Dinesh Divekar
Business Mentor, Consultant And Trainer
Fabcityhr
Hr & Ir
Raj Kumar Hansdah
Shrm, Od, Hrd, Pms
JuniorAcc
Accountant
B.chandu2010
Hr Incharge
Stephanusdm
Hr Practitioner
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hi there, could someone please help me draft a warning for doing personal things during working hours without permission. thanks Charnelle
From South Africa, Cape Town
You can draft a letter this way
Team,
Greetings.We would like to bring to your notice that some of our employees are involved in personal work during the office working hours. We would like to address this issue. People working on personal task during official hours will definitely bring down the productivity of an individual as well as the group. This will definitely affect the companies turnover too. People who indent to work on personal works during office hours bring down the morale and the value that they hold in the company. There is a great level of trust that we have for our employees and we are sure that you will not let it go away. Taking these points into consideration , we kindly request you to cooperate.
Regards,
HR Team.
After this mail, if your employees still continue then you can add your action plans.

From India, Salai
Dear Charnelle,

Who is doing personal activities during working hours? I mean what is the designation? Are you manager of that person? What is your role in the organisation? Are you from HR? Spending time in personal activities, who brought this to your notice? Did you notice or someone else? Did you do proper verification of this information? Do you have sufficient evidence?

Assuming that the employee spends the company's valuable time in personal activities, then what is the quantum of that time? Is there only one employee or there are several of them? If not spend time in personal activities then what else they could have done?

We need to know replies to so many questions. Sans this information, it is not possible to provide draft. As such I recommend you writing draft on your own and uploading it here. Some senior like me will correct it.

By the way, if employee spends time in personal activities then it goes on to show that he/she has surplus time at his/her disposal. Therefore, giving warning letter apart, you need to do workload analysis of this position. Does this position has got sufficient work? Please do not ignore this factor also.

Thanks,

Dinesh V Divekar

From India, Bangalore
Dear Kiruthika V.N,

The poster of this post has asked the "Warning Letter". The draft that you have given is somewhat ok for the office circular. In fact the language looks like as if it is some homily delivered by the towering personality of that company. Exhortation do not work in corporate environment. We need to be specific. I recommend you verifying your draft with "The 7 Cs of Business Writing" In addition to this, please check correctness of 1-2 words as well.

Hope you did not mind bringing out the anomaly in your writing.

All the best!

Dinesh V Divekar

You can draft a letter this way

Team,

Greetings.We would like to bring to your notice that some of our employees are involved in personal work during the office working hours. We would like to address this issue. People working on personal task during official hours will definitely bring down the productivity of an individual as well as the group. This will definitely affect the companies turnover too. People who indent to work on personal works during office hours bring down the morale and the value that they hold in the company. There is a great level of trust that we have for our employees and we are sure that you will not let it go away. Taking these points into consideration , we kindly request you to cooperate.

Regards,

HR Team.

After this mail, if your employees still continue then you can add your action plans.[/QUOTE]

From India, Bangalore
Hi Dinesh,
The employee's designation was an Office Admin position but she was recently off sick for 60days, when she returned we offered her a position in the Store, which she was happy to take. I am the manager of this employee, I am the Accountant and her previous position she reported to me, since the change over to the store, she was told she still needs to report to me.
We do not have an HR department - but i deal with staff issues (such as contracts, payroll etc). Our director saw the employee busy with her personal doings and so did a few other employees and it was brought under my attention. I have suffiecient evidence, Yes. we work a normal day of 8 hours the employee was busy with her doings for 3 - 4 hours of the day, while she could of doing her actual job description.
Thank you for your reply much appreciated and you have given me something to think about.

From South Africa, Cape Town
My friend you will have to first discuss the issue with the staff member concerned.
From Namibia, Windhoek
Dear Charnelle,

From what you have written, it merits feedback to you also.

Your subordinate spends some 3-4 hours of her duty in personal activities. How come you did not notice this? What Director could observe that why you could not observe? In some other company along with that junior, possibly you also would have ended up in getting warning for your poor supervision. Good to note that your Director has spared you.

Has the Director given sufficient powers to you? Is he the central authority where all the power is centralised leaving the cursory roles to all others? If there is devolution of powers then you can improve the performance of the stores. Click here to read my reply on how to do the financial audit of the stores.

Secondly, everyday morning you may call your staffs and ask them how would they like to spend their day. In the evening track their performance. Of course, what I am recommending is "close supervision". But at this stage you need to do this.

Take this incident as warning signal to you also. What I have written is completely besides the point however, it is in your interest.

All the best!

Dinesh V Divekar


From India, Bangalore
I have noted that your supervision as a manager is weak and has 100% resulted towards this.Enhance close supervision. You have trusted your employees such that they work under no supervision hence take advantage of company\'s resources (i.e.time)
Put in place performance management system to monitor and evaluate the employees\' performance.
Last but not least do some job rotation,analyse the workload and give job descriptions if there are none. If some employees have less work to do enrich their jobs by adding challenging task.Ensure everyone has enough work to do throughout the 8hours.
Put policies in place and implement them.

From Kenya, Nyeri
Dear JuniorAcc

What were the ACTIVITIES that she indulges in for 3-4 hours during the day ???

From Office Admin position she has now been shifted to Stores.

What are her job specifications ? Is it like that of a Store-Keeper ???

What kind of organization is yours? What materials does the "STORE" deals with ??

Is there enough work for her to keep her busy full time ?? Or is she utilising her spare time to keep herself busy and prevent boredom and lethargy ??

She reports to you, yet you are not able to see/observe whether she is busy with official or personal work. However, a DIRECTOR, who must be having lots and lots of responsibilities as compared to you, is able to notice her activities !!!

Can we rule out any chance of any attempt of her being victimized, discriminated or harassed for reasons best known to your Director ??

How come thee matter has been escalated so much so early, so as to warrant issue of warning letters; without any counselling or verbal warning.

Please don't feel offended by these queries, which are meant to solicit more information and examine every angle.

Its a pity that your organization lacks an HR deptt. or a good HR officer; who could have gone into these HR related issues.

Warm regards.

From India, Delhi
Hi,
Issue a warning letter as under:
Dear Mr./Mrs.
It is noticed by the Management that you are spening 3-4 hours on daily basis for your personal work. This is a designated misconduct under Company Rules (quote rellevant rule here).
You are hereby warned seriously to desist from such acts of indiscipline failing which action will be taken including terminating from the rolls of the company.
Thanks
Haragopal
GM-HR
SSPL

From India, Hyderabad

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