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Thread Started by #sonal03

Dear Seniors,
My company is a 5 day working company but in these 5 days also employees are taking a lot of leaves due to which the work is never completed and mine is a very small company with very less no. of employees therefore all work depends on them,
my director has asked me to make a policy in which they work for atleast 20 days a month the issue is to complete the work however otherwise the company does not get the money, please help me as to what can be done in this case, can such kind of policy be made??
8th November 2011 From India, Mumbai
Hi Sonalo3,
Do one thing. Maintain a fixed number of leaves for an employee to be taken in a respective calender year. For example
Sick Leave 6
Casual Leave 6
Probation Leave 6
Vacation 5
Maternity 3
Bereavement 3
& Loss of pay -
Comp off -
So that it can help you out in stopping an employee, In taking more leaves than company allotted.
8th November 2011 From India, Hyderabad
No but my questions is after the allotment of these leaves also if the person is taking leave then what?? and they dont fall in the leave approval category i.e. they are not confirmed.
8th November 2011 From India, Mumbai
I suggest you to find out the reason for employee taking leave. because already your company seems to be paradise havng only 5 working days.. beyond this if employees are taking additional leaves means we have to look into this as serious issue..:( may be to some employees carrot theory may work out.. for some we hv to consider stick theory..:( before that as Mr.Santosh said pls place all the HR systems and proceedures in place so that it can be rules announced to them frm mgt side. then u can take a call based on their reaction..
All the best..
8th November 2011 From India, Madras
Hey if the employee is not confirmed then the employee comes under the probation category. so set some fixed probation leaves. hope this can solve the issue. Regards, Santosh
8th November 2011 From India, Hyderabad
No but if their salary gets cut due to leaves they are ok with that taking leaves coz of sickness, marriages, puja and all.
8th November 2011 From India, Mumbai
yeah even that can solve the issue. good, but plan and think carefully before implementing anything. Regards, Santosh
8th November 2011 From India, Hyderabad
Dear Sonal
What is your company's Staff Strength?
What is your company's Leave policy?
Are the employees taking leave beyond their eligibility?
How your company planned about the Leave on Loss of Pay?
Whether your employees are obtaining leave before proceeding on leave
What is your management's view on Absenteeism
Do you have any Discipline Policy for your company
What are the punishment you are awarding for absented employees.
If you reply to these questions then it will be easy for our members to give effective reply to your querry. Otherwise the reply will be incomplete and it is as like beating around the bush.
Wish you all the best
8th November 2011 From India, Kumbakonam
1. 20
2. leave policy is not applicable to them as none of them are confirmed eligibility planning on that can you please guide me how to plan about leave on lop
5. i didn't understand
6. they are also frustrated asked me to do something
7. no not yet.
8. no punishments as yet
8th November 2011 From India, Mumbai
Dear Sonal

Your company's Staff strength is 20 and you are having 5 days week policy and Saturday and Sunday are holidays.

There are many threads on How to make HR Policy. Please follow those thread and prepare your Company's HR Manual. Consult your management and plan Pre-employment procedures, Interview pattern being adopted, Appointment Procedure, Employment on Probation, Training and Development Programmes, Leave, Absent/absconding, LTA, Promotion, Discipline Policy with Minor Punishment and Major Punishment, Charge Trial Procedure, Dress Code, Retrenchment, Resignation, Retirement, etc and prepare your HR Manual. If you succeed in this, then your all types of problems, without any hindrance, will easily be sorted out.

While preparing this HR manual please obtain your management's concurrence, so that, you will not face any difficulties later on. After preparation get the HR manual approved from your Managing Director/ Proprietor, so that the indisciplined staff members also will afraid to disobey the set rules. After preparation of this HR manual you can get it checked from our members who are having good experience in this field and they will help you in addition / deletion / modification in any heading.

