Hi,
Our company is a software development company, and we pride ourselves on maintaining a very friendly environment in our office. However, we have noticed that some individuals are taking advantage of this friendly atmosphere. Many employees consistently arrive late to the office and take extended lunch and coffee breaks. As the Director of HR, I am considering issuing a Memo to all staff addressing the importance of discipline, adhering to lunch break durations, and maintaining office timings. I aim to communicate these expectations effectively without coming across as overly harsh.
Please provide suggestions on how to effectively convey these messages to our staff.
Thank you.
From India, Bhubaneswar
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2Our company is a software development company, and we pride ourselves on maintaining a very friendly environment in our office. However, we have noticed that some individuals are taking advantage of this friendly atmosphere. Many employees consistently arrive late to the office and take extended lunch and coffee breaks. As the Director of HR, I am considering issuing a Memo to all staff addressing the importance of discipline, adhering to lunch break durations, and maintaining office timings. I aim to communicate these expectations effectively without coming across as overly harsh.
Please provide suggestions on how to effectively convey these messages to our staff.
Thank you.
From India, Bhubaneswar
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Dear Manisha,
Please understand that having a friendly environment in the office is good for cordial relationships. However, there may be a few employees who are intentionally being overly friendly with others to waste time, leading to extended breaks and taking advantage of relationships. Please identify such individuals and counsel them, keeping the management in the loop.
Issuing a memo to all staff may not effectively address the situation. Instead, consider having lunch or tea with the employees in question. Once the break time is over, gently disperse the group. As the HR Director, this approach may be more impactful.
Establish a policy and ensure compliance with punctuality for arriving at the office on time. Those who violate this rule should be penalized by deductions in leave or salary, or by asking them to offer a gesture, such as sharing chocolates with their colleagues.
Nitu Parmar
From India, Surat
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Please understand that having a friendly environment in the office is good for cordial relationships. However, there may be a few employees who are intentionally being overly friendly with others to waste time, leading to extended breaks and taking advantage of relationships. Please identify such individuals and counsel them, keeping the management in the loop.
Issuing a memo to all staff may not effectively address the situation. Instead, consider having lunch or tea with the employees in question. Once the break time is over, gently disperse the group. As the HR Director, this approach may be more impactful.
Establish a policy and ensure compliance with punctuality for arriving at the office on time. Those who violate this rule should be penalized by deductions in leave or salary, or by asking them to offer a gesture, such as sharing chocolates with their colleagues.
Nitu Parmar
From India, Surat
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Dear Manisha,
Nitu has given you some good suggestions. Hence, I will ask some questions as my wont. How large is your organisation? Have you got a clearly stated Timekeeeping policy? When people do not have enough work or are lose interest, they behave in the way you have depicted. Please see timekeeping policy - employers-advice.co.uk
May be it is better to introduce Timekeeping Bonus as some have found it to be useful at Timekeeping Policies « Call Centre Helper Forum
Both links found at Google
From United Kingdom
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Nitu has given you some good suggestions. Hence, I will ask some questions as my wont. How large is your organisation? Have you got a clearly stated Timekeeeping policy? When people do not have enough work or are lose interest, they behave in the way you have depicted. Please see timekeeping policy - employers-advice.co.uk
May be it is better to introduce Timekeeping Bonus as some have found it to be useful at Timekeeping Policies « Call Centre Helper Forum
Both links found at Google
From United Kingdom
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Dear Manisha,
I recommend you conduct a workload analysis. The effect of a "Memo" is temporary, and things often revert to the initial state.
It seems that the team is not adequately handling their workload. The managers are even skipping their lunches due to the heavy workload. I, too, had to skip my lunch a couple of times during my HR days.
Thanks,
Dinesh V Divekar
From India, Bangalore
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I recommend you conduct a workload analysis. The effect of a "Memo" is temporary, and things often revert to the initial state.
It seems that the team is not adequately handling their workload. The managers are even skipping their lunches due to the heavy workload. I, too, had to skip my lunch a couple of times during my HR days.
