How To Control Late Coming & Unplanned Leaves - CiteHR
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Dear Mr. John

Greetings of the day.

In line with Mr. Dinesh and Mr. Saswata Banerjee, I am also in the same view, that in India, we have all the acts and rules, which needs to be followed and Majority of the companies are meticulously following.

Here in Cite HR we are only guiding those needy HR Professionals / HR Students, those having any practical difficulties in following the certain procedures. It is not that they are not following the Rules & regulations in their organisation. They are facing some difficulties in some areas, for which they seek guidance from this site and afterwards they rectify the same.

Hope in Australia if someone avails sick leave need not to submit any medical proof for admission/discharge or any medical proof. That means all are perfect and not intending to cheat their employer.

In reality, the mindset of the employees are entirely different and always think to take maximum benefits from the employer. I have come across so many workers in some factories, who are availing maximum sick leave by influencing the State Insurance employees. Due to such act, the employers are curtailing the benefits of their employees.

We, the Indians can say proudly that we are having the facility of social security to all the employees in private and public sector as well as the Government sectors, to take care of the health and pension for their livelihood during the post retirement life.

Dear Pooja,

Dinesh & Bhaskar has already contributed so much on this topic, that it covers many of your concerns.

What I would like to add here, is to suggest to look at the issue from a little different angle. Employees taking excess holidays is not the issue, but the symptom. When you remove the root cause, the symptoms would go away.

The root cause you would need to work on, will be setting up 'acceptable' HR policies in this regards. It seems current practices are not very acceptable to employees & they are denying them through "Asahakar" (Non-compliance). Hence, there will have to be ‘visible’ changes in the policies (some good & some bad in perspective).

Give some perks like: Sick leaves, Casual leaves (Optional!), annual leaves increased to 15, etc. (Sorry, but since I left primary school, ‘attendance bonus’ has never 'attracted' me anymore. Hence it is not in the list!)

Give some restrictions like: Reduce the late arrival time allowance to half, Introduce individual performance monitoring processes, & indicate indirectly that unplanned/excess leaves would affect performance index. (Introduce performance awards. They are more value to employees than just monitory benefit. They will surely try more to get this award!)

...In short, don't give them milk if they don't value it; give them the cream, even in small quantity... :-)

Employees are people & they will set their preferences according to their way of thinking. They will take leaves when they think it is priority. You will need to 'train' them to think in order to align their priorities in line with company priorities. (This is what is done by organizations providing essential services, like public transport & hospitals. Nobody likes to work on holidays, but these organizations provide 'alternatives' which are accepted 'knowingly' by the employees.)

Giving performance awards can be one alternative motivator, even not directly linked to attendance policy. You can surely think of more such alternatives...

Surely, this will need amendments in the current practices. You would need to take care to:

1. Convince the owner that even though the policies look different, they are for betterment of productivity in long run.

2. Convince the employees that new policies are some restrictions, as well as some benefits; & Going forward, they would get better professional choices with these policies.

Any way you choose, you will face some resistance in initial phase, but in long term, people will learn to accept & adapt....

Best of luck!

Amod Bobade.

Hi Pooja,
I can understand, how difficult it gets to manage the Office when the employees behave in that regards. The simple solution is that you need to Streamline your HR process. I am with sumHR and we provide HRMS solutions starting at Rs. 80 per employee/month.
We could schedule a free Web Demo with you guys and showcase the features and functionalities of our product and how it will make a difference to your lives. Below is my number, do drop me a message to connect.
Regards,
Abbas Jafri
Business Development Team
sumHR
+91-9222211768

Hi Pooja, I do Understand the situtaion its very easy to overcome this situation as your employee strength is low you can have a clear one on one session with employees and make sure what is the reason? unless and otherwise if there is no good rapo with the employees you can never control this. And also make sure how far is the distance for them to reach the office.
Any help further just contact me
+91 9894426841

Dear Pooja,
You can have attendance machines which have late coming and early going policies which after a limit deducts available leave of the employee. Further attendance software also have leave module.
You can reach out to Safquid 9266663318 for one of such software and demo of the same.
Regards,
Sanket

Hi Pooja, Probably you may think of pasting some appreciation circulars for Punctual employees and counsel regular late comers and analyze the reason for their late.
Coming on time for work is a duty to be faithfully observed.
I do not think one should be congratulated or specially appreciated for coming on time.
However latecomers should be counselled and if no improvement seen warned.
A cultural change should be brought about by top management coming on time or slightly early and setting examples.
Having a proper leave policy in accordance with standard industry practice and local laws is mandatory.
Communicate,update all policies to staff and try to enforce when counselling fails.There will be a minority of employees who fail to fall in line with timings.who can be corrected.

Dear Mr Nathrao,

You have written that "Coming on time for work is a duty to be faithfully observed. I do not think one should be congratulated or specially appreciated for coming on time."

You are correct 100% Sir. Alas, this golden rule is observed by the employees. No, it does not happen. Gone are those days when employees had great commitment towards their job. Now a days many employees behave as if they were doing favour on their employers. If you question them, they just start quitting.

Once I had been to Nagpur for my training. Admin Head was ex-Col. He lamented that what discipline he had in army, not even ten per cent of it existed in his organisation. If he started inculcating the sense of discipline, people started quitting. Finally he mellowed down and reconciled.

Nevertheless, the entire blame cannot be laid at the doorstep of the employees. Employers do not make conscious efforts to develop culture of discipline right from day one. They mistake discipline as punctuality only. Nevertheless, organisational discipline is far more than that. Two essential ingredients of discipline are orderliness and timeliness. These should be driven to the DNA of the organisation. But then no HR can do this. It is the job of the leadership at the top.

Thanks,

Dinesh Divekar

Coming on time for work is a duty to be faithfully observed.

I do not think one should be congratulated or specially appreciated for coming on time.

However latecomers should be counselled and if no improvement seen warned.

A cultural change should be brought about by top management coming on time or slightly early and setting examples.

Having a proper leave policy in accordance with standard industry practice and local laws is mandatory.

Communicate,update all policies to staff and try to enforce when counselling fails.There will be a minority of employees who fail to fall in line with timings.who can be corrected.

Mr Dinesh,
I am fully with you on this.
The top brass have to inculcate organisation culture and nourish towards making a productive and ethical setup.
If top brass come on time,employees will follow suit to great extent.
No one expects or wants Army discipline in a civil organisation,but at the same time,it cannot run when people cme and go as they feel like.
Punctuality alone is not discipline.
Discipline is a total way of life.

Dear Seniors,

Thank you all for guiding me over this situation.

As a discipline measure, I have already started with the biometric system to regulate the attendance and also counselled the late comers and as a result some of them have started coming on time. But as Mr Dinesh has pointed out rightly that discipline is not only about punctuality it should be in the DNA of an organization. Now the situation is, the director has already counselled the employees over performance and discipline. He doesn't have time to get into all this and that is the reason he has appointed an HR(me) whom he wants to counsel the employees, change their attitude towards work in terms of commitment and issue PIP (or sack) if they are not performing well. As a prerequisite I had proposed a leave policy as per S & E act (as we are only providing 12 PL per annum) but the management is not ready to approve it until and unless the employees don't change their attitude or perform well. The problem is as I am not the reporting manager of anyone so can I question their performance or sack them? Or the management should hire a senior person who would keep an eye on their performance and motivate them. Because as an HR I can streamline the process, introduce new policies and maintain the office decorum but would not be able to monitor an individual's performance.

Please suggest.

Regards,

Pooja


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