Dear Sir/Madam
Please note that our some of the employees are frequently coming late to office. Our management ask them reason but their reasons are not found valid. Upon that management has decided that they take a call on the same. In some case employees has a genuine reason example Parents illness, vehicle got punctured, heave traffic etc. I think if it is really genuine reason then he/she should not be penalised. But how should I recognised whether he/she telling me valid reason.
Secondly some of the employees directly intimate to me on phone but at the end of the month I do not have any record for the same as it is only verbal intimation so please advice how to keep a record for the same.
I request to guide me for later comers policy & how should I keep a record for the verbal intimation.
Regards
Sujata
From India, Pune
10Please note that our some of the employees are frequently coming late to office. Our management ask them reason but their reasons are not found valid. Upon that management has decided that they take a call on the same. In some case employees has a genuine reason example Parents illness, vehicle got punctured, heave traffic etc. I think if it is really genuine reason then he/she should not be penalised. But how should I recognised whether he/she telling me valid reason.
Secondly some of the employees directly intimate to me on phone but at the end of the month I do not have any record for the same as it is only verbal intimation so please advice how to keep a record for the same.
I request to guide me for later comers policy & how should I keep a record for the verbal intimation.
Regards
Sujata
From India, Pune
Dear Sujata,
Verbal intimation cannot be tracked.
You can make an HRIS for attendance time. Whoever is coming after stipulated time, mark them late.
You can allow a late occurance for say 3 or 4 times in a month after which you should have the freedom to tackle the situation.
If nothing else, you can ask the late comers to draft a mail and inform the reason for they coming late. Possibility is that when they get to know that now things are getting official and they'd have to give the reason in writing, they many reduce the practice.
All the best :-)
From India, Mumbai
Verbal intimation cannot be tracked.
You can make an HRIS for attendance time. Whoever is coming after stipulated time, mark them late.
You can allow a late occurance for say 3 or 4 times in a month after which you should have the freedom to tackle the situation.
If nothing else, you can ask the late comers to draft a mail and inform the reason for they coming late. Possibility is that when they get to know that now things are getting official and they'd have to give the reason in writing, they many reduce the practice.
All the best :-)
From India, Mumbai
Hi Sujata,
Ankita has given good suggestion and it will surely help you to control the late coming.
In some organization you see the manager’s firing their staff, but I personally feel in order to stop the behavior instead of firing the staff member, you will have to be patient.
Infact typically, the best way to transform habitual tardiness into consistent promptness is by being completely honest will the staff member. Don't let anger get the best of you as you explain that when they arrive behind schedule, it causes major problems for the entire business. Let the late employee share their reasons for the habitual lateness. Ask them to come up with a way to break the pattern. By involving staff in the process, you'll see much better results than if you just told them what to do.
Always remember to keep your cool and screaming and yelling will just cause the employee to become defensive and possibly make him to revolt . Staying calm will actually work quickly to resolve this problem.
Hope this will help you to resolve your problem.
Regards
Anita
From India, Mumbai
Ankita has given good suggestion and it will surely help you to control the late coming.
In some organization you see the manager’s firing their staff, but I personally feel in order to stop the behavior instead of firing the staff member, you will have to be patient.
Infact typically, the best way to transform habitual tardiness into consistent promptness is by being completely honest will the staff member. Don't let anger get the best of you as you explain that when they arrive behind schedule, it causes major problems for the entire business. Let the late employee share their reasons for the habitual lateness. Ask them to come up with a way to break the pattern. By involving staff in the process, you'll see much better results than if you just told them what to do.
Always remember to keep your cool and screaming and yelling will just cause the employee to become defensive and possibly make him to revolt . Staying calm will actually work quickly to resolve this problem.
Hope this will help you to resolve your problem.
Regards
Anita
From India, Mumbai
Dear Sujata,
Ms.Ankita and Ms.Anita has given very valuable suggestions to control the late coming in your organisation.
In addition, creating and maintaining the discipline is not the responsibilty of Hr Department only.Let other persons must also share the responsibility....................
1 Indentify the habtual late comers and talk to their HOD's also.Let they also share the burden.
2 Counsell the respective employees regularly and make them understood the adverse consequences of the same.i.e ( other employees also take the advantage of the late coming)
3 If the problem persist put the names of late comers on the notice board by taking the management in confidence. Also genrate and maintaing Daily Late coming reports and send for signatures of respective HOD;s
Note : As suggested by Ankita and Anita always have patience and maturity to deal with the situation.
