manuals
and Standard Operating Procedures (SOPs)
Why do you need an Employee Manual and Standard Operating

Procedures?
Employee and Standard Operating Procedure manuals are two documents that allow you to
communicate to your employees the way you want your farm business to run – even when
you’re not available to help them. Think of the manuals as how-to books. They hold the
work knowledge you’ve accumulated over the years and they are readily available for your
employees to reference.
Why do you need an Employee Manual?

An employee manual is one of the most important documents at any business. It states the
expectations you have for your employees, and describes what they can expect from your farm
regarding policies and procedures and how they are expected to behave and perform.
Why do you need Standard Operating Procedures?

Standard operating procedures are a written document or instructions detailing the standard steps
and activities you use on your farm to get a job task done. Basically, it’s a document detailing
how your farm operates and answers the question, “How do we do things around here?”
As the owner or manager, you usually “just know” what needs to be done and how to do it. By
creating written SOPs, you give your employees step-by-step instruction on how to complete
job tasks and get things done to the standards you’ve set.

In this chapter, you will learn about employee manuals and SOP manuals; why they help
employees perform better; and how to create them for your farm business.
You will also have access to an employee manual template to help you start writing your own
manual. Go to the Forms Appendix at the back of this manual for a copy.

The main reason for poor employee performance is unclear expectations – employees not
knowing or understanding what their employer wants from them. If you want your farm to
maintain high standards, these manuals will let everyone know how to stay at that level.
In this section, you’ll have all the tools you need to create your farm’s customized employee
manual and SOPs manual. By keeping your knowledge written down and in a central place, it
will allow your employees to better access the “whats” and “hows” when they need them.
IMPORTANT HANDBOOKS, EMPLOYEE MANUALS AND STANDARD OPERATING PROCEDURES (SOPS) | 55

Do I need an employee manual and SOPs manual when working with
family?
An employee manual and SOPs manual gives people working on your farm a sense of value, structure,
and allows them to understand the policies and procedures of your farm business, regardless if they
are family or and outside employee. It sets the tone and standards about “how things are done” within
your farm business. Whether they are family or non-family, they must follow the same policies and
procedures.
Section A: Employee Manuals
A. Why do I need an Employee Manual?

There are a number of reasons why you should have an employee manual, including:
• having clear uniformity and standards
• saving your managers time with a well-planned and written manual, so they don’t have to
re-explain policies
• giving employees a written resource that clearly explains information about your policies,
including holidays, guidelines, leave, work hours, overtime, pay procedures, employee
safety measures and procedures
Having an employee manual is also an effective way to protect your farm from potential lawsuits.
Employee manuals should be written in simple language. Avoid legal jargon, and make sure they
include enough detail to avoid confusion, but not so much that it’s overwhelming.
Employee manual – where do I start?

We’ve included a sample of an employee manual in the Forms Appendix. Use this sample to create an
employee manual for your farm business by selecting the sections that you want in your manual and
adding your specific information to it.
NOTE: Depending on what information you add, you may need to contact the MB Employment
Standards office to confirm any regulations or policies:
Phone: 204-945-3352 or toll free 1-800-821-4307 [in Canada]
Fax: 204-948-3046
Email: [email protected]
Website: www.manitoba.ca/labour/standards
When you’ve completed your manual, it’s a good idea to have your lawyer review it to ensure it meets
all current laws – or contact an HR consultant who can help you create an employee manual.
Remember to modify and update your employee manual when required and as laws change.
Once you have the final, approved version, give each employee an acknowledgement letter (part
of the employee manual located in the Forms Appendix) to sign. This confirms that they have read,
understand, and agree to the employee manual’s contents.

Section B: Standard Operating Procedures
Section B: Why do you need SOPs?

SOPs are similar to a recipe. In a recipe, you find the exact measurements for each ingredient, the
oven temperature, and cooking time. By following the recipe, you can achieve the same results each
time. This is the same way an SOP works. It describes how to perform a job, who does it and how
frequently it’s performed. The goal? To achieve consistent results each time.
TIP: SOPs should be used together with equipment operating manuals (ex: operating
instructions).
EXERCISE: The paper-airplane challenge.

The paper airplane challenge is a great way to demonstrate to your team why you
need SOPs.
1. Hand out a variety of pieces of paper and ask each team member to make a
paper airplane (give them a reasonable time limit – no more than 15 minutes).
When they have finished, compare the planes and note the differences. See
whose plane flies the furthest.
2. Next, hand out identical sheets of paper, and get the winner of the airplane
challenge to walk the other staff members through the step-by-step process
on how to make a paper airplane. Compare the airplanes at the end of this
process. Again: see whose plane flies the furthest. This time, the planes should
be closer in design and distance flown.
The lesson: How, with training, there is less variation even in how simple tasks are
completed.

SOPs manual – where do I start?
To start writing an SOPs manual, it’s best to gather your team together and explain why you need
SOPs. Go through the steps for each task and the outputs you want to achieve together.
TIP: By working on the manual as a team, you’re allowing your employees to take ownership
of your farm’s success.
There are three steps to creating a SOPs manual.

For every SOP there is an output to measure your success.
Step 1: List your key tasks and procedures

List all of the SOPs (work tasks and procedures) that you want to include in the manual. The outline will
act as your guide to ensure you don’t leave any tasks off the list.
“I didn’t know where to start. I gathered our team and talked about SOPs and why
we need them. We decided we’d spend a week or so thinking about the key tasks and
results we are looking for. This exercise was an eye-opener, as we started to question
the steps we take, and asked ourselves why we are doing something a certain way and
are we getting the results we intend. Then, we met again to talk about the procedures
each of us started to develop. Collectively, we came up with great ideas about how to
make things better. At the end of the day, the staff felt ownership and, when we were
done, we, as a company, had new-and-improved processes.”
– Jim, southwestern grain farmer
Step 2: Write the steps to complete the tasks

You have different options here. You can either write out the steps as a group, or you can distribute the
tasks to the task owners and have them write out the steps individually. If you opt to have people write
the procedures individually, ensure that you meet as a group again later to review the steps and get
feedback to make sure that the instructions are accurate and easy to understand.

EXAMPLE: Below are two examples of written procedures:
EXAMPLE ONE: PROCEDURE: IMPLEMENT GRAIN-MONITORING MEASURES

DESCRIPTION: These are step-by-step instructions on how to implement grain-monitoring measures
within grain storage facilities.
Steps Procedures to complete step
1. Install grain We:

quality-control • identify procedures for maintaining the quality of stored grain
equipment from work plans, climatic conditions, types of storage and general
environment
• install aeration equipment to maintain appropriate grain
temperature and moisture content
• confirm inspection/sampling equipment and procedures
• check equipment to ensure correct setup and operation
• maintain equipment according to workplace requirements and
manufacturers’ instructions
• rectify faults in equipment according to workplace procedures
2. Monitor the We:

quality of stored • inspect stored commodities for signs of damage or potential for
commodities damage
• report required facility repairs to appropriate personnel for action
• regularly complete monitoring for pest infestations and climatic
contamination/damage to grain, according to workplace sampling/
inspection procedures
• record and report results of sampling/inspections according to
workplace procedures
• undertake follow-up action to protect grain quality according to
workplace procedures
3. Output We:
• monitored commodities

EXAMPLE TWO: PROCEDURE: SAFETY PROCEDURES TO CHECK GRAIN BINS TO SPUR
FLOW
DESCRIPTION: These are step-by-step instructions on the safety procedures required to check a grain
bin to spur the flow toward the auger unloading the bin.
WARNING:
• The only time you should enter the grain bin is when it’s absolutely necessary to spur the
grain flow.
• You are only allowed to enter a grain bin if you’ve had safety-procedure training.
STEPS:
1. Use bin/grain-handling equipment to check the bin before entering.
2. If you must enter the grain bin, do not enter alone. Have another person (you both must be
trained in safety procedures) on standby, who can respond and call emergency personnel
if there is a problem.
3. Before entering a bin:
• Completely turn off and disengage mechanical equipment and ensure that no one can
inadvertently turn on the equipment while someone is in the bin.
• Put on a safety harness and secure a lifeline to a reinforced point on the bin to ensure
someone can assist you in escaping a life-threatening situation.
4. Work out signals with your spotter in case of emergency or if you need help.
5. Desired Output:
-Grain is checked safely.
Step 3: Compile the binder

Once you’ve completed all the tasks you want to include, gather them into one binder or bound
manual.
Make sure you include a cover sheet with the name of the manual, a table of contents, the introduction
and the SOPs, in the same order as the table of contents.
TIP: Make sure you give a copy to all employees and encourage feedback and updates. Keep
the original copy in a location where everyone can reference it and make sure that when there
is an update, you distribute a copy to all employees.