Thanks,
Dinesh V Divekar
From India, Bangalore
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Dear Madam,
We have also been in this situation. First of all, we posted a notice about adhering to lunch timings from 1:00 pm to 2:00 pm for half an hour. Secondly, we suggested to the canteen manager to close the counter at 1:50 pm.
Regards,
Sunil
From India, Pune
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We have also been in this situation. First of all, we posted a notice about adhering to lunch timings from 1:00 pm to 2:00 pm for half an hour. Secondly, we suggested to the canteen manager to close the counter at 1:50 pm.
Regards,
Sunil
From India, Pune
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Hi all,
Even our Voxvalley is also in the same situation. We are motivating them in a friendly way instead of sending memos or warnings. Let us see how it goes. Thanks for your inputs; we will try to implement.
From India, Hyderabad
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Even our Voxvalley is also in the same situation. We are motivating them in a friendly way instead of sending memos or warnings. Let us see how it goes. Thanks for your inputs; we will try to implement.
From India, Hyderabad
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Dear all,
You have given the opportunity to them, but they are misusing that. We have to be strict. At that time, if we can give them some freedom, that is valuable to them. Anyway, management is management, and we need to prioritize the company's needs. Be strict and allow some time for enjoyment. If you are lenient now, they may see you as enemies. Take care.
From India, Warangal
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You have given the opportunity to them, but they are misusing that. We have to be strict. At that time, if we can give them some freedom, that is valuable to them. Anyway, management is management, and we need to prioritize the company's needs. Be strict and allow some time for enjoyment. If you are lenient now, they may see you as enemies. Take care.
From India, Warangal
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Subject: How to Manage a Team
Hello all,
One of my friends is working in a Medical Device company as a QA/QC manager. He is experiencing a conflict with a colleague. His boss seems to be favoring the colleague and has taken action against my friend. Consequently, my friend is now feeling dissatisfied with his boss, especially since they have a familial relationship.
My friend describes his boss as a very good person, but he believes that his colleague is misrepresenting him to the boss. In this situation, what steps should my friend take? What role should the boss play in this case? I would appreciate your insights on this matter.
Attribution: [CiteHR Human Resource Management Community Knowledgebase - View Profile: Tejal Patel](https://www.citehr.com/member.php?u=430565#ixzz1uXPpQZJ8)
From India, Surat
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Hello all,
One of my friends is working in a Medical Device company as a QA/QC manager. He is experiencing a conflict with a colleague. His boss seems to be favoring the colleague and has taken action against my friend. Consequently, my friend is now feeling dissatisfied with his boss, especially since they have a familial relationship.
My friend describes his boss as a very good person, but he believes that his colleague is misrepresenting him to the boss. In this situation, what steps should my friend take? What role should the boss play in this case? I would appreciate your insights on this matter.
Attribution: [CiteHR Human Resource Management Community Knowledgebase - View Profile: Tejal Patel](https://www.citehr.com/member.php?u=430565#ixzz1uXPpQZJ8)
From India, Surat
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Please clarify what you mean by "Now he is somewhat unhappy with the boss also as he has a family term with his boss."
Since when has your friend been working for the firm, and when did the colleague join the firm? Your post is not very clear, making it challenging to assess the situation.
From United Kingdom
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Since when has your friend been working for the firm, and when did the colleague join the firm? Your post is not very clear, making it challenging to assess the situation.
From United Kingdom
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Dear Manisha,
A friendly environment, etc., is a cool and good way to move forward in the future, but it should not be at the cost of discipline. A disciplined employee can lead the company on the path to success.
I have observed such situations in my company where some employees come on time for their shifts, while others, whom we call latecomers, only destroy morale and sincerity towards the company's HR policies.
We should maintain a friendly environment and initiate activities like movies, picnics, etc., to uphold the company's atmosphere.