" Regular conselling and poking the late comers brings good results.........." It is my practical experience."
Wiyh Best Wishes
From India, New Delhi
Ms.Ankita and Ms.Anita has given very valuable suggestions to control the late coming in your organisation.
In addition, creating and maintaining the discipline is not the responsibilty of Hr Department only.Let other persons must also share the responsibility....................
1 Indentify the habtual late comers and talk to their HOD's also.Let they also share the burden.
2 Counsell the respective employees regularly and make them understood the adverse consequences of the same.i.e ( other employees also take the advantage of the late coming)
3 If the problem persist put the names of late comers on the notice board by taking the management in confidence. Also genrate and maintaing Daily Late coming reports and send for signatures of respective HOD;s
Note : As suggested by Ankita and Anita always have patience and maturity to deal with the situation.
" Regular conselling and poking the late comers brings good results.........." It is my practical experience."
Wiyh Best Wishes
From India, New Delhi
Apart from what Ankita and Anita said, my thoughts on this provocative behaviour are :
1) Late coming is an annoying habit and needs to be curtailed, if not nipped totally.The sight of late Latifs gets on your nerves and makes your blood boil because when the whole office plunged into work, they walk into office with the gait and style that may be tempting even to the most stylish fimstar to copy them.Thay cast glances of pity at others who are punctual and wear 'how smart Iam' look.They are the 'Tapori' type.
2)There is another kind. They come to office late running,sweating and gasping for breath to give the impression that but for some problem, they would have been on time. They keep a story ready to narrate, if asked for the reason for being late. In fact they will be eager to await being questioned since they will be enthusiatic to reel off the story for the next one hour till lunch time adding lot of spice (masala) to it in such away that it may give the best script writers of films a run for their life. Every time, they have a different story and that is original, to be fair to them.They are the story tellers.
3)There is the third kind. You should only see them to be blieved.He will come to office, walking slowly, apparently soaking in pain(not in sweat) with drooping looks, sorrow filled eyes and grief stricken face.He will try to impress that they are in great trouble to pre-empt any questiong or at least to douse the initial burst of fire from the departmental head. No body ventures to ask him as to what happened for fear of breaching a dam brimming with gushing water.If some one commits that mistake,he will burst into bucketsfull of tears, wailing at GOD as to why He singled him out on this planet for heaping all the sorrows on him,making the mood in the office melancholic.They act so convincingly that they give complex to the most veteran fim actors who enact seens of a weeping 'Babul' (father) at his duaghter's 'Bidai' or such other tear jerking scene. They are 'I am always the victim' type.
Sujatha, no wonder, Iam not suprprised at your predicament as to how to find out, in the midst of such fine acting talent, whose case is genuine and whose case is fake.You can try the following.
1) It is difficult to curb late coming unless it is firmly driven down the throats of employees that this organisation as a matter of policy does not condone late coming.Therefore frame a policy and put the employees on notice of it.
2) It si not possible for every one to be punctual on all 30 days in a month.Therefore you need to consider genuine cases. As Ankita suggested, you may allow three occassions in a month in practice, but you need not spell it in your policy since the employees may take it granted that they can be late for atleast on three occassions. They may come late, though there is no reason for them to be late. As a matter of policy, late comimg shall not be permitted. That shall be the message to the employees.
3)You need to classify latecomers into habitual ones and occassional ones to adopt different strategies of action..As Ankita suggested, you can adopt a attendance tracking system for this purpose.
4)This classification makes your task easy to find out who is genuine and who is faking a reason.
5)Another way to catch them on wrong foot is to ask few questions about the reason they offer. For example, if some one cites illness in the family and going to hospital as the reason for being late. Ask what is the illness, which doctor he visted and what medicines, the doctor prescribed. If the reason is false, he will be uncomfotable and stumble for answers.The discomfort will disuade him from being late next time since he may not like to be grilled every time.Be actful in questioning. You should not make him feel that he is grilled.
6) Anita cautioned to be patient with late comers. But my advice is be selectively patient with late comers depending up on the number of occassions or habitual character etc, In right cases, you need not hide your displeasure over such behaviour.
6) Take action as per your rules in case of persistent and unrelenting cases.
B.Saikumar
HR & Labour Law Advsior
Mumbai
From India, Mumbai
1) Late coming is an annoying habit and needs to be curtailed, if not nipped totally.The sight of late Latifs gets on your nerves and makes your blood boil because when the whole office plunged into work, they walk into office with the gait and style that may be tempting even to the most stylish fimstar to copy them.Thay cast glances of pity at others who are punctual and wear 'how smart Iam' look.They are the 'Tapori' type.