CHAPTER 9
Resolving Employee Conflict
Why do you need to resolve employee conflict?

Conflict happens in all businesses – even on family farms. Conflict can happen over real and
tangible issues, or when people have different values or priorities.
When you don’t deal directly with employee conflict, it can lead to resentments and
antagonisms that can build up over time and flare up destructively. Until it’s confronted, and
the issues explored and resolved, it’s a barrier that will negatively affect your staff and your
farm business.
The longer you wait to take action, the greater the negative impact on your business and
the more difficult it is to change.

In this chapter, you will learn how to manage conflict between employees by following five
steps.
You’ll have a better understanding of how to quickly address conflict to help alleviate the
effects it has on your farm business.
Understanding employee conflict

As a manager, you must deal with conflicts, difficult employees and workplace issues when they arise.
A good manager will have a plan in advance to ensure problems don’t impact the farm business.
Ignoring these issues can have dire consequences on employees, their performance and the business.
Overlooking conflict will usually:
• allow it to grow, get more complicated and be harder to resolve
• negatively impact morale
• reduce employees’ confidence and trust in you as a manger
• increase turnover and affect the reputation of your farm business
• negatively affect employee performance and productivity
It’s important to remember that some employee conflict may never truly be resolved. Employers should
be encouraging employees to work together in a professional manner.
Use this checklist to determine that you’ve reviewed, and understand, the conflict before speaking with
employees.
RESOLVING EMPLOYEE CONFLICT | 61

EXERCISE: Employee conflict assessment checklist. Go to the Forms Appendix (at the
back of this manual) for a blank form.
This will help you keep the conversation on track, understand both sides and have the
ability to help resolve the situation.
To resolve this conflict, I’ve determined:
who is involved in the conflict
why this particular conflict is occurring (ex: difference of opinion, power struggle issues)
a policy in the employee handbook that addresses this conflict (if applicable)
whether I want to intervene in the conflict or let the employees work things out on their own
(This is very important. Analyze this carefully – sometimes it may be better to let employees
work things out on their own, especially if you think there’s a good chance they can.)
the consequences of intervening and not intervening
whether I need to consult with an outside party for advice (ex: another farm owner whose
judgment you trust, an outside conflict management contractor)
an appropriate conflict resolution that takes into account the dignity and rights of the
individuals
How do you manage conflict between employees?

Follow these steps to help resolve conflict that arises between employees. (Of course, if the conflict
involves criminal activity or alleged criminal activity, you should involve the local authorities
immediately.)
1. Speak with the employees involved in the situation individually to hear each person’s side;
then, speak with them again together. They may not realize that their conflict is causing a
problem.
2. Describe the issues objectively. Use facts and examples to describe what they were doing
and why it isn’t acceptable. Your role isn’t to be a judge, but to resolve the conflict so that
it doesn’t impact the business. Don’t just tell the employees that what they are doing is
unacceptable. Describe in detail the behaviour that is unacceptable.
3. Give the employees the big picture. Describe what you want to see from them and why
and how their conflict has been affecting the farm’s operation. This gives them a sense of
the importance of their role in the farm business, why the conflict needs to be resolved and
gets them looking at the big picture. The main reason for poor employee performance is
lack of clear expectations. They don’t know or understand what you want from them.
4. Ask the employees to create a plan on how they can resolve the conflict. Empower them to
take responsibility to change. Ask the conflicting employees how they will interact, moving
forward. Listen to what they say, and don’t offer advice unless they really struggle with the
resolution.

5. Confirm and write down expectations and next steps. Confirm a date when you will
reconnect to discuss the progress. Have each employee sign and date the document. You
should sign it too and provide each employee with a copy. Make a meeting a week or a
month later (depending on the conflict) to ensure that they are sticking to their agreement.
REMEMBER: You should always be:

• well prepared
Before the meeting, make sure you have all the necessary documentation, notes and facts to
discuss the conflict with confidence. Role-play in your mind, so you can be prepared for any
questions that may occur.
• non-judgmental
Make it known that you are not taking sides and that you haven’t made any preconceived
judgments or decisions. Remain objective and see each person’s perspective. Your goal is to
find resolution, which requires lots of listening and mediating.
• documenting everything
You’ll need documentation for any future disciplinary actions that may be required if the
conflict cannot be resolved.
EXAMPLE: Employee conflict situations. Go to the Forms Appendix (at the back of
this manual) to use a conflict assessment checklist.
Situation 1 – Unfair workload:

One of your employees (Tom) resents another employee (Joe). Tom feels Joe has a lighter workload
than he does, even though they have the same job title (farmhand).
Solution: Remember that it’s not unusual for a person to overvalue his or her contributions, undervalue
others’ contributions, and have the perception that he or she is “doing more than everyone else.”
1. Assess the employees’ workloads by meeting with each one individually:
• Ask each employee about his job (ex: What’s involved in your job? What are you
responsible for? Is there an overlap between your job and Joe’s/Tom’s job?)
• Ask each employee whether he feels the workload is fair. Make sure you dig a bit
deeper into the answers by asking probing questions such as, “What could you do
more of? Less of?”
• Evaluate the discussion, consider observing the employees on the job, and do your best
to assess whether the workloads are fair.
2. If you believe the workloads are fair, meet with the employee (Tom) who says they are not.
• Explain the workloads. Describe the tasks, activities and importance of each role. The
employee might not be fully aware of the other person’s role and responsibilities.
• If he still feels strongly that the workloads are unfair, discuss the issue in more detail by
identifying the root cause for his perception. Discuss the issue fully to understand the
reason for the conflict.

• Ultimately, you will need to make a decision that may or may not satisfy the employee.
Either way, make sure you communicate your decision to the employee clearly.
3. If you believe the workloads are unfair, it’s important for you to identify ways to balance
the workloads and explain the situation to each employee, so they understand your
decision and why you’re making it.
Situation 2 – Employee/family rivalry:

Roger has two sons who love farming and want to eventually take over the farm. Roger and his wife
(Irene) have had casual discussions during family dinners about passing on ownership to them.
Zak, the youngest son, is a strategic thinker. He is analytical, excels at finances, negotiating and
relationship-building. He’s often involved in making decisions about new equipment. Last year, he
negotiated a great deal for some new equipment that saved the farm $15,000.
Nelson, the older son, is a “get things done” person. His main skill is fixing and maintaining the
machinery and equipment. Over the years, he’s even built equipment that the farm couldn’t afford.
Lately, there seems to be rivalry between them. The conflict is about who has more authority, is
responsible for what and borders on being rude and disrespectful. This difference in opinion is now
affecting their performance, other employees’ performance and family time.
Solution: Conflict in any business can be difficult, but when it occurs between family members, it can
be harder to solve. When employees, family or not, don’t understand the “big picture” and how they fit
in, there will be confusion. This confusion often turns into resentment, jealousy, poor performance and
disengagement.
Here’s how Roger and Irene handled it. They:
1. discussed their future on the farm and decided what they would like to see for the farm’s
future, their retirement and the possibility of the sons taking over
2. met with each son, individually, to discuss the plans and where they see each son fitting
into the farm business
3. formulated a plan for the farm business and the family’s future (This was a four-year plan,
which they worked on backwards from the date they want to retire.)
4. met with the sons together and discussed the plan – clearly communicating each son’s
roles, responsibilities and futures with the farm
5. will review and edit the plan, if necessary, to ensure there is agreement. (If there was still
resentment, they would bring in an outside mediator to help.)
This discussion has removed the tension between the sons. Each understands their parents’ views and
how they both fit into the long-term plans.

How do I manage conflict when the employee is a family member?
Each family member plays a different role in your farm farm business. One family member can see
his or her role and responsibilities in one way, while other employees may see the same roles and
responsibilities very differently.
Different perceptions and expectations often lead to confusion and frustration, which result in conflict.
Address any family work conflicts the same way you would address non-family work conflicts –
develop a plan and communicate. The discussion will clarify roles, responsibilities and expectations
that will lead to more effective, collaborative and respectful relationships within your farm business and
your employees, whether family or not.
Tips to help you resolve conflict

Here are some recommendations for farm managers and employees who wish to better manage
conflicts:
• Emotion and anger can be an indication of people’s needs or fears. Rather than taking
negative emotion or anger personally, attempt to find out what might be bothering a person
before making a decision on it.
• Truly listen. Let the other person talk by listening to the words, tone and body language of
the other person.
• Reduce arguing by not reacting defensively. Focus on mutual benefits to create a scenario
where everyone wins.
• Choose “what” over “why” type of questions to remove personal blame.
• Remove the word “but.”
• Avoidance and aggressiveness seldom lead to effective conflict resolution.
• Be open to hiring an outside mediator if required.

