Dear friends,
I am an HR executive in an IT company, and in my company, most employees go outside during lunchtime without informing HR. Please advise on the appropriate steps to take in this situation. If I were to send a notice email, what would be the most polite language to use?
Thanks & Regards,
Sapna Saini
HR Executive
From India, New Delhi
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I am an HR executive in an IT company, and in my company, most employees go outside during lunchtime without informing HR. Please advise on the appropriate steps to take in this situation. If I were to send a notice email, what would be the most polite language to use?
Thanks & Regards,
Sapna Saini
HR Executive
From India, New Delhi
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Hi Sapna,
First of all, take a small meeting and inform everyone.
Or
Write a circular stating, "Please be noted that a few employees are going to lunch without prior intimation, causing inconvenience. Everyone is requested to inform before leaving."
Or
Simply post a notice regarding lunch timings.
Hope this is helpful to you.
Regards,
Rajeev
From India, Bangalore
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113First of all, take a small meeting and inform everyone.
Or
Write a circular stating, "Please be noted that a few employees are going to lunch without prior intimation, causing inconvenience. Everyone is requested to inform before leaving."
Or
Simply post a notice regarding lunch timings.
Hope this is helpful to you.
Regards,
Rajeev
From India, Bangalore
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Curious... Does your company have an HR policy that employees must not go out for lunch or during lunch hour? What is causing the need to send such a notice?
Typically, most people run errands (or attend to their personal life needs, such as paying bills, running to the post office, going to the bank, etc.) during the lunch hour. They take the stipulated one-hour lunch and do their personal work that is required and can only be done during normal business hours. I don't see that as a problem. In fact, it is a good thing - the business does not suffer, and the employees' personal lives do not suffer either.
Now, if some employees are clocking 8 hours of work and taking two or three hours of lunch regularly to do their personal work, then that is a problem and must be addressed by HR (or the managers of such employees, on a case-by-case basis). Otherwise, I don't see a need to notify HR every time I decide to go have lunch outside the office in a restaurant. Do you?
Regards,
-Som G
From United States, Woodinville
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Typically, most people run errands (or attend to their personal life needs, such as paying bills, running to the post office, going to the bank, etc.) during the lunch hour. They take the stipulated one-hour lunch and do their personal work that is required and can only be done during normal business hours. I don't see that as a problem. In fact, it is a good thing - the business does not suffer, and the employees' personal lives do not suffer either.
Now, if some employees are clocking 8 hours of work and taking two or three hours of lunch regularly to do their personal work, then that is a problem and must be addressed by HR (or the managers of such employees, on a case-by-case basis). Otherwise, I don't see a need to notify HR every time I decide to go have lunch outside the office in a restaurant. Do you?
Regards,
-Som G
From United States, Woodinville
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Dear Sapna your cpmapany can also use login /log out sytems for employess to ensure timly attendance. Regards Jawwad
From Pakistan, Karachi
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From Pakistan, Karachi
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Do you want them to take permision of HR or informing HR, if they go out for luch during lunch time? or they go early and come back late or after lunch hours? Pl. clarify.
From India, Ahmadabad
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From India, Ahmadabad
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Dear Sapna,
1. Inform the same thing to your HR/Ops Manager.
2. Let your HR/Ops Manager address them regarding the circular, etc.
3. You should be close to employees and have to convey to them that Management is serious about your timings. They are going to take serious action against any violations, etc.
Remember that you are an Executive (you can't make decisions), HR is only providing support.
Thank you.
From India, Hyderabad
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1. Inform the same thing to your HR/Ops Manager.
2. Let your HR/Ops Manager address them regarding the circular, etc.
3. You should be close to employees and have to convey to them that Management is serious about your timings. They are going to take serious action against any violations, etc.
Remember that you are an Executive (you can't make decisions), HR is only providing support.
Thank you.
From India, Hyderabad
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I am sure you are running a company and not a military academy.
Place the lunch timings on the notice board.
Ask them to ensure that at least one member is present during lunch.
Don't put too many strings to that.
From India, Coimbatore
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Place the lunch timings on the notice board.
Ask them to ensure that at least one member is present during lunch.
Don't put too many strings to that.
From India, Coimbatore
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Dear Friends,
I am working in the BPO industry. The management has assigned me the tasks of preparing salary and wages, conducting induction, managing time and attendance, and now recruitment responsibilities have also been added to my role. I am solely responsible for handling these tasks.