2)There is another kind. They come to office late running,sweating and gasping for breath to give the impression that but for some problem, they would have been on time. They keep a story ready to narrate, if asked for the reason for being late. In fact they will be eager to await being questioned since they will be enthusiatic to reel off the story for the next one hour till lunch time adding lot of spice (masala) to it in such away that it may give the best script writers of films a run for their life. Every time, they have a different story and that is original, to be fair to them.They are the story tellers.
3)There is the third kind. You should only see them to be blieved.He will come to office, walking slowly, apparently soaking in pain(not in sweat) with drooping looks, sorrow filled eyes and grief stricken face.He will try to impress that they are in great trouble to pre-empt any questiong or at least to douse the initial burst of fire from the departmental head. No body ventures to ask him as to what happened for fear of breaching a dam brimming with gushing water.If some one commits that mistake,he will burst into bucketsfull of tears, wailing at GOD as to why He singled him out on this planet for heaping all the sorrows on him,making the mood in the office melancholic.They act so convincingly that they give complex to the most veteran fim actors who enact seens of a weeping 'Babul' (father) at his duaghter's 'Bidai' or such other tear jerking scene. They are 'I am always the victim' type.
Sujatha, no wonder, Iam not suprprised at your predicament as to how to find out, in the midst of such fine acting talent, whose case is genuine and whose case is fake.You can try the following.
1) It is difficult to curb late coming unless it is firmly driven down the throats of employees that this organisation as a matter of policy does not condone late coming.Therefore frame a policy and put the employees on notice of it.
2) It si not possible for every one to be punctual on all 30 days in a month.Therefore you need to consider genuine cases. As Ankita suggested, you may allow three occassions in a month in practice, but you need not spell it in your policy since the employees may take it granted that they can be late for atleast on three occassions. They may come late, though there is no reason for them to be late. As a matter of policy, late comimg shall not be permitted. That shall be the message to the employees.
3)You need to classify latecomers into habitual ones and occassional ones to adopt different strategies of action..As Ankita suggested, you can adopt a attendance tracking system for this purpose.
4)This classification makes your task easy to find out who is genuine and who is faking a reason.
5)Another way to catch them on wrong foot is to ask few questions about the reason they offer. For example, if some one cites illness in the family and going to hospital as the reason for being late. Ask what is the illness, which doctor he visted and what medicines, the doctor prescribed. If the reason is false, he will be uncomfotable and stumble for answers.The discomfort will disuade him from being late next time since he may not like to be grilled every time.Be actful in questioning. You should not make him feel that he is grilled.
6) Anita cautioned to be patient with late comers. But my advice is be selectively patient with late comers depending up on the number of occassions or habitual character etc, In right cases, you need not hide your displeasure over such behaviour.
6) Take action as per your rules in case of persistent and unrelenting cases.
B.Saikumar
HR & Labour Law Advsior
Mumbai
From India, Mumbai
Further to what I said, see Bhrdwaj Ramesh' s post on the line of action. B.Saikumar
From India, Mumbai
From India, Mumbai
Sai sir,
Though I really get irritated when the people walk in late, the way you characterized them, actually made me laugh.
And surpsrisingly, I found your post so true, and have all 3 characters at my work-place.
And Sujata, Indeed Sai sir pointed out a big thing - do not suggest them or communicate to them that 3 times late would be tolerated else you'd notice them walking them late all the 3 times and this will help them by not cooking up some reason for those three times thinking - "3 times it's allowed"
Another suggestion -
I have informed all my staff members on foll as well
1. If an employee calls up or informs his/her HOD or supervisor or HR about he coming late (how much ever genuine the case may be) he would still attract a late remark. Informing the office about late arrival is our moral duty and we can't expect reward (In terms of late allowance) to them.
2. If a person is going for a meeting and hence would be walking in late, this would be considered only if -
..... a. The person intimates HR over mail, keeping in loop the concerned supervisor / HOD
..... b. The supervisor also approves the same
Point 2 was introduced by me so as the marketing team cannot misuse the "revoke late mark for meeting" scheme.
Hope it helps you. :-)
From India, Mumbai
Though I really get irritated when the people walk in late, the way you characterized them, actually made me laugh.
And surpsrisingly, I found your post so true, and have all 3 characters at my work-place.
