Notice For Observance Of Time - CiteHR
Dinesh Divekar
Business Mentor, Consultant And Trainer
Abhay_011
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Naga.subramanian
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Sameenasyed
Hr Manager

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I have recently joined HRD of this company as HR officer. previously i was working in a different team of the same company. so, i want to be an effective and efficient HR person on the team, need advice. Also, we have a biostation set for attendance management of employees. and employees are required to mark their short periods off the work premises but they seldom do so. Our work environment is somewhat formal. So I Want To Issue A Memo To All Staff Regarding Discipline, Lunch Break And Office Timings But Without Being Too Harsh. Please help.
Sameena

Dear Sameena,

You have written that employees are required to mark their short periods off the work premises but they seldom do so. I have few questions related to this.

How many times employees go out of premises? For what reasons? If they go out then with whose permission do they go? Is HOD of the junior employee supposed to authorise this short absence by signing the "Out Pass" and then junior employee deposits in security desk and the employee is allowed to go out?

In certain companies only GM and above are authorised to go out without Out Pass. Managers need to take authorisation from GM/VP/Director as the case may be.

If you have procedure of "Out Pass" in progress then why security supervisor does not inform who went out of office without Out Pass? Before issuing memo, it is important to check whether foolproof procedure in place. Otherwise it could create more confusion than orderliness.

Thanks,

Dinesh Divekar


thank you Dinesh Divekar for the prompt response. as for your query, our employees are not required to / usually dont leave office for official matters. however, they go out during break hour for lunch, namaz etc. But often they consume more than 1 hour and return late be it 2 minutes or 20. similarly some employees reach the office15 to 45 minutes late in the morning or leave early. I want them to be punctual and aware that i am monitoring them in this regard
Dear Sameena,

Late reporting for duty or taking extended break for lunch is common problem and your company is no exception. Some of the remedial measures are as below:

a) Start flexi-hours. Employee must log in for 8 or 9 hours (depending on work culture of your company)

b) Second remedy is to give flexi-hours but exclude the lunch hours. Restrict the lunch hour time to 30 minutes only.

c) The third measure depends on the kind of your company. Is it possible to give target based work to your employees? In software companies employees put up far greater hours of work.

d) Fourth measure is generate statistics on late coming. When employees report late for work, it is company's loss. Ask them suggestions on improving the punctuality in the company. Some time this formula also works.

e) Last measure is negative discipline. However, to do this, you need to have data ready as to who came late, when came late and by how many minutes he/she came late.

As far as preparation of memo is concerned, I recommend you writing on your own and uploading it on this forum. Some senior like me will correct it.

Thanks,

Dinesh Divekar

Dear Friend, Please ask ur employer first....what he/she exactly wishes to implement for the said SOP you are talking about. Then u apply your new procedure. Rgds
Please review:
It has been observed that some employees are not complying with the prescribed office hours. Some staff members are often 20 to 40 minutes late in the morning or are leaving early without notifying HRD. Similarly, employees who leave office premises during lunch break consume more than 1 hour.
It is, therefore, emphasized that all staff members should observe punctuality in office timings. The grace period allowed in the morning is 15 minutes which should not be availed habitually. Similarly, Employees leaving ISE premises for during lunch break as well as for official purpose are required to mark their short leave properly via biometric system. It is the responsibility of line managers to ensure that their employees are reporting to them in time.
This practice may please be followed scrupulously.

Dear Sameena,

Overall your draft is quite good. Keeping it up! Corrected version is given below:

+++++

Office Circular No _____/2015

Office Punctuality

It has been observed that few staff members do not comply the prescribed office hours. Few members are often 20 to 40 minutes late in the morning, few leave early without information to HR Department or few members take more than one hours for the lunch break.

The lack of punctuality is a cause of concern. It is, therefore, emphasized all staff members to adhere to the office timings. The grace period allowed in the morning is 15 minutes which should not be availed of regularly. Similarly, Employees leaving ISE premises for during lunch break as well as for official purpose are required to mark their exit and entry properly via biometric system. It is the responsibility of line managers to ensure that their employees are report to them in time. Transgression if any, is to be reported to HR department on the same day.

This practice may please be followed scrupulously failing which disciplinary action will be initiated against the defaulters.

Name: -

Authorised Signatory


++++

Dinesh Divekar

In the first place, understand the existing written/un-written practices. Thereafter, ensure you have documented procedures in line with statutory requirements and communicate across the organization. Let every one know that non-compliance of attendance procedures will entail disciplinary action and will create bottle-neck in their growth. Give a cool off time for about a month and keep auto-mailing the late attendance on day-to-day basis in the initial stages and thereafter once in a week. This is auto generated within the system and you don't have to do any thing except to see the final status at planned intervals. Ensure linkage is given to the salary calculation so that any one deviates, salary gets knocked off automatically.

This is being a soft issue and you are new to the organization, you should not straight away jump to the issue of letters. Wait, watch, see and proceed after a month. Lest any hurry will create problems for yourself being accepted as People's Man across the organization.

Rgds,

S Nagasubramanian, RSB Group. Mobile No 9325006193
naga.subramanian@rsgblobal.com

Thank you so much for your assistance . . .. !!! I guess this is the perfect draft for now. . . I am really glad to be part of this forum. And I hope am gonna benefit from all you kind people in future too. . . .. May God bless you all
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