At times, senior management deducts salaries for days when an employee is absent, and other times they pay the full amount even if the employee does not have any leave balance. There are often many changes in the salary sheet whenever it is prepared.
I find it challenging to deal with my unpredictable seniors. Can anybody help me navigate this situation?
Thank you.
From India, Delhi
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I am working in the BPO industry. The management has assigned me the tasks of preparing salary and wages, conducting induction, managing time and attendance, and now recruitment responsibilities have also been added to my role. I am solely responsible for handling these tasks.
At times, senior management deducts salaries for days when an employee is absent, and other times they pay the full amount even if the employee does not have any leave balance. There are often many changes in the salary sheet whenever it is prepared.
I find it challenging to deal with my unpredictable seniors. Can anybody help me navigate this situation?
Thank you.
From India, Delhi
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Dear Sapna Ji,
As an HR professional, I believe you need to identify the reasons behind employees going outside during work hours and explore possible alternatives. Additionally, you should engage in discussions with them to understand the challenges they face when leaving the premises. This information can also be communicated via the notice board to create awareness.
A good working environment is essential for achieving positive results.
Regards,
Rakesh
From India, Mumbai
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As an HR professional, I believe you need to identify the reasons behind employees going outside during work hours and explore possible alternatives. Additionally, you should engage in discussions with them to understand the challenges they face when leaving the premises. This information can also be communicated via the notice board to create awareness.
A good working environment is essential for achieving positive results.
Regards,
Rakesh
From India, Mumbai
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Dear Sapna Saini,
I suggest:
1) Inform your boss if you have and let him take action.
2) If you are the only one taking care of HR, then prepare a note as mentioned below and seek the approval of the branch head before circulating it. Ensure to obtain their signatures confirming their understanding of the policy and the subsequent actions. If you do not have an electronic punching machine that can provide you with all the necessary details, then follow the manual process.
"All employees are hereby required to exit during the lunch period by informing HR using the prescribed format which is mandatory. Any deviation from this policy will be considered a disciplinary issue, and appropriate action will be taken against the employees."
Prepare a format that includes the person's name, time out, time in, signature of the employee, approval of the Head of Department (HOD), and HR signature.
Hope this information is helpful to you.
T V N Murthy
nani_vizag@yahoo.com
From India, Ahmadabad
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I suggest:
1) Inform your boss if you have and let him take action.
2) If you are the only one taking care of HR, then prepare a note as mentioned below and seek the approval of the branch head before circulating it. Ensure to obtain their signatures confirming their understanding of the policy and the subsequent actions. If you do not have an electronic punching machine that can provide you with all the necessary details, then follow the manual process.
"All employees are hereby required to exit during the lunch period by informing HR using the prescribed format which is mandatory. Any deviation from this policy will be considered a disciplinary issue, and appropriate action will be taken against the employees."
Prepare a format that includes the person's name, time out, time in, signature of the employee, approval of the Head of Department (HOD), and HR signature.
Hope this information is helpful to you.
T V N Murthy
nani_vizag@yahoo.com
From India, Ahmadabad
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Sapna Saini,
I am working for a petrochemical company in Al Khor, Qatar. Our company policy is clear: if an employee or worker goes out for personal errands such as to the ATM or supermarket, their salary is based on their work timesheet. If anyone leaves work premises, their salary is forfeited. This rule applies to everyone.
Regards,
Chandru
Qatar
From Qatar
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I am working for a petrochemical company in Al Khor, Qatar. Our company policy is clear: if an employee or worker goes out for personal errands such as to the ATM or supermarket, their salary is based on their work timesheet. If anyone leaves work premises, their salary is forfeited. This rule applies to everyone.
Regards,
Chandru
Qatar
From Qatar
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Hi Sapna,
I quite agree with Som's views. Create an ambience where people enjoy working while maintaining discipline. If you start treating employees as if they are in Montessori, you will have to pay the price for it in the long run.
So, just have an open lunch hour, say 1-2 or 12-1, and track this in and out time via an attendance system. Those who are out beyond one hour would be reflected in the month-end record, and then you can call them for a chat and warn them accordingly.
From United Arab Emirates, Dubai
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I quite agree with Som's views. Create an ambience where people enjoy working while maintaining discipline. If you start treating employees as if they are in Montessori, you will have to pay the price for it in the long run.
So, just have an open lunch hour, say 1-2 or 12-1, and track this in and out time via an attendance system. Those who are out beyond one hour would be reflected in the month-end record, and then you can call them for a chat and warn them accordingly.