CHAPTER 10
Handling Discipline Issues Effectively
Why you need to implement a disciplinary process?

No one wants to think about having to discipline an employee, but there is a need for it from
time to time.
Discipline is used to help an employee understand about a performance problem or an
opportunity for improvement. Creating a disciplinary procedure will help you track employee
discipline and progress, and it’s also important to have in case legal issues arise.
Low morale, production and damage to the reputation of your farm business could be the
results of not addressing employee performance problems. It’s also important, to prevent any
legal issues, that you ensure your disciplinary procedures follow the Manitoba Employment
Standards Regulations.
Information about Manitoba Employment Standards can be found at
www.manitoba.ca/labour/standards and information specific to agriculture settings can be
found at www.manitoba.ca/labour/standards/category,agriculture,factsheet.html.

This chapter includes four typical disciplinary steps and a form to help you create a
disciplinary process for your farm.

A progressive and formal disciplinary procedure for your the reputation of your farm business.
Dealing with employee performance problems

Dealing with performance problems and taking disciplinary action can be frustrating and is one of the
stressful issues that management faces. You should have an established and consistent process for
dealing with discipline. Your goal is to work out a strategy so that your employee becomes an effective
member of your team.
Think before you discipline

Sometimes your first reaction is to discipline an employee. However, you should find out what’s really
going on before you give the employee an initial warning.
Sit down with the employee and discuss the issue. Start the conversation with “What can you tell me
about (issue)?” Allow them to explain what’s going on and then offer guidance on correcting the issue.
HANDLING DISCIPLINE ISSUES EFFECTIVELY | 67

An employee may have legitimate reasons for the issue (ex: medical, personal). Don’t jump to
conclusions until you sit down and gather the facts. This will also help you build a relationship with the
employee.
EXAMPLE: Discussion on how to explore what’s going on with your employee.
Below is an example of a positive way to handle an employee who is late. Ed is the

employer and Roger is the employee.
Ed: Roger, good morning!
Roger: Good morning. I am sorry I am late.
Ed: What happened?
Roger: I just came from the hospital. My son has been there most of the night.
Ed: I’m so sorry to hear about that. How is your son now? What happened?
Roger: Well, actually, I am really relieved. He is doing much better right now. [They continue to talk
about Roger’s son for a while.]
Ed: It sounds as if you didn’t get any sleep last night.
Roger: Well, I didn’t get much.
Ed: Why don’t you take some time off and get some rest?
Roger: Right now I feel really fine, don’t worry.
Ed: That may be so, but I think it would make a lot of sense for you to get some sleep. You’ll
probably have another long night at the hospital, too. Will you take the time off?
Summary: Had Ed accused Roger of being late without asking questions, he would have missed an
opportunity to show consideration for his employee, and felt foolish when he found out the truth about
why Roger was late.
Now, let’s assume that a few weeks later, Roger has come in late a few times for an unrelated incident.
Any one of them on its own would have been a good excuse, but when put together within such a short
period of time, Roger’s tardiness has begun to disturb farm operations. In talking to Roger, it’s clear
that there has not been a major issue involved here and that the problem has worsened. Today, Roger
arrived late again.
Ed: Good morning, Roger.
Roger: Good morning.
Ed: Hey, is everything OK? I noticed you were late.
Roger: I am sorry I came in late. I had another problem with the alarm clock. I don’t think I heard it
go off.
Ed: We talked last time about the importance of being on time. Do you have any idea what you
might do to deal with this problem?

Roger: I think I am just going to have to be more careful.
Ed: Any specific ideas?
Roger: Well, I tried putting the alarm closer so I would hear it better, but I don’t remember it going
off.
Ed: So what do you plan to do?
Roger: Maybe I’ll just have to go to bed earlier.
Ed: Sounds like a good idea. You also might want to set two alarms. I do the same thing: I put
one close to me and I put a backup alarm in the bathroom. That forces me to get out of bed.
Roger: I’ll try that. I really don’t like letting you down and coming in late.
Ed: Roger, I want to let you know how much I appreciate your work. You are one of our best
workers because you take such care in the details.
Roger: Thank you. I’ll really try to make sure I don’t come in late again.
Ed: Thanks, Roger. It’s important for you to be on time, so everything gets done. I hope there isn’t
a next time but if we encounter this issue again, you will be given a written warning.
Roger: I understand - it won’t happen again.
Summary: Ed covers each of the key points in a formal disciplinary process without getting angry,
using harsh language or adopting a negative tone. He is firm and fair.
Ed gives Roger a chance to explain and – only after Ed finds the excuse unacceptable – does he go
on to the disciplinary consequence. He also gives Roger the opportunity to offer his own suggestions
and makes it clear he’s not acting toward the person, but the behaviour. Ed closes by saying what will
happen if the behaviour continues, but – again – finds a positive way to end the discussion.
Coaching your employee before disciplinary action

A few coaching discussions are often more effective than taking formal disciplinary steps.
Plan your coaching discussions even if they are informal chats. The goal is to work out a strategy to
make the employee effective. Don’t react emotionally or talk about disciplinary actions at this point.
Be positive and encourage the employee. Tell the employee you have confidence he/she can correct
the issue, and ensure that the employee knows what the issue is and the effect it’s having on other
employees and your business.
If it’s an issue with a job task, and you have a Standard Operating Procedures (SOPs) manual, review
it with the employee. Make sure you clearly outline what is expected from him/her to solve the issue.
Follow up regularly with the employee as long as the issue continues. After two or three face-to-face
coaching sessions – if the employee is not addressing the issue or performance hasn’t improved, it’s
time to move to the next step: progressive discipline.

Implementing a progressive discipline procedure
It’s essential to implement and follow the same steps when disciplining employees.
Instituting a proper disciplinary procedure will, among other things, help protect you from a wrongful
dismissal claim.
If you’re not aware of the Manitoba legislation for termination of employment, you need to be, as it could
save you a lot of time, money and stress. Visit www.manitoba.ca/labour/standards to view Manitoba
legislation and information on termination of employment.
There are two possible outcomes to using a formal progressive discipline procedure:
1. The employee turns things around and the issues are resolved.
2. The employee is terminated. This is used when all else fails and the only remaining course of
action is termination.
An important aspect of discipline is that you first ensure your employees are aware of the policies, rules
and regulations of your farm business. An employee manual will help you communicate the policies,
rules and regulations of your farm business to your employees. You should always have a letter of
acceptance and acknowledgement when giving an employee your manual. This will confirm they’ve
received and read it.
Below is how a typical progressive disciplinary process is structured:
1. Initial notification: This is the first step in a progressive warning. It informs the employee that
his/her job performance or work conduct isn’t measuring up to your operation’s standards.
The owner, or the person’s manager, should deliver this initial warning at a one-on-one
meeting. At that time, you should complete the first Official Disciplinary Notice.
2. Second warning: This applies if the performance or conduct continues or worsens. The
owner or person’s manager should hold another one-on-one meeting to discuss the
performance issue and complete the second Official Disciplinary Notice. Make sure you let
the employee know his/her performance is affecting the business and ensure that he/she
understands what is being communicated. You should also create a written action plan with
the employee, which provides concrete goals and a timeline for achieving them.
3. Final warning: This warning informs the employee that if the performance or conduct does
not improve, the employee will be subject to termination.
4. Termination: This is the last step in the process when all other corrective or disciplinary
actions have failed to resolve the problem. The tone of a termination meeting should be
one of cordiality and empathy. In some cases, the best way to start the meeting is to say
something like, “You will probably not be surprised to find out that things are just not
working out.”
IMPORTANT: Make sure you and the employee sign each notification and you give a copy to the
employee, and file the original in his/her file. This will help prevent a wrongful dismissal claim.
REMEMBER: Your disciplinary action may be considered punitive if it’s intimidating, aggressive,
provocative, lacks professionalism, is applied hastily, or seems out of line with the offense. An injustice
may also be done when guilty employees are permitted to get away without any consequences. If rules
have not been enforced, credibility can be an issue.
In the event of a termination situation, it is always best to consult with Manitoba’s Employment Standards
Branch.