And Sujata, Indeed Sai sir pointed out a big thing - do not suggest them or communicate to them that 3 times late would be tolerated else you'd notice them walking them late all the 3 times and this will help them by not cooking up some reason for those three times thinking - "3 times it's allowed"
Another suggestion -
I have informed all my staff members on foll as well
1. If an employee calls up or informs his/her HOD or supervisor or HR about he coming late (how much ever genuine the case may be) he would still attract a late remark. Informing the office about late arrival is our moral duty and we can't expect reward (In terms of late allowance) to them.
2. If a person is going for a meeting and hence would be walking in late, this would be considered only if -
..... a. The person intimates HR over mail, keeping in loop the concerned supervisor / HOD
..... b. The supervisor also approves the same
Point 2 was introduced by me so as the marketing team cannot misuse the "revoke late mark for meeting" scheme.
Hope it helps you. :-)
From India, Mumbai
Dear Sujatha,
This late coming is a practice in all the manufacturing industries as well as offices.
I suggest you the following to implement immediately.
1) Give grace time of 10 minutes every day to allow to office.
2) If any body comes late, ask him to get permission from concerned HOD and as well as from P&A HOD.
3) Monthly only two times can be given permission.
4) If they cross more than two will be given LOP so that it will not repeat in future.
Rgds
GANESH
From India, Hyderabad
This late coming is a practice in all the manufacturing industries as well as offices.
I suggest you the following to implement immediately.
1) Give grace time of 10 minutes every day to allow to office.
2) If any body comes late, ask him to get permission from concerned HOD and as well as from P&A HOD.
3) Monthly only two times can be given permission.
4) If they cross more than two will be given LOP so that it will not repeat in future.
Rgds
GANESH
From India, Hyderabad
Dear Sujata,
I hope you will give answers to below my concerns......
1) Late coming bothers to you or your Head / Plant head ?
2) Is the Head / Plant Head is ignorant about the late coming or is he/she conniving the subject matter?
3) Does the employee those who leaves late are among the late comers?
4) If possible can you plan flexi time policy for late comers ( who generally leaves late)?
5) Is your establishment's work nature is like that you need all people on right time inside the establishment?
From India, Pune
I hope you will give answers to below my concerns......
1) Late coming bothers to you or your Head / Plant head ?
2) Is the Head / Plant Head is ignorant about the late coming or is he/she conniving the subject matter?
3) Does the employee those who leaves late are among the late comers?
4) If possible can you plan flexi time policy for late comers ( who generally leaves late)?
5) Is your establishment's work nature is like that you need all people on right time inside the establishment?
From India, Pune
Good Morning Members,
Greetings for the Day!!!
If they do honestly very much want to come but they're always late, there is probably some fairly mechanical reason why they're late, perhaps to do with their commute (they have to take children to school? there are few trains?) and this could be easily solved by rescheduling. Or perhaps it's their work practices: they look at mail before the meeting and get distracted, and that too could be easily solved by just drinking coffee away from the computer in the meeting room before it kicks off.
On the other hand, perhaps some developers don't honestly find the meetings useful, and that's a great chance to reconsider the agenda and existence of the meetings. Find out what they need to know to do their job, what they find useful, what they find boring. If the meeting is useful to the manager but not very useful to the developers perhaps you should change to having short daily one-on-ones. If they like to be aware what's going on but they resent the time taken, perhaps you can use some alternative form.
Strategies based on token punishment or humiliation for being late sound like a good way to make sure the bodies are present and the souls are absent. (Unless the whole team really supports the idea, including the "offenders.")
Regards,
Shubha
Fb Id :
From India, Patna
Greetings for the Day!!!
If they do honestly very much want to come but they're always late, there is probably some fairly mechanical reason why they're late, perhaps to do with their commute (they have to take children to school? there are few trains?) and this could be easily solved by rescheduling. Or perhaps it's their work practices: they look at mail before the meeting and get distracted, and that too could be easily solved by just drinking coffee away from the computer in the meeting room before it kicks off.
On the other hand, perhaps some developers don't honestly find the meetings useful, and that's a great chance to reconsider the agenda and existence of the meetings. Find out what they need to know to do their job, what they find useful, what they find boring. If the meeting is useful to the manager but not very useful to the developers perhaps you should change to having short daily one-on-ones. If they like to be aware what's going on but they resent the time taken, perhaps you can use some alternative form.
Strategies based on token punishment or humiliation for being late sound like a good way to make sure the bodies are present and the souls are absent. (Unless the whole team really supports the idea, including the "offenders.")
Regards,
Shubha
Fb Id :
From India, Patna
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