From United Arab Emirates, Dubai
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Dear Sapna,
The suggestion given by Mr. Murthy is valid and according to the procedures. Nowadays, there is too much advancement in office work control management, and it is important to adopt them at the right time. You can have many tools to stop misuse of lunchtime. For example, you need to follow HR rules first. Make a complete time schedule for lunchtime and delegate these authorities with responsibilities to the respective team leaders and above them group leaders. Keep a check on them, which can impact their performance level. Use card entry and exit systems. Implement secure logins on PCs to track if the PC is idle and not in use by certain software, which can help you calculate their total productive hours (depending on the nature of their work, you need to tailor your action plan accordingly).
Let us know the nature of work, and the solution would be according to that.
Regards, TP
From India, Delhi
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The suggestion given by Mr. Murthy is valid and according to the procedures. Nowadays, there is too much advancement in office work control management, and it is important to adopt them at the right time. You can have many tools to stop misuse of lunchtime. For example, you need to follow HR rules first. Make a complete time schedule for lunchtime and delegate these authorities with responsibilities to the respective team leaders and above them group leaders. Keep a check on them, which can impact their performance level. Use card entry and exit systems. Implement secure logins on PCs to track if the PC is idle and not in use by certain software, which can help you calculate their total productive hours (depending on the nature of their work, you need to tailor your action plan accordingly).
Let us know the nature of work, and the solution would be according to that.
Regards, TP
From India, Delhi
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I don't think the HR department has to regulate how and where employees take their lunch during lunchtime. Asking them to report to the HR department every time they take lunch will only end up burdening the administration of the HR department and will create enemies and dissatisfaction. The important thing is punctuality in time. The HR department may enforce time management by implementing time tracking measures (such as sign out and sign in requirements) to ensure employees use their personal time appropriately.
From Indonesia, Jakarta
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From Indonesia, Jakarta
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Dear Sapna
It is common all employees leave the office for lunch break and go outside. First of all, yours being IT company, initially, a policy regarding employees movements should be decided. The office timings, the lunch timings should be clearly specified. Naturally, in any office, the lunch time may be one hour or half an hour between 1-00 PM to 3-00 PM. You may open a " Movement Register" and place it on Common table of the office. Every employee may be asked to record his movements for lunch to go outside and also to record the timings at which he/she returns to the office after taking lunch. I am giving a format for Movement Register.
S.No. Name of the Employee, Designation Time of leaving Purpose, Time of return Signature.
If this is maintained all the employees will strictly follow the lunch timings even if they go outside, but they will return to duty after taking lunch positively before the timings prescribed. For this you can give a circular to all your employees taking the permission of your boss.
The profarma circular is also attached please find herewith.Hope you may meet the required requirements
Suri Babu Komakula
Attachment:
COMPANY NAME (LETTER HEAD)
CIRCULAR 10th January, 2010
Sub:- Regulating the office timings and lunch hour for the employees – Certain instructions to the Employees of the Company - Issued – Regarding.
*****
All the staff members of the (Name of the company to be mentioned) Company are hereby informed that most of the employees are not stick on to the lunch timings prescribed by the Company resulting much dislocation of work in the office. In the interest of office administration, it has been decided to prescribe the lunch timings to all the employees to adhere strictly.
All the employees may avail Lunch time during every working day from 1-00 PM to 2-00 PM ( or the Company may prescribe whatever the timings they desire ) without fail. Employees are at liberty to have their lunch in their respective seats without going outside the office premises. However, if any employee desires to avail lunch hour outside the office premises, he may do so, but with an advice that he /she may record his movements during the lunch time in the “Movement Register” available in the office. He/She has to record his time of leaving and time of return to his seat in the said Movement Register without fail. This is only prescribed with a view to streamline the movements of the employees during office hours, but not to inconvenience them in any manner.
All the employees are fully aware that each and every employee must pay his attention towards his devotion to duty in the interest of the Institution/Company. It is hopeful that all the employees will extend their fullest cooperation to the Company in this regard.
Wishing all the employees success in their endeavor to bring the Institution/Company to prosper in future.
H.R.MANAGER
To
All the Members of the Staff of the Company
(Copy to other Departments wherever necessary)
Notice Board.