Wish you all the best.
8th November 2011 From India, Kumbakonam
hi this is lakshmi
First you discuss with the employees in your organisation.first find the problem where it excatly starts then try to find solution for it.give some rewards and grades to the employees try to motivate them to reach goals of organistion.adopt some rules punish them if they try to cross that rules and maintain a page in ur profile a company about the rules so that in future also u can avoid this type of problems.
i dont know whether this will sloves ur problem still i tried . iam persuding my MBA so dint have any work experience so iam open to accept remarks on my comment
8th November 2011 From United States, Cambridge
We also have a small team and our work has critical deadlines which can not be missed. Our clients plan for these dates weeks in advance.
During probation, no one is granted leave except for medical emergency.
For all other cases, the leaves need to be approved and we refuse leave when work pressure does not allow for it.
People have been removed from service for taking unauthorised leave.
Recently, our team leads asked us to implement penalty of 1.5 days without pay for every case of absence without aithorisation (all team members agreed to it)
Also try explaining to employees he impact of their absence.
9th November 2011 From India, Mumbai
My first advise would be find reasons for the employing remaining on leave. If necessary counsel & if it is out-of-fantasy or of no reason, issue warning letter/arrange substitute employee.
9th November 2011 From India, Tiruchchirappalli
Dear Sonal,
All the experts already given their views on that matter. so Make a leave policy for your organisation and take the approval from your top management and educate to your employees about that Leave rules also. Make a clause in your Appointment letter that during probation period if any employee's performance is not up to the expectation then company will terminate them also.
Most important educate your employees about the Leave rules.
Ratikanta Rath
9th November 2011 From India, Durgapur
HI Sonal,
Employees are always eligible to take the minimal leaves as per the Govt policy AS what i feel and the additional leaves are the ones which are unplanned like sick and planned can be attending vacation/functions/parties....
9th November 2011 From India, Hyderabad
Hi Sonal,
The only reason seems to be the employees negligence as they are not properly warned about the actions that can be taken for repetetion of such absenteeism.If, an employee is undergoing his/her probation they are restricted to only few leaves for that period.And violation of any of the companies policies may sometimes lead to their termination also. This should be made clear to them and should intimate them about the seriousness of the issue and the actions that can be taken by the management as a result of this.This may give positive result if the message is delivered by the appropriate source.
All the best.
9th November 2011 From India, Hyderabad
Hi Sonal
First find out the number of hours ( productive ) the one fetches you the margin after all the overheads, that hours should be consistent for atleast six months ie., the work order hours, squeeze that to -20% ie., if a job takes 8 hrs it should be completed by 6 hrs including quality job , multiply those hours with the number of days in a month, and make it mandatory for the year that the employee must produce x hours of work for a full salary ( fix a carrot ) frankly fix some incentive ( monetary or gift coupon0
if they dont dock the minimum hours , tell them to.
9th November 2011 From India, Bangalore
Dear Sonal,

I would suggest you to go for hire and fire rule.. bcoz if the probation period is going on ... only CL is authorized for the non confirmed Emp .. and if in this case employees takes personal leave.. the leaves would be counted as LWP ..

Absenteeism may have repercussions, which include:

Decrease in Productivity

* employees may be carrying an extra workload, or supporting new or replacement staff

* employees may be required to train and orientate new or replacement workers

* staff morale and employee service may suffer

Trends in Absenteeism

Surveys indicate the following generalities in absenteeism:

* The higher the rate of pay and the greater the length of service of the employee, the fewer the absences

* As an organization grows, there is a tendency towards higher rates of absenteeism

* Women are absent more frequently than men

* Single employees are absent more frequently than married employees

* Younger employees are absent more frequently than older employees

* Older employees are absent for longer periods of time than younger employees

* Unionized organizations have higher absenteeism rates than non-unionized organizations

Hope this make u understand and help you to prepare your company Leave policy.