TIP: Many farms are run and operated by a single family. The disciplinary process is still a good
process to follow when disciplining employees who are family. However, your familiarity with
this person can make this process harder or easier, depending on your relationship. Use your
best judgment.
EXAMPLE: Below is an example of a disciplinary form. Go to the Forms Appendix

OFFICIAL DISCIPLINARY NOTICE

Date:
Employee Name: Supervisor’s Name:
Notice: Initial Warning Notice

Second Warning Notice with Action Plan for Correction
Final Warning Notice with Letter
Describe the problem (ex: violation of rules, policies or procedures, unsatisfactory performance):
(Complete if second warning) Summary of corrective action to be taken (include dates for improvement
and plan for follow-up):
Consequences if failure to improve performance or correct behaviour:
Employee Comments:
Effective (date) you are placed on “performance improvement.” If, at

any time after this date, you fail to meet expectations, or make sufficient progress toward expectations,
disciplinary action may be taken up to, and including, termination.
Supervisor’s Signature Date

Congratulations
As the agriculture industry continues to evolve and change with increased efficiencies,
higher yields and state-of-the-art technology, it’s more important than ever for farm
businesses to develop an HR plan that remains competitive and meets industry
demands.
By simply learning about and implementing a human resource plan into your farm
business, you’ve taken an important step in helping it succeed.
Remember: Human resources has a direct impact on your overall success and
profitability by harnessing your most important asset: your employees.
We hope you continue to take the time to learn, grow and embrace human resources
planning on your farm.
CONGRATULATIONS | 73
Your blocks to building an HR plan
for your farm business
1 7
Maintain effective
Self evaluation communication
on your farm
2 8
Motivate your employees
HR plan
to become high performers
3 9
Create an Employee
Build a farm identity (brand) Manual and Standard Operating
Procedures (SOPs) for your farm
4 10
Learn how to
Create a recruiting strategy
manage conflict
5 11
Learn how to
Create an interview process
discipline staff/family
6
Create a strong
new employee
orientation program
YOUR BLOCKS TO BUILDING AN HR PLAN FOR YOUR FARM BUSINESS | 75

Glossary
Antenna Recruiting: Observe people around you by watching their attitudes, skills and behaviours –
when you see people who suit your farm business, remember who they are - they could possibly be
employees now or in the future.
Background Checks: Background checks objectively evaluate a job candidate’s qualifications,

character and fitness, and identify any potential safety and security hiring risks.
Behavioural-based Interview: A job interview focused on discovering how an applicant acted in

specific employment-related situations. Instead of asking “How would you behave?” the interviewer
will ask “How did you behave?” The interviewer wants to know how a candidate handled a certain
situation, instead of what the candidate might do in a certain situation.
Brand: It’s the emotional and psychological relationship you have with your customers and the
personality of your farm. Strong brands elicit thoughts, emotions and, sometimes, physiological
responses from customers.
Candidate: A person who applies for a job.
Candidate Testing: Testing candidates before you hire them will help you accurately assess their skills,
training needs and suitability. There are several companies that offer pre-made tests for all sorts of
positions in a variety of industries.
Compensation and Benefits: The total amount of money and benefits (ex: dental insurance, vehicle
allowance) provided to an employee by an employer in return for work performed as required.
Core Competencies: The behaviours, skills and knowledge a person is expected to demonstrate and
perform to fulfill a job position.
Culture: The values and practices shared by members of a group.
Employer of Choice: A place where people want to work and remain working for many years (because
the employee enjoys the workplace and chooses to work there).
Employee Referral Bonus: A system where existing employees recommend prospective candidates for
jobs offered in an organization. If the suggested candidate is hired, the employee who referred the
candidate receives a bonus. A bonus can be in the form of cash, gift certificates or other incentives.
New Immigrant Considerations: Immigration in Canada continues to grow. There are several
internationally trained individuals who can provide your farm with a competitive edge in new global
and ethno-cultural markets domestically. There are also several tax incentives for hiring a new
immigrant to Canada.
GLOSSARY | 77
New Employee Orientation: An on-the-job introduction for new employees to gain the necessary
knowledge, skills, and behaviours they need to become effective employees. This might include a
period of mentorship, an orientation session, a tour and/or a recap of benefits and policies.
Psychological Testing: Written, visual, or verbal evaluations given to assess the cognitive and emotional
functioning of a person. They are used to assess a variety of mental abilities and attributes, including
achievement and ability, personality and neurological functioning.
Social Media: It’s an online platform where you can build an audience to speak on topics, and spread
your information (ex: job postings, ads) to others. Social media includes Facebook, Twitter, LinkedIn
and others.
Standard Operating Procedures (SOPs): A written document or instruction that details all the steps and
activities required to complete a process or procedure.
Structured Interview: This type of interview allows you to collect responses from each candidate you
interview and compare responses to hire the best person for the job.

Forms Appendix
In this section, you’ll find blank forms, exercises and checklists that have been created, throughout this
manual, for you to use when implementing your HR plan into your farm business.
To create electronic customized forms for your farm, go to www.manitoba.ca/agriculture.
From Chapter 1: Self Evaluation and HR Priorities Form

From Chapter 1: Objective and To-Do List Form
From Chapter 2: Branding Exercise
From Chapter 3: Recruitment Exercise
From Chapter 3: Advertising Checklist
From Chapter 3: Application Form
From Chapter 4: Sample Behavioural-Based Interview Questions
From Chapter 4: Interview Question and Rating Form
From Chapter 4: Reference Form
From Chapter 5: New Employee Orientation Checklist
From Chapter 6: Communication Exercise
From Chapter 7: Motivate Employee Performance
From Chapter 8: Employee Manual Sample
From Chapter 9: Employee Conflict Assessment Checklist
From Chapter 10: Official Disciplinary Form
FORMS APPENDIX | 79
Self Evaluation and HR Priorities Form
This exercise will help you understand where your farm business is excelling and where it needs
improvement, when it comes to hiring and keeping your employees.
Step 1: Complete the self-evaluation form
YOUR FARM’S IMAGE YES NO
We are considered a great place to work in our community and the agriculture industry.
If someone asked one of our present or past employees, they would say positive things about working
on our farm.
Our vendors, suppliers, and customers speak positively about our farm and the employees.
Our employees are encouraged to attend agricultural events and trade shows, and promote the farm.
Every year, we conduct an employee satisfaction survey to understand what our staff members are
thinking and feeling about working for us.
RECRUITMENT YES NO
We always keep our eyes and ears open for possible future employees.
We understand how a “bad hire” directly impacts our profitability.
We’ve integrated a social media campaign to attract people.
We pay bonuses to employees who refer new hires to us.
We are willing to consider training a candidate who is new to agriculture and has no experience in this
industry.
SELECTION YES NO
Our hiring decision is based on more than just doing interviews, and background and reference checks.
More than one person from our farm is involved in interviewing a candidate.
More than one person from our farm is involved in selecting the final candidate.
We use behavioural-based interview questions to ensure our interviews are effective. (If you’re not sure
what these are, select “No”).
Our compensation and benefits packages are individualized to meet the needs of each employee.

NEW EMPLOYEE ORIENTATION YES NO
We have a formal new-employee orientation program.
We make a great first impression during a new employee’s first week on the job.
Our process for training new employees is designed to instil values, not just teach procedures.
Our entire team/family is involved in creating a positive new-employee experience.
We have a 30-day check-in meeting to ensure the new employee is still engaged in his/her work and is
proud to work for us.
MANAGEMENT AND LEADERSHIP YES NO
All of our managers and supervisors have training and experience to be effective leaders.
Our managers and supervisors are great at motivating our employees.
We have regular staff meetings that are effective and informative.
We reward people – not necessarily with money – for going above and beyond.
Our employees assess their manager or supervisor every year about his or her leadership performance.
RETENTION YES NO
We are focused on creating an environment that minimizes employee turnover.
We practise strategies to avoid losing a valuable employee.
We conduct exit interviews with departing employees, so that they feel free to explain why they are
leaving.
We help our employees achieve their personal and career goals.
We meet on a regular basis (no less than annually) with each employee
to discuss his/her future employment goals.

Step 2: Review the results
Calculate your totals: Calculate the total number of “yes” answers for each category.
CATEGORY TOTAL NUMBER OF YES ANSWERS
Your Farm’s Image
Recruitment
Selection
New Employee Orientation
Management and Leadership
Retention
Total number of “Yes” answers:
Congratulations, you’ve just evaluated the HR priorities of your farm business. If you have:
• 25 or more “yes” answers: Your farm’s HR plan is on the right path to becoming an
employer of choice.
• 24 or fewer “yes” answers: Your farm’s HR plan has areas of opportunities for
improvement.
Objective and To-Do List Form
Create your own to-do list for each of your objectives:
OBJECTIVE #1:
OBJECTIVE #2:

OBJECTIVE #3:
OBJECTIVE #4:

OBJECTIVE #5:
OBJECTIVE #6:

Branding Exercise
Your brand can be a snapshot of who you are right now, or a blueprint of who you hope to become.
Start the process of creating your farm’s brand by answering the questions below.
Step 1: What’s your personality?

