Dinesh Divekar
Business Mentor, Consultant And Trainer
Career Management, Talent & Capability
Hr Admin Asst
Theerapong TH
Regional Hr
+3 Others

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Dear Seniors
One of our lady employee is going on private work on the name of duty. One day when we tried to call out that employee one of her family member told already she left from home and she might be on duty, bt on that day she was absent.
So pls suggest me what kind of action we can take againist that employee ?
Satya Narayan

From India, Nagari
Hello Satya,
Let me try to give you some.
I thinking that you should first check if the duty of your staff was her private work and not relate to the job at the company.
From your explanation - one of her family told "she might be on duty", implies that he/she still not sure what your staff was doing at that time.
Things required for this matter you should be sure your staff behaved against the company policy.
So, any further action could consequently follow.

From Thailand, Bangkok
Dear Satya,
I go with Theerapong; you must make sure that her on duty was authorised by her superior. Then whether she has completed the task assigned to her. If both or either is not fulfilled, then you can proceed to take disciplinary action, but not suspension. This case is not severe enough to warrant suspension. Moreover if you suspend you must pay 50% of wages to start with and go upto 75% and then full wages if the domestic inquiry is not completed within 180 days.
Jayakumar D P

From India, Pune
Dear Satya,
This is in addition to what previous two members have said. Have you spoken to that employee? What is her reply? Did you inform to her manager about your call to her home? What kind of work her manager had assigned to her? Has her manager cross verify whether it was done? Does she have proof of work?
By the way, why you felt need to call on her residential number? Why you did not call on her mobile?
If she was absent then did she fill leave application before her departure? If not, then you make LOP for this day.
Some personal work is inevitable. However, absence for the whole day and that too without authorisation is not understandable or acceptable.
Dinesh V Divekar

From India, Bangalore
Many Many thanks for ur suggestions,
As u ask already i had confirmed with her dept head that she has no out door work. We got a proof which proves that she is going to some private places with his friends on the name of duty. Thats why we called her residence number.
Another thing right now she is on probation period.
Now what's ur view on this matter ?

From India, Nagari
Dear Satya,
What you have pointed out is not very un-common in industries. Here are some of my suggestions :-
1. Since the lady worker is a probationer, you may notify her about her approach towards the work which may lead to extension of her probation period.
2. You may issue a letter asking her to explain the reason for her absconding from work place without authorized permission. A Warning letter can also be issued.
3. You may mark her "OUT" from the point of time she is found to be absconding from work place without sufficient and reasonable cause / permission.
4, If the above things do not give positive result, you may request/propose to Competent Disciplinary Authority to set up an inquiry and deal with the case as per Standing Orders/Certified Standing Orders applicable in the establishment for that category of employees.
But please be careful that your action is not a biased one.
Best wishes,
AK Jain,
HR Personnel

From India, Jabalpur
Dear Satya,
Ideally, even when an employee have outdoor work pertaining to his / her functional area at least his/her supervisor or manager knows. One need to specify purpose and timing of outdoor work while leaving the offices. Some organisations follow the protocal to write mail for going out for work and later report needs to be submitted to reporting manager regarding the work for which employee went.
So instead of going for half backed information, get some system in place for outdoor duties. This will be helpful in future too because such permanent issues can be better dealt with a formal procedure / policy in place.
In this particular case also, a memo can be issued to employee asking her to state the purpose and outcome of her outdoor work on that day.
Hope this helps.
Anil Richhariya
GMR Group

From India, Gurgaon
Many Many Thanks for ur valuable suggestions
After disscussing with my HR Manager he simply told to issue a warn letter and to extand probation period for 2 months.
As per my managers decission, In future she has to follow the company rules and regulations otherwise she will be dismissed without any prior notice.
I m so happy for this web site from which I have to learn so many things.

From India, Nagari
Well, first you need to check with your employee regarding this and in case the reason is not satisfactory behind his absence from the job or doing personal/private work as mentioning it on duty initially you can warn her and if it happens again then sure you should take strict action or suspend her.
From India, Lucknow
Interesting case and some really good advice. I'm glad that things are now kind of normal and have been worked out but i think i need to address an important issue that was being addressed in this discussion.

The issue was "what is the level of tolerance that any organization - big or small, should exhibit towards their employee - probation or permanent, when it comes to gross misuse / abuse of the system or indiscipline".

Has extension of the probation period actually solved the core issue or has it just allowed the fire to cool down and given everyone some breathing time before a similar fire starts again. Ideally, the employee should have been asked to leave immediately. Since you had all the proof and relevant information, asking her / him to leave would have been valid.

Why am i proposing just drastic action? Because sometimes you need to set an example for the message to go across the organization. Sometimes you need to be a "bad guy" to ensure "good" for your organization. Tolerance is good... at the right place and right person.

A person on probation is just starting their relationship with you. Everyone tries to create their niche in their organization at this time. If a person is doing anything that is not in anyway helping them build their relationship within the organization, believe me 99% of the time the person is not staying there for long. They are just there for the ride! Do they deserve the tolerance... Definitely not!

Of course this would have been different for a person with more history in the organization. But then that's my way of looking at it...;-)



From India, Delhi
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