Best Regards

Vandana sharma
9th November 2011 From India, Calcutta
I am not agree with vandana comment (I would suggest you to go for hire and fire rule.). This is not a solutions. First check you all policies. What are loop holes between the policy find out and take proper action.
If you have five days week. Then decide how much is working hours for a day. Calculate everybody working hours for a week for few day. Make a policy. ( ex - for 1 week - 9 hours * 5 days = 45 hours. Everybody has to complete 45 working hours for a week. If somebody working hours is 35 (10 hours - less) you can deduct 1 leave. Make a policy like that. Continue this for few months. If anybody dont bother about that then tell them we will deduct your salary.
Also try to communicate with people. What is the reason behind taking leaves.
9th November 2011 From India, Pune
I would also suggest that you can communicate to the probationers that if they have unauthorized leaves or take too much leaves during probation period, their confirmation will be delayed or it would have it effect in their reviews.
9th November 2011 From India, Bangalore
Dear Ruchi, In this website u will get answers of your all queries. So never feel hesitate to ask your query in this community. Ratikanta Rath
9th November 2011 From India, Durgapur
Dear Sonal,
In your case, HR policy will be of no use because I feel your employees might be too young, without any household responsibility, and they might be taking leave without any valid reason. Your disciplinary action on them will also be of no use.
In such case, you have to call each employee and counsel them. Ask them the reason for their habitual absenteeism. Make a comparative statement of their salary for last 3 months highlighting their total loss including indirect benefits like leave, bonus, pf. etc.
Secondly, you can introduce different types of Attendance Bonus, like weekly Attendanc Bonus, Fortnight Attendance Bonus and Monthly Attendance Bonus. That is if an employee attendance full week he will get x amount as bonus in his salary or for fortnight or month. This will reduce absenteeism and there will be no production loss.
To conclude, I will only comment that if you have high absenteeism then you have recruited wrong people.
9th November 2011 From India, Pune
Dear Sonal,
As rightly mentioned by Mr. Bhaskar -- please have a proper HR policy documented. The same should be communicated to the employees during the induction.
You can restrict the no. of leaves taken in a month to 2 or 3 .
I need to understand -as you say most of them are new employees and leave policy is not applicable to them -- then how are they taking leaves ?
More over you need to find out why are all the employees keep taking leaves without proper reasons ? Do they lack motivation at the work place?
If the problems still persist its better to take disciplinary actions against them and look for better committed employees.
Now so far as to finish the task on time is concerned -- many organisation work for 5 days and finish the task on time . In your case you can think of increasing the working time by 1 hour a day (e.g 9am to 6.30 pm)
9th November 2011 From India, Bangalore
Your employer is very open and expressed the in completion of work due to few reasons.
You can notice that every employee must work for 48 hours in week. However any employee can avail leave and necessary prior approval is required from Concerned authority. You can refer The A.P Shops & Establishment Act, 1988 or The Factories Act,1948 where in the rules are defined.
The other way evaluate the work performance of all employees and define job responsibilities / description. So that they will perform well and organization will be benefited.
You can also implement a well HR policy to protect and applicable rules as per law accordingly it will be easy to implement for better performance.
Enso Secutrack limited
9th November 2011 From India, Hyderabad
Dear Sonal,
I would like to suggest you that first talk to each employee and get the reason for availing of so many leaves. Try to convey the company updates to the employees i mean about the projects and the assigned time to complete their tasks and explain them clearly how would the company success(reaching the company goals is related to their personal life as well career).
And also try to prepare few following policies one by one to run the things in smooth manner
Leave policy (total number of leaves allotted and the usage of leaves every month according to your company policy)
working hours policy
Attire policy
As the head count of your company is less try to go with one to one discussion with your employees once or twice in a month so that you will come to know the issues or problems from the employees end.
Warm Regards,
9th November 2011 From India, Hyderabad
Hi Sonal03,

Here are few suggestions.

Long run:

1. First and foremost you should have your own leave policy/rules and also Conduct and discipline Rules in place. If it is not there frame them and implement immediately.