List the five most important words that describe your farm.
1.
2.
3.
4.
5.
Step 2: What makes you different?

What are the things that make your farm different from others? What could be said about your farm
that cannot be said about another farm?
Step 3: What are your values?

What are the values of your farm or family?
Step 4: What promise does your farm want to make to its employees and customers?
What can your farm genuinely promise to deliver? You can phrase this section either as a slogan by
starting with “We will always…”, or as a mission statement by starting with “To…..”
Step 5: What’s your vision for your farm’s future?

What does your farm wish to be? Think BIG by asking yourself: “What do I want my farm to be known
– or famous – for doing?”
Step 6: What’s your farm’s name?

That’s your farm’s (business) name, or perhaps your name.
Step 7: Your farm’s logo

If you don’t already have a logo, you may wish to hire a graphic designer to draw or design a logo
with a font style and original graphic appropriate for your farm. A logo can help you create a visual
identity for your farm.
Step 8: Farm profile

Write three to four sentences, based on the questions answered above, that describe your farm’s
“story” in an interesting way – the way you’d explain it to a stranger who asks you about your farm.
Recruitment Exercise
Once you’ve completed this form, review your answers. Determine the positions, skills and personalities
that you need to hire on your farm in the next six months to a year.
1. How many people did you hire in the past year?
2. When did you hire them? Spring Summer Fall Winter
3. In terms of the hiring process, what seemed to work and not work?
What Worked? What didn’t work?
4. What are your actual, and anticipated, hiring needs for the next season?
5. Do you have any hiring needs beyond that? Are you anticipating expansions or changes in the
farm’s structure, or an increase or decrease in production?
6. What tasks are performed on the farm? Who is responsible for each task? Are there any tasks for
which no one is responsible?

7. How much time and money do you estimate that it costs you to hire a new employee (including
advertising, recruiting, interviewing, communicating and training)?
8. Is there any other relevant information that might affect your desire or ability to hire new
employees over the next year?
Advertising Checklist
Below is a checklist to use when advertising your job openings. Put a check-mark beside the best
places to advertise the job you are looking to hire.
your company’s website

social media
staff and family
local community paper
local community centre (post on bulletin board and website)
local organizations (post on bulletin boards and websites)
industry trade shows
local colleges and technical schools
farm print publications
federal Job Bank (www.jobbank.gc.ca)
other job-posting websites like eBrandon, Kijiji and Steinbach online
Application Form
Applicant name: Date of application:
Position applying for: Type of position:

[ ] Full-time [ ] Part-time [ ] Contract [ ] Seasonal
Address: Phone:
Education: List your education, certificates or special training:
Institution Attended Diploma or Certificate Year Received or Grades Completed
Work Experience: Do you have experience in any of the following?”
Feeding Cattle (Dairy) Tractor - Type: ____________________________________________

Dairy Tanks Milk Processing Equipment - Type:____________________________
Do you have your driver’s licence: No Yes Class: 1 2 3 4 5 (Circle one.)
Work History: List previous employers for the past 10 years (beginning with the most recent):
Employer Name Job Title Dates Worked
References: Please provide three work-related references that we can contact.
Name Phone Number Relationship
To the best of my knowledge, the above information is correct.

If you wish, you can attach your resume to this form.

Sample Behavioural-Based Interview Questions
General Work Experience and Background Questions:

1. What were the most important responsibilities in your last position?
2. Tell me about a typical day in your last job.
3. What special skills did you use in your position at [company name]?
4. What achievements were you most proud of in your last position?
5. How did you feel about your workload at [company name]?
6. Why have you changed jobs so frequently?
7. What have you learned in the jobs you have held?
8. Why are you interviewing with us?
9. Why do you want to leave your current position?
10. What are you looking for in a job/position?
11. What would your references say about you? What would your current boss say about you and
your work performance?
12. What do you consider your greatest strength? Your greatest weakness?
13. What did you like most and least about your last job?
14. What other information should I know about you that would be helpful in making my decision? Is
there anything else you’d like to tell me about yourself?
The Job and Position Questions:

1. How do you feel about the position?
2. What interests you most and least about this position?
3. What can you offer to this position that someone else cannot? What special characteristics about
you should I consider?
4. What questions do you have about the job or the department?
5. What qualities do you possess that would help you to be successful in this job?
Accuracy and Attention to Detail Questions:

1. Give me an example of a time when you found errors in your work. What caused the errors? How
did you correct your mistakes?
2. Have you ever had to proofread or check detailed information? How well did you do?
3. Tell me about how you make your work as accurate as possible.
4. How do you manage details so that they don’t fall through the cracks?
5. Have you had to handle a lot of details in your previous positions?
Analytical Skills Questions:

1. Tell me about a time when you’ve had to use your analytical skills to solve a problem.
Being Managed Questions:

1. How do you take direction?
2. What kind of supervisor do you like? How do you like to be supervised?
3. Give me an example of something that you and your boss have disagreed about. How did you
handle the situation? Have you ever disagreed with a decision that your boss has made? What did
you do?
4. How could your boss have done a better job?
5. Which one of your bosses managed you the best? Why?
6. Describe the best boss you have ever had.
7. Tell me about a time when you were reluctant to talk with your supervisor about something.
8. When do you need help from your supervisor? Give me a recent example.
9. What are the characteristics of an effective manager?
10. What was the management style of the last person you worked for? How did you like this style?
11. What kind of direction do you like to receive from your supervisor?
12. What kind of manager do you find most difficult to work for?
Communication Skills Questions:

1. Tell me about a time when you didn’t communicate things as clearly as you should have. What
would you do differently now?
2. What is the worst communication problem you’ve ever experienced? Please explain.
3. Give me an example of a time when your communication skills saved a situation for you.
4. Describe a time when you’ve had to communicate difficult information to someone. Were you
successful at it? Why or why not?
5. How did you and your boss communicate?
6. How would you describe your communication style?
7. When do you have trouble communicating with people?
8. How do you manage meetings?
9. What does an “open door communication policy” mean to you?
10. How do you ensure that you communicate clearly and effectively?
Co-operation and Teamwork Skills Questions:

1. Give me an example of a time when working with others produced something more successful than
if you had completed it on your own.
2. We all have parts of our jobs that we don’t especially enjoy doing. Tell me about a situation when
you were asked to perform one of those tasks.
3. Have you ever needed to gain co-operation from individuals who weren’t in your department?
Were you successful at getting their help? Why or why not?
4. Tell me about a difficult group of people that you have had to work with. How did you resolve the
situation?
5. Tell about the most recent success that your team has had. How did you help them to achieve
success?
6. Give me an example of a time when you pulled your team together under difficult circumstances.
7. Have you ever had a team effort that wasn’t successful? How do you think you might have
contributed to its failure? How might you handle it differently now?
8. Have you ever had to lead a team on a project? How did you lead the team?
9. What do you consider to be the advantages of working on a team? The disadvantages?
10. Think of a specific time when you emerged as a leader of a group.
11. Describe a time when you had to work on a project with people outside of your immediate work
group. How were you successful in gaining their co-operation?
12. Do you prefer to work independently or on a team? Please explain.
Decision-Making Skills Questions:

1. What is the most difficult decision you have had to make on the job?
2. What kinds of decisions have you had to make in your previous positions?
3. Have you ever had to make an unpopular decision? Walk me through how you handled it.
4. What kinds of decisions are most difficult for you to make?
5. Describe a time when you had to make a decision under severe time constraints.
6. Walk me through how you go about making an important decision.
7. Have you ever had to make an important decision when your boss was away? What were the
circumstances?
8. Have you ever had to bend a rule to accomplish something? Please explain.
9. Give me an example of a time when you weren’t comfortable making a decision.
What did you do?
10. How much decision-making power do you give to your employees?
Interpersonal Skills Questions:

