I joined an export factory four months ago as the HR & ADMIN Head. Before my joining, there was no such department. This is a new firm established in October 2011. My boss lacks experience in this industry and heavily relies on other senior staff. While he has good business sense, he struggles to understand the importance of rules, policies, and systems. He aims not to disappoint any staff member.
Due to his nature, I am facing numerous challenges in maintaining the rules and executing my work. For example, when I implemented a biometric attendance machine, employees did not adhere to punching their attendance properly. During salary preparation, I encounter multiple problems.
I am also unable to make decisions independently for my work. I have to seek approval from my GM or MD, and most of the time, they are unavailable or delay the process.
I am seeking advice on what steps I should take. How can I explain all my challenges to my MD? I feel completely lost and would appreciate any guidance. Your help is much needed.
From India, New Delhi
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2Due to his nature, I am facing numerous challenges in maintaining the rules and executing my work. For example, when I implemented a biometric attendance machine, employees did not adhere to punching their attendance properly. During salary preparation, I encounter multiple problems.
I am also unable to make decisions independently for my work. I have to seek approval from my GM or MD, and most of the time, they are unavailable or delay the process.
I am seeking advice on what steps I should take. How can I explain all my challenges to my MD? I feel completely lost and would appreciate any guidance. Your help is much needed.
From India, New Delhi
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Dear Nidhi,
Greetings!!!
It's not that difficult; you just have to have an appointment with your MD. You can make a small write-up on what all policies need to be prepared and implemented in order to successfully run this org. You can ask for some sort of non-interference/independence in your activities, and I am sure your MD will listen and respond.
From India, Delhi
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Greetings!!!
It's not that difficult; you just have to have an appointment with your MD. You can make a small write-up on what all policies need to be prepared and implemented in order to successfully run this org. You can ask for some sort of non-interference/independence in your activities, and I am sure your MD will listen and respond.
From India, Delhi
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Taking further to what Teamgrouphr said, sometimes you may not be able to discuss things thoroughly in a brief or a hurried meeting to make the top management see the reason in your suggestions. In such cases, a written report can be helpful as it allows you the space and time to provide a clear picture. Executives can review it at their convenience, even while traveling or on holiday, and understand your perspective. You can prepare a well-crafted note written in clear and concise language to enhance readability. It should not be confrontational but should address the issues straightforwardly. The note can be structured into the following sections:
1) Object of the note: Here, you can simply state that the note aims to draw the concerned executive's attention to the need for standardizing certain company policies, practices, and procedures related to employee work and conduct.
2) Rationale for standardizing policies, practices, and procedures: In this section, you can elaborate on the reasons for standardization:
a) A business organization has specific goals and missions that require consistent performance from employees within set timelines. To achieve these goals, a uniform work ethic and discipline are necessary to drive performance.
b) Compliance with labor laws, such as the Factories Act or Maternity Benefit Act, necessitates the formulation of policies like leave entitlements.
c) Establishing policies on appointment, probation, discipline, and termination aligns with legal requirements and ensures fair practices within the organization.
3) Based on business processes and legal obligations, suggested policies may include:
1) Organizational goals, mission statement, and philosophy.
2) Attendance, punctuality, working hours, breaks, and holidays.
3) Leave policy.
4) Misconduct and disciplinary policy.
Additional policies can be included as per organizational requirements.
This draft aims to provide guidance and address your concerns. You can customize and enhance it to suit your organization's specific needs.
Hope this information is helpful.
B. Saikumar
In-House HR & IR Advisor
From India, Mumbai
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1) Object of the note: Here, you can simply state that the note aims to draw the concerned executive's attention to the need for standardizing certain company policies, practices, and procedures related to employee work and conduct.
2) Rationale for standardizing policies, practices, and procedures: In this section, you can elaborate on the reasons for standardization:
a) A business organization has specific goals and missions that require consistent performance from employees within set timelines. To achieve these goals, a uniform work ethic and discipline are necessary to drive performance.
b) Compliance with labor laws, such as the Factories Act or Maternity Benefit Act, necessitates the formulation of policies like leave entitlements.
c) Establishing policies on appointment, probation, discipline, and termination aligns with legal requirements and ensures fair practices within the organization.
3) Based on business processes and legal obligations, suggested policies may include:
1) Organizational goals, mission statement, and philosophy.
2) Attendance, punctuality, working hours, breaks, and holidays.
3) Leave policy.
4) Misconduct and disciplinary policy.
Additional policies can be included as per organizational requirements.
This draft aims to provide guidance and address your concerns. You can customize and enhance it to suit your organization's specific needs.
Hope this information is helpful.
B. Saikumar
In-House HR & IR Advisor
From India, Mumbai
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Thank you, all of you......
It is very helpful.
I need one for support.. Apart from the above-mentioned policies, what are the other policies that will help to manage HR & Admin profiles?
Kindly list them. If possible..
Thanks once again...
From India, New Delhi
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It is very helpful.
I need one for support.. Apart from the above-mentioned policies, what are the other policies that will help to manage HR & Admin profiles?