2. Don't declare weekly holiday enmasse for all, these days could be given to them by rotation viz., Mr.X will avail on Monday/ Tuesday, Mr.Y on Friday/Saturday like that. Place a roster for every month in advance, so that not every body will be on leave or holiday.

3. Service conditions should be suitably modified to solve such problems.

4. Strictly implement performance appraisal system with a link to productivity.

Short run:

1. Issue a circular suitably, detailing "availing leave is not a right".

2. Any leave shall be availed only with prior approval, subject to official exigencies. Availing leave during probation should extend their probation automatically. (Many employer don't permit leave during probation period.)

3. In order to ensure work is completed in time -

Issue work allocation letter individually fixing time limit within which such work shall be completed. Any time over run will render either extension of probation or termination as dissatisfactory performance, not uptothe mark.

4. Review timely performance individually and implement incentives those who perform in time.

5. Form up teams /group together for specific work and allocate work with time schedule. Encourage competitive spirit among the groups. Implement credit rating for successful performers entitling incentives, increments, promotion.

6. Keep your communication mechanism clear and effective.

Above all review whether or not to continue the 5 days week system, revert to 6 days week work with suitable adjustment in working hours.


9th November 2011 From India, Bangalore
Dear Sonal,
As per above discussion I felt that ur major concerned is the work has been done or completed with in stipulated period...
then just give one assignment to individual employee or u can assign project to any your Team of employee and you can ask them to finish with in the stipulated period only then you can allot employee leave and other HR benefit.
However your employee feel spirit to finish assigned quality work in given time.
Your feedback would appreciated.
Anant Karad
9th November 2011 From India, Pune
Almost all friends here use one word wrongly - LEAVES.... hahaha... There is no plural for the word Leave... Plural of leaf is leaves ! But here in HR jargaon, Leave is the act of leaving or absence. One can, at best, say "No. of days of leave" but not leaves ! Then we will have to assume that the leaves are on the trees and not in offices !
Kindly correct.
Best wishes.
10th November 2011 From India
Dear Sir,
To control the heavy absenteeism we can introduced some monetory benefits as follows:
Assume If salary Rs.10000/ PM,
Basic, DA, HRA and others may be Rs. 7500/PM
Attendance Incentive may be Rs.2500/PM
Attendance Incentive policy may be as follows:
If present full day Rs. 2500/ PM as attendance incentive.
If one day leave/absent Rs. 2000/ PM
If two days leave/absent Rs. 1000/PM
If more than two day Rs.0/PM
This is one of the option only.
Best Regards,
10th November 2011 From India, Coimbatore
Hi, Why to keep attendance incentive a component in the salary breakup. It should be give over and above the CTC. Make attendance bonus a motivation for the employee.
10th November 2011 From India, Vadodara
give dead line for every task entrusted to them and allot work and responsibility where employee to employee will be boss for their performance late coming and absentism.
10th November 2011 From United Arab Emirates, Dubai
With just 20 employees, we are looking for better discipline. Just having rules will not suffice. Theoretically, you may be able to achieve discipline for some time. But, good quality human resources will not sustain and find better openings. The low quality ones will build up their strengths over it and arm twist the management over it. Best way is to work on the basis of individual targets and timelines duly committed on paper. Availing leaves is within the rules and directly nobody can prevent it. But, proper pre-planning can be encouraged. Moreover, during festivals everybody prefers to enjoy with family. So target planning must be compiled with a clear view and understanding. In case, we have people availing leave en-masse on the same day, the trouble is much more than you feel it now.
10th November 2011 From India, Jamnagar
Hello Sonal, Is is manufacturing industry or shop & establishment (factory or office)? You can control this. Kinldy inform.
10th November 2011 From India, Mumbai
Annual Leave planner if made mandatory for staff, can be beneficial as leaves can be granted so that work schedule is not hampered.
For this again, the leavepolicy have to be properly laid down demarcating them into types like sick leaves, casual leave,priviledge leave etc..Again the above idea of carrot policy with attendance bonus can be used.The stick in terms of disciplininary actions for absentiesm can also be applied. Prior to all this, a small survey can be done to enquire the causes of absentiesm. The controllable reasons can be effectively dealt with.