1. Tell me about a time when you worked on a project that required you to interact with different
levels within the company.
2. Have you had any interpersonal challenges? How did you handle them?
3. Did you work alone much in your previous job?
4. In working with new people, how do you get to know their work styles?
5. What are your interpersonal strengths?
6. Do you prefer working alone or with others?
7. How do you interact differently with different people?
8. Can you give me an example of a time when you had to work with someone who was difficult to
get along with? How did you handle it?
9. Tell me about a situation where you wish you had acted differently with someone at work.
10. Have you ever had to deal with someone who is very sensitive or easily offended?
What did you do?
11.Has your boss ever given you feedback about a concern that you weren’t aware of?
Planning/Organizing Questions:
1. How do you organize your day? How did you organize yourself in your position at [company
name]?
2. What kinds of tools do you use to stay organized?
3. Do you believe more in planning, or in “diving in headfirst” and starting to work immediately?
Why? Give me an example of when this strategy has worked for you.
4. How far ahead do you plan? How has planning ahead benefitted you in the past?
5. Describe a time when you had carefully laid plans and things changed at the last minute. How did
you react?
6. Which would you say you are better at doing? Planning or implementing?
7. Give me an example of a situation when you had to follow through on work being done by others.
How did you do it?
8. What experience do you have with scheduling and co-ordinating?
9. It’s almost the end of your day and your boss gives you a project that’s due first thing in the
morning. What would you do?
Problem-Solving Questions:
1. Describe a time when you felt you were resourceful in solving a problem.
2. What do you do when you’re having trouble solving a problem?
3. How do you stay aware of problems in your work area?
4. Describe a complex issue that you’ve had to resolve and tell me the steps you took to handle it.
5. What sources of information do you use to solve difficult problems?
6. What are the biggest problems you have faced in the past six months? What did you do to
overcome them?
Risk-Taking Questions:
1. Do you consider yourself a risk-taker? Why or why not?
2. What risks have you taken in your last few jobs, and what was the result of those risks?
3. Tell me about a risk that turned out successfully. Tell me about a risk that turned out unsuccessfully.
What would you do differently?
Interview Question and Rating Form
Candidate name: Date:
Position being Interviewed for: Interview completed by:
Ratings: Write one question on each line. After the candidate has answered the question, please rate the answer
by circling number one, two or three.
Rating Number Description
1 Vague answer; no examples; wasn’t specific; has no experience.
2 Strong answer; provided examples; directly answered the question; has some experience.
3 Exceptional answer; provided strong examples; directly answered the question; lots of
experience and talent.
Candidate Interview Questions:
Rating
Question Rating (Circle One – based on
the descriptions above)
1 2 3
1 2 3
1 2 3
1 2 3
1 2 3
1 2 3
1 2 3
1 2 3
TOTAL
NOTES: Please add any comments or feedback that you would like to share about this candidate:
Reference Form
Applicant Information
Candidate: Date of Reference:
Position applied for: Reference check conducted by:
Reference Information
Reference provided by: Company:
Current title: Working relationship with candidate: Phone:
Previous Job Information for Applicant
Dates worked with

previous employer:
Reasons for leaving:
Job title:
Reference Check Questions:

1. How would you describe the applicant in the following areas (rated on a scale from 1 to 10, with 10 being
the strongest):
Question Rating Notes
Attendance
Reliability
Interpersonal Skills
Verbal/Written Communication Skills
Sense of Urgency/Initiative
Ability to Deal with Stress
Time Management
Meeting Deadlines
Customer Service (Internal & External)

2. What were the major areas of the applicant’s job responsibility?
3. What were the main strengths of the applicant?
4. Were there any job areas requiring improvement?
5. What level of supervision did the applicant require?
6. How did the applicant get along with co-workers? For example: Was he/she a team player or did he/she
prefer to work independently?
7. Would you re-hire this person?
New Employee Orientation Checklist
Before the new hire’s first day on the job, make sure you:
Inform the new hire: when and where to arrive what to wear
where to park who to ask for upon arrival
Inform your staff/family that: a new employee is starting
Ensure the new employee’s: work area, materials and equipment are ready (if applicable)
computer and phone are ready (if applicable)
General Farm Introduction

Upon the new hire’s arrival, give a warm welcome, an explanation of how the day will unfold, and
take a few moments to explain the farm’s:
culture (farm background)
values
vision and mission (what you believe, how you operate and an explanation of your goals)
employee manual (policies and procedures), which includes a review of:
• work or shift hours
• overtime
• grooming and dress code
• vacation time
• sick leave and absences
• breaks
• smoking policy
• discipline procedure
• harassment
• safety policies and procedures
• training procedures
the new hire’s job, including:
• job description, key duties and expectations (ensure new employees sign a copy of their job
description to ensure they confirm that they understand your expectations)
• the performance evaluation process and form
handouts - give the employee any material that pertains to these topics for his or her files, including
contact information for the farm
Equipment
Give the employee the required equipment, including:
keys
communication devices (ex : mobile phone, walkie talkie)
Complete all paperwork

Review the pay and payment schedule.
Make sure the employee signs the appropriate income tax forms.
Have the new hire complete an emergency contact form.
Welcome and Walking Tour

Bring the new employee on a walking tour of the farm, including the fields, barns, bathroom areas,
etc.
Introduce the new employee to all staff – explain each person’s role to the new employee, and vice
versa. If you have an organizational chart, provide one to the new employee for future reference.
Assign your new hire a “buddy,” who can answer simple procedural questions that might come up
in the first few weeks of employment.
Communication Exercise
Below is an exercise to help you improve your ability to communicate effectively.

From the list of the five statements below, choose the two you could work on and identify ways to deal
with them.
I encourage
and ensure
I communicate my staff
I tell my clearly and members are
staff about often to my I consult comfortable
important employees with my staff to share their
I actively listen things that are about what I before making opinions and
when someone happening expect from important suggestions
speaks to me. with the farm. each of them. decisions. with me.
Put a check
under the
two that
you will
work with
Identify
reasons
why this
needs work
List some
possible
ways to
improve
Motivate Employee Performance
Performance Review Form
Examples of How You’ve Demonstrated

Competency Skills Related to this Competency this Skill Related to the Competency

Employee Manual Sample
This general employee manual will help you create your own personalized employee manual. We
recommend you have your lawyer proofread your final copy before distributing it to employees.
To customize your own employee manual electronically go to www.manitoba.ca/agriculture.
[Insert Farm Name]
Employee Manual
[Insert date]
IMPORTANT INFORMATION FOR PERSONNEL
1
2
TABLE OF CONTENTS
Message from the Owners............................................................................. page #
Employee Manual Acknowledgement Form..................................................... page #
Personnel Policies.......................................................................................... page #
Conflict of Interest......................................................................................... page #
Sexual Harassment........................................................................................ page #
Alcohol and Drugs........................................................................................ page #
Probationary Period...................................................................................... page #
Annual Performance Review.......................................................................... page #
Inclement (Bad) Weather............................................................................... page #
Payroll Advances and Loans.......................................................................... page #
Work Hours.................................................................................................. page #
Attendance Policy......................................................................................... page #
Pay.............................................................................................................. page #
Benefits........................................................................................................ page #
Vacation and Holidays.................................................................................. page #
Cell Phones and Other Handheld Devices....................................................... page #
Visitors/Guests............................................................................................. page #
Disease Control............................................................................................ page #
Smoking....................................................................................................... page #
Farm Vehicles............................................................................................... page #
Termination of Employment............................................................................ page #
Work Rules................................................................................................... page #
3
MESSAGE FROM THE OWNERS
Welcome to [insert farm business name]:

Since XXXX, we have produced [insert product or service.] Through our strong commitment to quality
and customer service, we have developed a solid reputation within the [industry name] industry and
among our community.
It is only through the dedication and commitment of loyal employees that this achievement has been
possible. We sincerely thank all employees for their dedication and hard work.
As a new employee, you probably have many questions about our organization. This employee
manual has been prepared with this in mind. We encourage you to read it closely – it is your guide to
learning about our overall team effort and your individual contribution to that effort.
Please be advised that this manual may be amended (changed) at any time, at our sole discretion (in
any way we wish).
We offer you our very best wishes for a satisfying and rewarding position in our farm business.
Sincerely,
[insert names]
4
Employee Manual Acknowledgement Form
I acknowledge that I have received a copy of the [insert farm business name] employee manual, which
provides general information and highlights about the farm business, its core values, expectations of
employees, and the rules and policies the farm operates under.
I recognize that [insert farm business name] has not explained every policy, rule, or benefit in detail in
this manual, and that this will be considered no more than a general summary of [insert farm business
name (‘s)] expectations of employees and policies. I understand that it is my responsibility to review
the handbook and be familiar with the policies and procedures – I will talk to my supervisor about any
questions I have concerning the manual.
In addition, I understand and agree to the following:
• [Insert farm business name] may implement additional information, guidelines, policies and
procedures in the future, which I will be required to read.
• If I have any questions about the employee manual, I will ask my supervisor.
• I acknowledge the receipt of the employee manual, I understand its contents, and I have no
further questions at this time.
Each employee has the responsibility to read, understand and comply with the policies and procedures
outlined in this employee manual.

