Hi everybody,
In our office few staffs are misusing office telephone lines. They make personal calls. Even they get personal calls frequently to their mobiles.
Due to this they are unable to concentrate on their job.
My boss has asked me to prepare a warning letter regarding.
Please help me to do this.
Thanks & Regards,
Neetha
From India, Bangalore
In our office few staffs are misusing office telephone lines. They make personal calls. Even they get personal calls frequently to their mobiles.
Due to this they are unable to concentrate on their job.
My boss has asked me to prepare a warning letter regarding.
Please help me to do this.
Thanks & Regards,
Neetha
From India, Bangalore
Dear Neetha,
Warning letter for long duration telephone calls will work but only for few days/weeks. I feel that situation will come back to normal. This is because the real malaise lies is lack of work pressure. Suppose the office notice is circulated, will you be able to police around to catch the defaulters? How much time will be spent in proving that the call was personal and the giver or recipient of the call was guilty?
You may design the measures of performance for each position, define the difference among "poor", "good", "very good" and "excellent" job ratings. Start measuring the amount of work done vis-a-vis time spent in doing the activity. This will start building the pressure on them. For poor performers give them the notice to improve and those who do not improve let at least 1-2 persons be removed from their job. This will send the right message to one and all.
Is your EPABX has facility to find out the calls have been made from what extension? In that case find out from what department calls were made and tell the HOD to give a explanation. Pressure from HODs will tame the truants.
As far as the incoming calls on the mobile phones are concerned, the menace would grow further with the launch of 3G services. Hitherto there were only audio calls. Garrulous persons will start getting video calls too.
You have asked for draft of the letter and I have written all this. But I am convinced completely that this method of increasing work pressure through measures of performance will work. As far as the draft of notice is concerned, it can be as below:
+++++
Dinesh V Divekar
From India, Bangalore
7881Warning letter for long duration telephone calls will work but only for few days/weeks. I feel that situation will come back to normal. This is because the real malaise lies is lack of work pressure. Suppose the office notice is circulated, will you be able to police around to catch the defaulters? How much time will be spent in proving that the call was personal and the giver or recipient of the call was guilty?
You may design the measures of performance for each position, define the difference among "poor", "good", "very good" and "excellent" job ratings. Start measuring the amount of work done vis-a-vis time spent in doing the activity. This will start building the pressure on them. For poor performers give them the notice to improve and those who do not improve let at least 1-2 persons be removed from their job. This will send the right message to one and all.
Is your EPABX has facility to find out the calls have been made from what extension? In that case find out from what department calls were made and tell the HOD to give a explanation. Pressure from HODs will tame the truants.
As far as the incoming calls on the mobile phones are concerned, the menace would grow further with the launch of 3G services. Hitherto there were only audio calls. Garrulous persons will start getting video calls too.
You have asked for draft of the letter and I have written all this. But I am convinced completely that this method of increasing work pressure through measures of performance will work. As far as the draft of notice is concerned, it can be as below:
+++++
Office Circular/Notice No ____/2010
Ok. I welcome the views of the other senior members as well.1. It has been noticed that large number of telephone calls are made for the non-official purposes. The practices are to be curbed forthright.
2. Hereafter each extension will be monitored for the number of calls made and HOD is liable to give explanation for the validity or genuineness of the telephone call.
3. The related instance of telephone calls is receipt of incoming calls too. It is observed few staff members spent lot of time in chatting on telephone. This practice is also to be ceased forthwith.
4. Telephone and mobile phones is a necessity and its usage cannot be held back completely, however, staff members are to exercise restraint from long duration telephone calls. HODs are to monitor implementation of this notice. Disciplinary action will be initiated for the transgression of this notice.
authorised signatory Date: -
+++++
2. Hereafter each extension will be monitored for the number of calls made and HOD is liable to give explanation for the validity or genuineness of the telephone call.
3. The related instance of telephone calls is receipt of incoming calls too. It is observed few staff members spent lot of time in chatting on telephone. This practice is also to be ceased forthwith.
4. Telephone and mobile phones is a necessity and its usage cannot be held back completely, however, staff members are to exercise restraint from long duration telephone calls. HODs are to monitor implementation of this notice. Disciplinary action will be initiated for the transgression of this notice.
authorised signatory Date: -
+++++
Dinesh V Divekar
From India, Bangalore
Dear Neetha,
I am in total agreement with Mr.Dinesh views.
Warning letters don't work.
EPABX systems will certainly able to track calls made extension number wise and you further want to probe you can assign a unique code to each employee which he has to keep confidential and has to dial this code before getting the ringing tone. By tracking this unique code you can even pinpoint how many calls are made by each employee and the purpose and duration of it.
Recover the call charges due from the employee and this will put defaulters in place.
Regarding incoming calls ask the EPABX operator to keep track of incoming calls and report to you on a daily basis.
If you have provided sufficient extensions in the workplace with a paging facility to reach the employee if he is not in his workplace, then why should employees be permitted to use mobile phones. Ban entry of mobile phones.
I also endorse the statement made by Mr.Dinesh, private calls are made by people who are not otherwise engaged. This exercise will also expose people who are under utilised..
Best regards
M.V.KANNAN
From India, Madras
I am in total agreement with Mr.Dinesh views.
Warning letters don't work.
EPABX systems will certainly able to track calls made extension number wise and you further want to probe you can assign a unique code to each employee which he has to keep confidential and has to dial this code before getting the ringing tone. By tracking this unique code you can even pinpoint how many calls are made by each employee and the purpose and duration of it.