I would suggest that you speak with them and, if necessary, issue warning letters in the interest of other employees. When you talk to them, they may reply with excuses like traffic, client calls, or late-night work. If you ask them to leave early, they may come on time for a few days, then revert to their late-coming habits. Discipline is something that individuals learn from family, schools, and friends, and carry with them throughout their lives.
You may need to address this situation more seriously for the sake of other employees.
Thanks,
Ranjeet
From India, New Delhi
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A friendly environment, etc., is a cool and good way to move forward in the future, but it should not be at the cost of discipline. A disciplined employee can lead the company on the path to success.
I have observed such situations in my company where some employees come on time for their shifts, while others, whom we call latecomers, only destroy morale and sincerity towards the company's HR policies.
We should maintain a friendly environment and initiate activities like movies, picnics, etc., to uphold the company's atmosphere.
I would suggest that you speak with them and, if necessary, issue warning letters in the interest of other employees. When you talk to them, they may reply with excuses like traffic, client calls, or late-night work. If you ask them to leave early, they may come on time for a few days, then revert to their late-coming habits. Discipline is something that individuals learn from family, schools, and friends, and carry with them throughout their lives.
You may need to address this situation more seriously for the sake of other employees.
Thanks,
Ranjeet
From India, New Delhi
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Dear Sir,
Suggestions to make employees come to their seats on time after lunch or tea break:
1. Supply tea/coffee to their tables to encourage them to remain at their seats.
2. Display lunch break timings prominently in the canteen, office corners, etc.
3. Display boards saying "Thank you for coming to your seat on time after having lunch," "Please remember tea break is for relaxing and not for passing time," etc.
4. Make announcements over the PA system in the canteen like, "Please resume your job promptly after lunch. Thank you for your cooperation."
5. Emphasize the importance of punctuality in general meetings.
6. If there is no significant improvement after implementing the above steps, consider other mild disciplinary measures before escalating to more severe actions. While aiming for improved punctuality, keep in mind that achieving 100% punctuality may not be feasible in any organization. Explore alternative methods to keep employees engaged.
Thank you.
Chandrasekaran R
From India, Madurai
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Suggestions to make employees come to their seats on time after lunch or tea break:
1. Supply tea/coffee to their tables to encourage them to remain at their seats.
2. Display lunch break timings prominently in the canteen, office corners, etc.
3. Display boards saying "Thank you for coming to your seat on time after having lunch," "Please remember tea break is for relaxing and not for passing time," etc.
4. Make announcements over the PA system in the canteen like, "Please resume your job promptly after lunch. Thank you for your cooperation."
5. Emphasize the importance of punctuality in general meetings.
6. If there is no significant improvement after implementing the above steps, consider other mild disciplinary measures before escalating to more severe actions. While aiming for improved punctuality, keep in mind that achieving 100% punctuality may not be feasible in any organization. Explore alternative methods to keep employees engaged.
Thank you.
Chandrasekaran R
From India, Madurai
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Hi,
I am an HR manager in an advertising company with 15 staff members. I want to know the format of a requisition form for small office requirements such as electrician work, internet problems, stationery, etc. Please help.
Mubeena
HR Manager
From India, Hyderabad
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I am an HR manager in an advertising company with 15 staff members. I want to know the format of a requisition form for small office requirements such as electrician work, internet problems, stationery, etc. Please help.
Mubeena
HR Manager
From India, Hyderabad
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Hi Manisha,
First of all, you can conduct a work assessment to determine whether the employees have enough workload as required by their positions. If not, you can reallocate them, provide additional assignments, or fill existing vacancies with surplus staff to avoid further recruitment.
Additionally, you can ensure that all department staff are familiar with the timekeeping policy. Educate them on the policies during the induction process so that they are aware of what is expected. If necessary, distribute a summary of the policies to each department and ensure strict adherence.
Regards,
Devi
From India, Thiruvananthapuram
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First of all, you can conduct a work assessment to determine whether the employees have enough workload as required by their positions. If not, you can reallocate them, provide additional assignments, or fill existing vacancies with surplus staff to avoid further recruitment.