Employee name (please print) Date

Employee Signature Date
5
Personnel Policies
It’s our goal to provide a relationship of mutual trust and respect, which will allow you to receive
personal satisfaction from your work and contribute to our farm’s success.
[Insert farm name]’s policy:
1. We select and hire the most qualified people regardless of race, creed, colour, age, sex, national
origin or religion.
2. We provide wages, salaries and employee benefits that are competitive with those provided in the
local area and in our industry.
3. We provide safe working conditions by maintaining an orderly operation, and developing and
adhering to policies and practices that ensure our employees’ safety and health.
4. We encourage an individual’s self-development by providing educational programs, training and
other opportunities for skill development and advancement.
5. We keep employees informed by providing open communication through weekly team meetings.
6. We encourage open discussion of all ideas, suggestions, problems and concerns among
employees.
Conflict of Interest
Employees are prohibited from having an interest in any business or operation that would compete
with the business interests of [insert farm name].
Also, any information gained about operations, results and performances while employed at [insert
farm business name] is to be kept in strictest confidence within the farm business, and is not to be
disclosed to others or used for personal gain.
Sexual Harassment
Sexual harassment is a form of misconduct that can undermine the integrity of the employment
relationship. No employee – male or female – should be subjected to unsolicited and unwelcomed
verbal or physical sexual overtures or conduct.
Sexual harassment, whether committed by supervisory or non-supervisory personnel, is specifically
prohibited.
[Insert farm name] is responsible for taking action to effectively deal with all acts of sexual harassment
occurring in the workplace, or as part of the employment relationship, regardless of how the company
becomes aware of the conduct. This includes acts of supervisory or management personnel, non-
management employees and third parties.
Sexual harassment is defined as either:
• unwelcome sexual advances, or requests for sexual activity, by an employee in a position of
power or authority over another employee
or:
6
• other unwelcome verbal or physical conduct of a sexual nature, by an employee to another
employee, when:
– submission to, or rejection of, such conduct is used explicitly or implicitly as a condition for
employment decisions
– the purpose or effect of such conduct is to interfere unreasonably with the work
performance of the person being harassed,
or:
– the purpose, or effect, of such conduct to a reasonable person, is to create an
intimidating, hostile, or offensive environment
Sexual harassment does not include the occasional compliment, or other conduct or actions, that arise
from a personal or social relationship, and which are socially acceptable and not intended to have a
discriminatory effect on employment.
Alcohol and Drugs

[Insert farm name] expects and requires all employees performing on behalf of [insert farm name], or
on the property, to report to work in and maintain while at work, an unimpaired and alert physical and
mental condition. To provide employees with a safe, healthy and secure workplace, [insert farm name]
has adopted the following policy regarding drug and alcohol use and abuse:
[Insert farm name] policy prohibits the use, sale, dispensing or possession of illegal drugs, narcotics
and alcoholic beverages on its property or during working hours, regardless of whether on farm
property or not. This prohibition also covers all legal or prescription drugs, which may impair an
employee’s ability to perform his or her job. An employee shall not report to work under the influence
of any drugs or alcoholic beverages.
The use of an illegal drug or controlled substance, or possession on or off duty, is cause for termination.
The sale, trade or delivery of illegal drugs or controlled substances by an employee to another person,
is cause for termination and for referral to law enforcement authorities.
Probationary Period
New employees are regarded as probationary until they have completed 60 days of continuous
service. This period is intended to allow the employee time to learn the job and become familiar with
[insert farm name].
The probationary period serves two purposes:
1. It’s an opportunity for the employee to experience the job, become adjusted to required standards
and expectations, and decide if he/she would like to continue the employment.
2. It’s an opportunity for [insert farm name] to evaluate the employee on job skills, co-operation,
attitude, dependability and other factors that make a good and valuable employee.
7
This period is used to assure that the employee is a good match for the job (ex: capable and willing
to perform up to standards and expectations). A written evaluation and conference is conducted at 60
days.
Employees are not eligible for employee benefits, except worker’s compensation, until their
probationary period expires.
An employee may resign without notice at any time during, or at the end of, the probationary period.
The employee may be terminated without notice at any time during, or at the end of, the probationary
period, for misconduct, wilful failure to meet the standards and expectations required for the position,
or when it’s apparent to the manager the employee lacks the skills, ability or motivation necessary for
successful job performance.
Annual Performance Review

All full-time employees will be evaluated annually based on their hire date. Performance reviews will be
conducted by the immediate supervisor.
Inclement/Bad Weather
Bad weather increases management needs and endangers the life of the livestock. All farm operations
employees should report to work as scheduled, if possible. If you are unable to do so, you should
contact your supervisor immediately.
Payroll Advances and Loans

[Insert farm name] policy does not allow payroll advances or loans to employees. Employees are
encouraged to participate in [insert farm name]’s payroll savings plan and prepare for financial
emergencies should they arise.
Work Hours
Hours of Work:
For payroll purposes, the work week varies. The standard work week is from Monday to Friday [be
aware of the Manitoba employment standards regarding hours worked].
Meal Periods:
All employees are entitled to, and expected to take an unpaid meal period, determined by their
supervisors.
Attendance Policy
Attendance and punctuality are important to [insert farm name], and the efficiency of an entire work
group is impair if every individual is not at work at the designated starting time.
Any unscheduled absence is to be reported daily to the supervisor as soon as the employee is aware of
it, or at least two hours before the start of the shift (work day).
8
An employee who has excessive absences will be subject to disciplinary action up to, and including,
termination. An average of two or more absences in a 30-day period is considered excessive.
Failure to call in for three consecutive days will be viewed as a voluntary separation of employment
from [insert farm name].
An employee who is absent from work for three consecutive scheduled shifts due to illness or injury
must provide a physician’s note.
Pay
Employees are paid biweekly. Cheques can be picked up at the main office.
Note: Earnings of employees are a personal matter and should be treated that way. Discussion of
wages and salaries with anyone other than your immediate supervisor is discouraged.
Benefits
Benefits are a large part of your total compensation and play an important role in your personal and
family financial planning. [Insert farm name] strives to provide you with a benefit package that:
• is competitive with, or better than, others in the industry and the communities where the
operations are located
• can be financially supported in both favourable and unfavourable economic times
• best meets the most important needs of the majority of employees
Many benefits are described in detail in booklets that you will receive. This handbook covers only the
major features.
Group Insurance Programs:

All regular, full-time employees are provided with a comprehensive group insurance package. Contact
[insert name of benefit group company] with any questions about the group insurance programs.
The following coverage is provided:
• Life Insurance
• Accidental Death and Dismemberment Insurance
• Hospital and Surgical Insurance
• Major Medical Insurance
• Short-Term Disability Insurance (weekly)
• Long-Term Disability Insurance (monthly and semi-monthly – salaried only)
• Dental insurance (offered by [insert company name])
9
Vacation and Holidays
Vacation time is accrued, or accumulated, but may not be taken during the first six months of
employment. However, employees needing to take time off during their probationary period may use
paid leave days or, with supervisory approval, leave- without-pay in increments of whole days or less.
After six months of continuous employment, accrued vacation time may be taken with supervisory
approval.
Statutory Holidays: Statutory holidays occur on the following days:
• New Year’s Day
• Louis Riel Day
• Good Friday
• Victoria Day
• Canada Day
• Labour Day
• Thanksgiving
• Christmas
Eligible employees working on a statutory holiday will be paid their overtime wage rate for all hours
worked, in addition to their statutory holiday pay. Remembrance Day is not a statutory holiday and is
not paid if not worked. Employees working on November 11 will be paid the same as for a statutory
holiday.
Cell Phones and Other Handheld Devices