Recover the call charges due from the employee and this will put defaulters in place.
Regarding incoming calls ask the EPABX operator to keep track of incoming calls and report to you on a daily basis.
If you have provided sufficient extensions in the workplace with a paging facility to reach the employee if he is not in his workplace, then why should employees be permitted to use mobile phones. Ban entry of mobile phones.
I also endorse the statement made by Mr.Dinesh, private calls are made by people who are not otherwise engaged. This exercise will also expose people who are under utilised..
Best regards
M.V.KANNAN
From India, Madras
Hello Ms Neetha
In addition to Mr. dinesh's suggestions, you can block the facility of outcalling from all the extensions. means extensions would be used for internal purpose.
Password of extension to unlock STD can be given to those employess who in actual need the official telephones for outcalling.
Thanks & Regards
Raj
From India, Ghaziabad
In addition to Mr. dinesh's suggestions, you can block the facility of outcalling from all the extensions. means extensions would be used for internal purpose.
Password of extension to unlock STD can be given to those employess who in actual need the official telephones for outcalling.
Thanks & Regards
Raj
From India, Ghaziabad
hey Neetha..
Being a HR person we should understand this thing. I mean employees can be left alone without their family and frnds. So these things are bound to happen, and may be warning them will even more affect their productivity. Changing up the system in is the best way to deal with the situation.
Hope for the best...
Regards
Jacky Christian.
From India, Ahmadabad
Being a HR person we should understand this thing. I mean employees can be left alone without their family and frnds. So these things are bound to happen, and may be warning them will even more affect their productivity. Changing up the system in is the best way to deal with the situation.
Hope for the best...
Regards
Jacky Christian.
From India, Ahmadabad
Hi,
This is a good suggestion, coz issuing the warning letter will be not a good idea. End of the day through EPABX we can review the outgoing calls and we can take further step.
And i'm also facing the same problem in our company, employee's are carrying the mobile phones in side the office premises that is strictly banned in our company especially in night shift. This is really a big headache for us.
From India, Bangalore
This is a good suggestion, coz issuing the warning letter will be not a good idea. End of the day through EPABX we can review the outgoing calls and we can take further step.
And i'm also facing the same problem in our company, employee's are carrying the mobile phones in side the office premises that is strictly banned in our company especially in night shift. This is really a big headache for us.
From India, Bangalore
Hi, Just a small addition as you can restric outgoing calls from the extensions. But if there is any emergency or work related calls, ask them to call operator and connect them. Regards Chanda Patel
From India, Mumbai
From India, Mumbai
Hi,
According to my experience , i am giving some suggestions, please look into this.
1) First, as per phone bill , segregate official & personal calls.
2) second, who did personal calls, call them personally & warn them like don't repeat again, if u will continue this we should take a serious action.
3)Giving strict instruction to security also (Not allowing mobile phones inside), we will solve
4) Finally give break time for talking over phones.
Thank you,
Anuradha.S
9663376729
From India, Bangalore
According to my experience , i am giving some suggestions, please look into this.
1) First, as per phone bill , segregate official & personal calls.
2) second, who did personal calls, call them personally & warn them like don't repeat again, if u will continue this we should take a serious action.
3)Giving strict instruction to security also (Not allowing mobile phones inside), we will solve
4) Finally give break time for talking over phones.
Thank you,
Anuradha.S
9663376729
From India, Bangalore
Dear Neeta
See if you implement the following action points-
A. Change the Inter-calling facility of the PBEX system.
B. Implement a 30 or 45 Second dialer tone. So that a specific call will be minimized.
C. Implement 0 [zero] dialing facility for outgoing calls.
D. Implementing employee code before dialing any numbers- This will ensure you to take a blueprint of the calls made by the employees.
E. Circulate this details every month to the employees for their monitoring purpose.
If your Organization had given the Corporate connection to employees, make changes in the credit limit of the usage. Make group [organizational] calling free or minimal charges.
From India, Mumbai
See if you implement the following action points-
A. Change the Inter-calling facility of the PBEX system.
B. Implement a 30 or 45 Second dialer tone. So that a specific call will be minimized.
C. Implement 0 [zero] dialing facility for outgoing calls.
D. Implementing employee code before dialing any numbers- This will ensure you to take a blueprint of the calls made by the employees.
E. Circulate this details every month to the employees for their monitoring purpose.
If your Organization had given the Corporate connection to employees, make changes in the credit limit of the usage. Make group [organizational] calling free or minimal charges.
From India, Mumbai
Dear Neetha
Mr Dinesh has given a good draft circular. You may follow it with suitable modifications.
1. You may put up a circular as he has suggested
2. You may ask your boss to call a meeting and tell everyone about the concern
3. If persons do not budge for circular/meeting, issue warning letters
4. If continues, you may go ahead with deductions for personal calls (a monitoring system need to be implemented)
5. Also take care of its effect on team
Regards
K.Ramachandra
Bangalore
Mr Dinesh has given a good draft circular. You may follow it with suitable modifications.
1. You may put up a circular as he has suggested
2. You may ask your boss to call a meeting and tell everyone about the concern
3. If persons do not budge for circular/meeting, issue warning letters
4. If continues, you may go ahead with deductions for personal calls (a monitoring system need to be implemented)
5. Also take care of its effect on team
Regards
K.Ramachandra
Bangalore
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