Kindly list them. If possible..
Thanks once again...
From India, New Delhi
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Please find attached here with list of few policies, which can be formulated and executed based on organization/company’s size and its suitability. All the Very Best Thanks
From India, Indore
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From India, Indore
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Dear Nidhi,
It is very difficult to work with a boss who does not understand the importance of "rules, policies, and systems" and instead depends on other senior staff rather than relying on HR, which could lead to potential misguidance for their own selfish desires.
My suggestion is to display all the staff names of those who are not swiping their attendance and communicate that leave will be marked on days where attendance is not swiped. This may prompt them to rectify their behavior quickly. Additionally, you should put up a note to your boss requesting some of his time to explain the difficulties you face during payroll processing. By doing this, he may gradually come to understand your challenges, potentially leading to granting you the authority to make decisions such as imposing a loss of pay on employees who are not adhering to the attendance rules.
All the best.
NVS
9553232308
From India, Hyderabad
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It is very difficult to work with a boss who does not understand the importance of "rules, policies, and systems" and instead depends on other senior staff rather than relying on HR, which could lead to potential misguidance for their own selfish desires.
My suggestion is to display all the staff names of those who are not swiping their attendance and communicate that leave will be marked on days where attendance is not swiped. This may prompt them to rectify their behavior quickly. Additionally, you should put up a note to your boss requesting some of his time to explain the difficulties you face during payroll processing. By doing this, he may gradually come to understand your challenges, potentially leading to granting you the authority to make decisions such as imposing a loss of pay on employees who are not adhering to the attendance rules.
All the best.
NVS
9553232308
From India, Hyderabad
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Hi, Dear Nidhi,
Good day! Hopefully, today will be a nicer day for you in solving the problems you mentioned just now.
My name is Jim, and I represent Visual Solutions (M), a software vendor in Malaysia for 20 years. Hopefully, from this point onward, it may not be challenging for you to find the solutions practically.
Your situation is not the first time for us, as per some of our friends who have just started in the HR environment in a factory. In the beginning, it is not easy to kick-start; it requires a lot of policies and rules to help you and your company gain better control and handle the daily and routine processes. For example, the Biometric attendance machine that has been installed will definitely help in generating the daily In-Out time for each employee. At this moment, there will be an auto-calculate mechanism/software to assist in generating the grouping of shifts; OT processed based on certain criteria and protocols.
Apart from the flow from devices to shifts/OT, all data will be easily handled based on formatted datasheets, making it easier for you to complete tasks related to generating payments.
However, this is just a brief explanation of our experiences that we have learned from our customers, which are outlined here.
I would suggest that you do not hesitate to give us a call when you need more guidance and have higher expectations for the HR department. Nowadays, it has become one of the departments that can help you and your company in maintaining the workforce, which is crucial for the entire company.
Best Regards,
Jim Chong
Business Development Consultant
Visual Solutions (M) Sdn Bhd
Tel: +603 7951 9000 / 9018 (DL)
From Malaysia, Seri Kembangan
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Good day! Hopefully, today will be a nicer day for you in solving the problems you mentioned just now.
My name is Jim, and I represent Visual Solutions (M), a software vendor in Malaysia for 20 years. Hopefully, from this point onward, it may not be challenging for you to find the solutions practically.
Your situation is not the first time for us, as per some of our friends who have just started in the HR environment in a factory. In the beginning, it is not easy to kick-start; it requires a lot of policies and rules to help you and your company gain better control and handle the daily and routine processes. For example, the Biometric attendance machine that has been installed will definitely help in generating the daily In-Out time for each employee. At this moment, there will be an auto-calculate mechanism/software to assist in generating the grouping of shifts; OT processed based on certain criteria and protocols.
Apart from the flow from devices to shifts/OT, all data will be easily handled based on formatted datasheets, making it easier for you to complete tasks related to generating payments.
However, this is just a brief explanation of our experiences that we have learned from our customers, which are outlined here.
I would suggest that you do not hesitate to give us a call when you need more guidance and have higher expectations for the HR department. Nowadays, it has become one of the departments that can help you and your company in maintaining the workforce, which is crucial for the entire company.
Best Regards,
Jim Chong
Business Development Consultant
Visual Solutions (M) Sdn Bhd
Tel: +603 7951 9000 / 9018 (DL)
From Malaysia, Seri Kembangan
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Good morning, sir,
I am Haragopal, and I am joining a new service sector logistics company as an HR Executive. In that company, they have not implemented any policies, standing orders, offer letters, or appointment letters. Can anyone help me with the preparation of these documents? If there are any formats available, please forward them to my email ID: P.venkataharagopal@gmail.com. Contact: 8520032500.
Thank you, sir.
From India, Hyderabad
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I am Haragopal, and I am joining a new service sector logistics company as an HR Executive. In that company, they have not implemented any policies, standing orders, offer letters, or appointment letters. Can anyone help me with the preparation of these documents? If there are any formats available, please forward them to my email ID: P.venkataharagopal@gmail.com. Contact: 8520032500.
Thank you, sir.
From India, Hyderabad
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