Additionally, you can ensure that all department staff are familiar with the timekeeping policy. Educate them on the policies during the induction process so that they are aware of what is expected. If necessary, distribute a summary of the policies to each department and ensure strict adherence.
Regards,
Devi
From India, Thiruvananthapuram
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Training can be given to all of them. The presentation can include topics such as time management, office etiquette, etc. Office and lunch timings may be specified in the presentation. Tell them to strictly adhere to the timings. The canteen counter can be closed after a specific time.
From India, Mumbai
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From India, Mumbai
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Hello Everybody,
Thank you for such good suggestions. Even I am an HR intern, and my problem is that everybody in my company is very senior (work experience-wise) and as it is a startup company. I handle all HR-related activities right from policy formulation, PF, ESI, etc., but it is difficult for me to be strict with the employees as I feel I am an intern and junior to them. I don't want any grudges against me. What do I do in order to be more confident, and how do I communicate my message to them effectively to come on time and spend fewer bootless hours at work?
Regards,
Sayalee Patil
From India, Pune
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Thank you for such good suggestions. Even I am an HR intern, and my problem is that everybody in my company is very senior (work experience-wise) and as it is a startup company. I handle all HR-related activities right from policy formulation, PF, ESI, etc., but it is difficult for me to be strict with the employees as I feel I am an intern and junior to them. I don't want any grudges against me. What do I do in order to be more confident, and how do I communicate my message to them effectively to come on time and spend fewer bootless hours at work?
Regards,
Sayalee Patil
From India, Pune
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Manisha,
At HCL, we used to have RFID cards. We used to get 1-hour breaks in a workday and were free to take it anytime. Normally, people used to take 3 breaks (meal + 2 tea breaks). For smokers, one could go in for additional 1-2 breaks. People used to stick to the limit of 1 hour.
Some companies have smoke rooms/cafeterias internally. If one doesn't have them, this needs to be factored in while calculating time out. We monitored the usage daily/weekly.
If an employee had taken excess break time, he could compensate by working extra minutes. Monitoring break patterns/leave patterns helps us in identifying disengaged people, tasks with high stress, or bosses who need to be addressed or trends that need attention.
A simple indicator like "number of visits to a customer" can backfire on the marketing guy. He may actually be the best, but too many visits may imply ineffectiveness (when he is actually not ineffective, just lying). This will help in identifying problem areas. Here, a CRM coupled with strong KM could solve the issue.
Sometimes even a Director/HOD will leave his card to be punched by a junior. This can be curbed by using live biometric scans.
From India, Delhi
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At HCL, we used to have RFID cards. We used to get 1-hour breaks in a workday and were free to take it anytime. Normally, people used to take 3 breaks (meal + 2 tea breaks). For smokers, one could go in for additional 1-2 breaks. People used to stick to the limit of 1 hour.
Some companies have smoke rooms/cafeterias internally. If one doesn't have them, this needs to be factored in while calculating time out. We monitored the usage daily/weekly.
If an employee had taken excess break time, he could compensate by working extra minutes. Monitoring break patterns/leave patterns helps us in identifying disengaged people, tasks with high stress, or bosses who need to be addressed or trends that need attention.
A simple indicator like "number of visits to a customer" can backfire on the marketing guy. He may actually be the best, but too many visits may imply ineffectiveness (when he is actually not ineffective, just lying). This will help in identifying problem areas. Here, a CRM coupled with strong KM could solve the issue.
Sometimes even a Director/HOD will leave his card to be punched by a junior. This can be curbed by using live biometric scans.
From India, Delhi
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Office Order regarding Maternity Leave for Contractual employee as per Amendment Act 2017.pdf
Employee Relations, Discipline and Policy.doc
Office timings.xls
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(Fact Checked)-Training on time management and office etiquette is a good approach. However, be cautious about closing the canteen counter after a specific time. It may affect employees who have legitimate reasons for needing meals at later hours. (1 Acknowledge point)