The purpose of this policy is to protect your safety by banning you from using cell phones and other
wireless devices when driving.
We know our employees may use their cell phones, personal digital assistants (PDAs), or other
handheld devices, whether these devices belong to the employee or are issued by the company, for
work-related matters.
Employees are prohibited from using cell phones, PDAs, or other handheld devices for work-related
matters while driving. This is out of concern for your safety, and for the safety of other drivers and
pedestrians. Using a cell phone or PDA while driving can lead to accidents.
As of July 15, 2010 you can receive a $200 fine under the Highway Traffic Act of Manitoba if you are
caught texting or using a handheld cell phone or device while driving.
If you must make a work-related call or send a text message while driving, you must wait until you
can pull over safely and stop the car before placing your call. If you receive a work-related call or text
while driving – again, you must pull over safely and stop the car before answering the call or text – or
let the call go to voicemail.
10
A hand-operated electronic device is:
• a cellular phone
• an electronic device that may include a telephone function, may be capable of transmitting
and receiving email or text messages, and normally is held in the user’s hand during use, or
requires the user to use his/her hand to operate any of its functions
• any other electronic device defined as a hand-operated electronic device
The word “use,” in relation to a hand-operated electronic device, means doing any of the following
actions:
• holding the device in a position that allows you to use it
• operating any of the device’s functions
• communicating on the device with another person or device, by speaking or otherwise
• looking at the device’s display
• receiving or placing calls, or receiving or responding to email or text messages
• surfing the Internet
• checking for phone messages
• any other purpose related to your employment, the business, our customers, our vendors,
volunteer activities, meetings or civic responsibilities performed for, or attended in the name
of, the company; or any other company or personally related activities not named here;
while driving.
Visitors/Guests
Visitors will not be allowed at [insert farm name] facilities except for work-related matters.
Disease Control
Employees are required to stay out of contact with any other farm animal facilities (ex: swine facilities,
dairy farms, livestock farms). It’s critical that every employee arrives to work in a clean vehicle that’s
not been in contact with other animals. The employee’s clothes and shoes must be clean upon arrival to
work.
Work clothes and boots will be provided by [insert farm name]. Employees must follow the shower-in
shower-out instructions posted at the door.
For any business to continue to operate, even through adverse times, risks need to be assessed and
reduced to an acceptable level. To decrease the risk of disease in this unit, the following areas are
defined as clean areas: hog barns, alleyways, load-out buildings, feed mill, office (past shower area)
and shower rooms past the incoming dressing area.
11
Smoking
We do not allow smoking in, or within, 10 feet of any buildings, whether clean areas or not.
Farm Vehicles
Some employees will be assigned a vehicle (ex: car, pickup, road tractor) on a permanent or daily
basis. Only those with a valid driver’s license of proper classification are allowed to operate any farm
vehicles. Employees who commute to and from home on certain farm vehicles will have an appropriate
amount reported in their gross income.
Employee responsibilities with issued vehicles are:
1. The vehicle must be kept in good-working, safe-operating condition at all times. Any malfunctions
must be reported to the supervisor.
2. The vehicle must be kept clean, inside and out.
3. Only the designated employee is authorized to operate the vehicle.
4. The vehicle is to be used for business purposes only, in a conservative manner, to complete one’s
work.
5. The employee will maintain required vehicle logs covering all mileage registered on the vehicle’s
odometer and hubometer.
6. Any accident or damage to the vehicle is to be immediately reported to the supervisor and certain
written reports may be required for insurance purposes.
7. No unauthorized people will be allowed to ride in farm-owned vehicles.
8. The employee must maintain a good traffic record to continue to operate any farm-owned vehicle.
9. The employee must notify his/her supervisor of any change in their driving record. (Please
remember: It’s important that your vehicle look good and be operated in a responsible manner.)
Termination of Employment
Upon termination of your employment, you will deliver all documents, tools, equipment, materials and
other property in your possession, related to [insert farm name] or its clients. You may not keep copies
of any documents or keys.
Work Rules
Employees are expected to observe “common sense” rules of honesty, good conduct, general job
interest and safe practices; and to adhere to generally accepted customs of good taste when relating to
one another.
Occasionally, it is necessary for [insert farm name] to take disciplinary action against an employee
for violating a rule, regulation, or policy. The type of disciplinary action taken may be in the form of a
verbal or written warning, or immediate termination, depending on the severity and frequency of the
offence.
12
Our rules and regulations are all easily understood and are essential for the efficient and orderly
operation of our facilities. They include – but are not limited to – the ones noted in this manual.
Disciplinary action usually occurs in a progressive sequence: verbal warnings, written warning,
final written warning, suspension and termination. It’s not necessary for all five steps to be followed.
Discipline may begin at any step, depending on the seriousness of the offence. Also, the offence does
not have to be of the same nature, to constitute a violation serious enough to move on to the next step
of the disciplinary sequence.
14
Employee Conflict Assessment Checklist
Use this checklist to determine that you’ve reviewed and understand the conflict before speaking with
the employees.
This will help you keep the conversation on track, understand both sides and have the ability to help
resolve the situation.
To resolve this conflict, I’ve determined:
who is involved in the conflict
why this particular conflict is occurring (ex: difference of opinion, power struggle issues)
a policy in the employee handbook that addresses this conflict (if applicable)
whether I want to intervene in the conflict or let the employees work things out on their own
(This is very important. Analyze this carefully – sometimes it may be better to let employees
work things out on their own, especially if you think there’s a good chance they can.)
the consequences of intervening and not intervening
whether I need to consult with an outside party for advice (ex: another farm owner whose
judgment you trust, an outside conflict management contractor)
an appropriate conflict resolution that takes into account the dignity and rights of the
individuals
Official Disciplinary Form
Date:
Employee Name: Supervisor’s Name:
Notice: Initial Warning Notice

Second Warning Notice with Action Plan for Correction
Final Warning Notice with Letter
Describe the problem (ex: violation of rules, policies or procedures, unsatisfactory performance):
(Complete if second warning) Summary of corrective action to be taken (include dates for improvement
and plan for follow-up):
Consequences if failure to improve performance or correct behaviour:
Employee Comments:
Effective (date) you are placed on “performance improvement.” If, at

any time after this date, you fail to meet expectations, or make sufficient progress toward expectations,
disciplinary action may be taken up to, and including, termination.
Supervisor’s Signature Date

For more information
• Contact your local Manitoba Agriculture, Food and Rural Initiatives
(MAFRI) Growing Opportunities (GO) Office.
• To find your nearest GO Office, call Manitoba Government Inquiry,
toll free at 1-866-626-4862.
• To find out more about the federal-provincial Growing Forward
initiative and provincial programs and services, go to
manitoba.ca/agriculture.
ESR-014339
Version 1 January 2013

Human Resources For Farm Business

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Human Resources For Farm Business

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Human Resource

Human resource (HR) management is an important part of farm performance. For a

Manitoba Agriculture, Food and Rural Initiatives

This publication is available in multiple formats upon request.

Aussi disponible en français.

Human resources (HR)

About this manual

EXERCISE: This icon indicates a form or exercise to help you through

EXAMPLE: This icon indicates an example that further explains and

HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA | i

Your blocks to building an HR plan for your farm business......................................... 75

Forms Appendix ...................................................................................................... 79

ii | HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA

Why do you need to evaluate HR in your farm business?

What’s in this chapter?

What will I have when this is done?

Why do you need to implement human resources into your farm

Does my farm business really need a human resources plan?

2 | HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA

Step 1: Complete the self-evaluation form

YOUR FARM’S IMAGE YES NO

Total your “yes” and “no” answers:

We understand how a “bad hire” directly impacts our profitability.

We’ve integrated a social media campaign to attract people.

We pay bonuses to employees who refer new hires to us.

Total your “yes” and “no” answers:

Total your “yes” and “no” answers:

4 | HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA

We have a formal new-employee orientation program.

Our entire team/family is involved in creating a positive new-employee experience.

Total your “yes” and “no” answers:

MANAGEMENT AND LEADERSHIP YES NO

Our managers and supervisors are great at motivating our employees.

We have regular staff meetings that are effective and informative.

Total your “yes” and “no” answers:

We are focused on creating an environment that minimizes employee turnover.

We practise strategies to avoid losing a valuable employee.

We help our employees achieve their personal and career goals.

Total your “yes” and “no” answers:

CATEGORY TOTAL NUMBER OF YES ANSWERS

New Employee Orientation

Management and Leadership

Total number of “Yes” answers:

6 | HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA

Here are two examples of written objectives:

“To have a checklist in place to onboard new employees by June 1, 20XX.”

Objective Outcome that needs to be achieved By when

Objective is to: Why do you need to accomplish this? By when?

Tasks to complete objective Task Owner By when? Completed

Mike will create a new employee orientation

Jen will review the first draft of the checklist

Mike will finalize any changes from Jen and

8 | HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA

Why is creating an identity and reputation for your farm important?

What’s in this chapter?

What will I have when this is done?

Creating an identity for your farm

DEVELOPING AN IDENTITY FOR YOUR FARM BUSINESS | 9

10 | HUMAN RESOURCE MANAGEMENT FOR FARM BUSINESS IN MANITOBA

Step 1: What’s your personality?

Step 2: What makes you different?

DEVELOPING AN IDENTITY FOR YOUR FARM BUSINESS | 11

Step 5: What’s your vision for your farm’s future?