From India, Vijayawada
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It is common all employees leave the office for lunch break and go outside. First of all, yours being IT company, initially, a policy regarding employees movements should be decided. The office timings, the lunch timings should be clearly specified. Naturally, in any office, the lunch time may be one hour or half an hour between 1-00 PM to 3-00 PM. You may open a " Movement Register" and place it on Common table of the office. Every employee may be asked to record his movements for lunch to go outside and also to record the timings at which he/she returns to the office after taking lunch. I am giving a format for Movement Register.
S.No. Name of the Employee, Designation Time of leaving Purpose, Time of return Signature.
If this is maintained all the employees will strictly follow the lunch timings even if they go outside, but they will return to duty after taking lunch positively before the timings prescribed. For this you can give a circular to all your employees taking the permission of your boss.
The profarma circular is also attached please find herewith.Hope you may meet the required requirements
Suri Babu Komakula
Attachment:
COMPANY NAME (LETTER HEAD)
CIRCULAR 10th January, 2010
Sub:- Regulating the office timings and lunch hour for the employees – Certain instructions to the Employees of the Company - Issued – Regarding.
*****
All the staff members of the (Name of the company to be mentioned) Company are hereby informed that most of the employees are not stick on to the lunch timings prescribed by the Company resulting much dislocation of work in the office. In the interest of office administration, it has been decided to prescribe the lunch timings to all the employees to adhere strictly.
All the employees may avail Lunch time during every working day from 1-00 PM to 2-00 PM ( or the Company may prescribe whatever the timings they desire ) without fail. Employees are at liberty to have their lunch in their respective seats without going outside the office premises. However, if any employee desires to avail lunch hour outside the office premises, he may do so, but with an advice that he /she may record his movements during the lunch time in the “Movement Register” available in the office. He/She has to record his time of leaving and time of return to his seat in the said Movement Register without fail. This is only prescribed with a view to streamline the movements of the employees during office hours, but not to inconvenience them in any manner.
All the employees are fully aware that each and every employee must pay his attention towards his devotion to duty in the interest of the Institution/Company. It is hopeful that all the employees will extend their fullest cooperation to the Company in this regard.
Wishing all the employees success in their endeavor to bring the Institution/Company to prosper in future.
H.R.MANAGER
To
All the Members of the Staff of the Company
(Copy to other Departments wherever necessary)
Notice Board.
From India, Vijayawada
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Dear Sapna Saini,
Adding to Mr. TVN Murthy, I would suggest you keep an "in and out" register at the gate by informing security. Notifying HR every time may not be practicable. However, such registers can be monitored by HR on a day-to-day basis for deviation cases, i.e., if employees are taking more time than permitted. Actions can be initiated accordingly.
Best regards,
Mohan
GM-HR
From India, Bangalore
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Adding to Mr. TVN Murthy, I would suggest you keep an "in and out" register at the gate by informing security. Notifying HR every time may not be practicable. However, such registers can be monitored by HR on a day-to-day basis for deviation cases, i.e., if employees are taking more time than permitted. Actions can be initiated accordingly.
Best regards,
Mohan
GM-HR
From India, Bangalore
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Why are we trying to be so strict with lunch hours too?
I believe lunch hours are meant to relax and energize for the remaining hours in the office. Employees should be allowed to use the lunch hours as productive time.
The only concern arises when an employee uses business hours for lunch. If that is the case, it should be addressed and brought to everyone's attention through a general circular.
From Sweden,
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I believe lunch hours are meant to relax and energize for the remaining hours in the office. Employees should be allowed to use the lunch hours as productive time.
The only concern arises when an employee uses business hours for lunch. If that is the case, it should be addressed and brought to everyone's attention through a general circular.
From Sweden,
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Very good reply from SomGollakota. Do you have a policy in place regarding work schedules and lunchtime? As per another colleague on this site, an organization is not a military camp. It should not be expected from employees to notify whenever they are going for lunch; the schedule should be in place based on your organization's needs, and lunchtime has to be provided and taken into consideration when setting up this policy. This way, all employees and management are aware of the time they are expected to be at work, etc.
Please see an example of an 8-hour workday with lunchtime below:
Stating 8:00 AM to 12:00 PM and 1:00 PM to 5:00 PM
Lunchtime: 12:00 PM to 1:00 PM
Regards,
Pjuan
From United States, Houston
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Please see an example of an 8-hour workday with lunchtime below:
Stating 8:00 AM to 12:00 PM and 1:00 PM to 5:00 PM
Lunchtime: 12:00 PM to 1:00 PM
Regards,
Pjuan
From United States, Houston
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