10th November 2011 From India, Pune
Dear friend I suggest you take action for unwanted leave for the employee . If any person how got leave should be inform to HR department for two days before other wise it should take fine
10th November 2011 From India
Dear Sonal,
Please read leave policy so that you can understand regarding this problem. First up all you need understand why the people taking leaves. i have one friend he is working in call center as CRO. he is working 13 hours per day, he only think about the work. he will start his journey, when work is completed. its reflected his not you think about employee attitude? divide the employee into the three categories as per their attitude give a counseling to them though they do not change give a some period for saying tata to them. Check your recruitment pattern. make some questions regarding employee attitude and if they are not good in attitude do not recruit them foravoing this problems.
Best Regards
10th November 2011 From India, Hyderabad
Hi, As I think, S. Bhaskar suggestion is best to resolve the problem of Sonal. Thank you Bhaskar for your most effective suggestion. Best Regards: vikas ranjan
10th November 2011 From India, Bangalore
u said that Your company's Staff strength is 20 members and your company work mainly depend up on them only. but main problem is absenteeism. i have some suggestion for you may be it will use for you. consider some points.
1) mainly employee absenteeism take place when they have personal problems, politics within the organization, heavy work load in office, or employee will expect some extra benefits (pay related) .
my suggestion is first u should know reasons behind that problem and also u have another option interact with every one because your organization strength is very less. you can interact with them easily try to convince them and also try to understand other side also.
the easy way to solve any problem in organization is interacting with relating persons. it is the batter option what we have because they are educated s.
10th November 2011 From India, Bangalore
Dear Sonal,
1.The point which is told by Mr.Bhaskar is right apart from that you can do some more exercise which will help you and your organization.
you call a meeting with employees and tell them that the organization is already provided 5 days working environment for the benefit of employees but now the Absentism is growing in organization and work is pending day by day so if you will not change your behaviour ,Management may decide to change there 5 days policy and start 6 days working.
2.your MD should connect your employees with Organization Goals and make employees clear that how you all will grow if organization will grow along with you all.
3.You need to start employee engagement programme in which you start to provide a small gift to those employee whose presence is 100% in last month.
I think if you work on above said point it might solve your problem for maximum extent.
10th November 2011 From India, Delhi
Dear Sonal,
What i see is that ... your co. is trying very hard to retain employees.. altho' a small staff strength of 20 empolyees... the Co. wants to keep in pace with other cos ... biggers thatn yours... so that ... that atleast wouldnt be a reason for your employees to quit the co.
But of course, productivity is affected... Jobs arent met on specific timelines...
Just a suggestion... It worked for me...
Your employees arent bothered if their pay is cut due to absentism... but they surely would mind some extra money... wont they..?
Reward the employee who doesnt take a single day off the whole month... No one minds a lil more money...
It wouldnt matter to a few... but would matter to most... and seeing the others taking home extra money... the ones to whom it didnt matter.. would also start valuing every single day...
10th November 2011 From India, Mumbai
Dear Sonal
Firstly we need to know that the employees are going on PLANNED LEAVE or UNPLANNED LEAVE. If they are going on unplanned leave then it is clear that it was disturbing the work flow. Make an policy which clearly states that if any employee want to go on a leave he should plan it and let the management know about it well in advance so that you guys can plan the work to completed by then.
We are following the same thing in our company and its been very beneficiary
Dheeraj pariekh
11th November 2011 From India, Pune
Dear Sonal,
Please make a leave policy which says that "all vacations and sick leaves needs will be accrued in an monthly basis", which means that if you decided to give your employees 12 days of Vacation Leave in a year, every month that they work, they would accrue 1 day of VL. Same rule will apply for SLs. Also mention as a part of the leave policy that all vacation leaves needs to be applied atleast 3 weeks in advance and needs to be pre-approved by their respective manager.
If the number of days that an employee is absent from office exceeds that number of leaves (VL + SL) available to him in a particular month, the rest of the days would be treated as "Unpaid leave of absence". Once you start docking their pay for unscheduled leaves, you will see that the number of unscheduled leave of absence will reduce significantly.
Good Luck
Arnabi Ghosh
11th November 2011 From India, Calcutta
Thank you so much for all your suggestions and advice i have tried everything here but the employees are not interested in anything they are just interested in getting the salaries and doing the work, well they take approvals from their HOD's and then they go for leaves , i hope this will not be the case from January, mine is a media company, of course i am reading shaswata..
14th November 2011 From India, Mumbai
Dear Sonal,
You can't do anything unless the top management agrees with the action.
You have to recruit people as a back-up. Give training. Meantime you create new company policy, which you can include leave also. It should state the leave entitilement per month. Jan - 2 leaves
Feb - 2 leaves etc. etc.
If any employee take more, give warning. If gross misconduct, sack at least one employee. See the result, others will be in line.
If employees are not working regularly, what is the use of that employees in your organisation. Tell good bye to them one by one. At least, others will be in line.
No need for going more & more policies, procedures etc. etc. as you don't have much employees.
14th November 2011 From India, Mumbai
could any one authentically tell me the 48 hours of working in a week includes rest hour 30 mts . If any one works 8.30 hrs per day with rest hours 30 mts, can he have 6 days of working which will be 51 hours including rest horus.
14th November 2011 From India, Madras
Dear Narashimhan
The working hours in a week is 48 hours and the rest hour/lunch/tea breaks will not be taken in to account for calculating the working hours. Always working hours means it will have lunch hour or tea break even in office or in factory. Hence it may be 20 minutes of 3 times or 30 minutes of 2 times or 1 hour lunch break. Hence working hours 09:00 am to 06:00 pm (Lunch Break from 1:00 to 2:00 pm) is also accepted.
14th November 2011 From India, Kumbakonam
Hello Narashimhan,
Working only 8 hours. you can have 1 hour lunch, half an hour tea break and additional half an hour another break. But spread over not moare than 10 hours.
you can have 6 days of working i.e. 6 x 8 hours = 48 hours. lunch breaks you can give extra.
14th November 2011 From India, Mumbai
Hi Sonal U ask them to work atleast 9 hours per day or 45 hours in a week as a work hours & mentioned all this in offer letter. thanks & regards, pankaj bhalerao
14th November 2011 From India, New Delhi
Dear friends,
Pl.refer the attachment. I'm sorry I don't have the updated Bare Act on the subject. However if any of you have pl.share. This is only a cursory look of the relevant prov. We will better get updated on the subject in due course.
14th November 2011 From India, Bangalore

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Dear all

I think Sonal got a lot of suggestions to handle their employees.

Management as every body knows is to manage the people, one of the function ... like retaining them and as a last resort firing them and others as laid down by the management Gurus.

Sonal has to hold a communication meeting telling the importance of the job they are doing,appreciating their work and how the absence would cause damage to their fame, which is not good to their career.

Every month take the statistics of the presence and award the highly present people with a litle monetary award be it 100/- or 500/-or as you feel the good in a communication meeting.

Call the person who is least present seperatly into your cabin and give him a warning, continue this for 2 months,third month issue a letter. If he has not come into the line, show him the gate.(Note:If the person is taking more number of leaves than given to him, then only you have to resort to this method.) Mean while make arrangements for the new person as per ur policy. this is to tell others that comapny is capalbe of taking any actin aganist indicipline.

please involve your management in all the process mentioned above.

Leave policy, working protocol are all in the posts given here you can pick from them.

Only one comment on the statement made by our colleague Mr Kumar ss "Availing Leave is not a Right"

This should not be the attitude of the management. If so why Management/Factory laws is providing Leaves particularly to Employees.

15th November 2011 From India, Madras

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