Saswatabanerjee
Partner - Risk Management
Ritusingh263
Asst. Manager-hr
Nirupa
Business Development
Soniyasureja
H.r Generalist
Angelo101abejo
Human Resource Manager
+5 Others

Thread Started by #sriram0213

Hi all,
I am working in a small size IT company with 50 employees. And our management is somewhat micromanagement.
Our standard working hours are 12Pm IST -9pm IST and we have given 30 minutes grace time i.e they should be in the office by 12:30Pm. But most of the employees are regularly coming by 12:45 or 12:30. And we have an internal cafetaria where the employees will have their lunch.Can any one suggest me to reduce the late coming and most of the employees are not swiping when they are taking breaks.
My concern is to restrict on late coming and make sure every employee swipe when they are taking breaks.
When I go through the factories act it only reflects about standard number of working hours i.e 9 hours
7th January 2016 From India, Hyderabad
Hi Sriram,
I have solution for late comers but on employee breaks will suggest some feasible solution shortly.
As a part of company HR policy, you can add a clause to limit/restrict the number of times the employee use the grace time in a month say for example employees are allowed to use grace time (12:30PM) for 2/3 times in a month. Exceeding which, the management hold right to consider it as half day leave and LOP will be deducted for the same as penalty.
Circulate to all your employees, this would enable them to be on time. Implement it and let me know how it worked
7th January 2016 From India, Vellore
Dear Nirupa,
Thanks you for your quick response and we have already circulated this but still they are not coming in-time even though we are considering their 3 times late coming as a half day leave/LOP. If it is with one or 2 employees then we will counsel the but more than 70% of the employees are not coming in-time.
7th January 2016 From India, Hyderabad
First, you are an IT company, so factories act does not apply.
Instead check the shop and establishment act of your state.
Since you have 50 employees, standing orders apply (unless specifically removed, like in Karnataka)
Since this is a mass problem, you need to be careful.
One way is to have your director send out a warning to everyone that from this week, everyone not reaching on time will lost half day pay. But be prepared for rebellion. If lots of people just walk off, what will you do ?
Instead, your directors can start to single out people.
Managers first, then team leaders and then the juniors who are late.
Once the late arrival is taken care of, you can look at the break timing.
8th January 2016 From India, Mumbai
Issue a written warning to 2 or 3 senior level employees. If the late marks continue even after issuing warning, take a strict action like LWP for the day. This will set an example for all the employees
.
8th January 2016 From India, Pune
Hi Sriram,

Keep fix working hours.Let say the working hour is 12 p.m to 9 p.m

Grace period allowed should be 15 mins only. 30 mins of grace period will lead to such situations.

Keep 30 mins of Lunch break and 15 mins of tea break or any other break you provide to employees.

Since all of them are coming late, so changes in policy may bring rebellious out come. But to solve the issue once for all you have to bring strict rules.

Considering the same you can keep flexible approach like as follows :-

1. revise the office timings from 12:30 to 9:30

2. Grace period 15 mins for thrice in a month is allowed. More then that half day leave or full day leave.

3. Employees coming late then allowed have to adjust their timings with their breaks. for eg if an employee arrives 35 mins late, he will reduce the same from his/her break timings.

4. Hold half salary of the employees who don't swipe or punch their timings.

Do not take lightly if employees don't follow company's rules & regulation. It will affect organisation culture in a long run.
8th January 2016 From India, Pune
Mr.Sriram,
Late coming is a perennial issue faced by numerous organisations in the public, private or NGO sectors. Hence it has to be handled with utmost care. Just framing rules will not solve the issue once and for all. While a system to handle such issues should be put in place, it has to be evolved in due consultation/ involvement with the staff concerned. Also positive reinforcements such as rewards for "NIL LATE", " FULL ATTENDANCE" etc. should be constituted. Have a brainstorming session with the staff and then take appropriate decisions.
Thanks
8th January 2016 From India, Chennai
Dear Sriram,
Late coming is a universal problem of all HR. Apart for the suggestion given by our hr friends. I did one more thing.
I changed the timing and reduced & limited the grace. And also started sending a daily attendance Email to My HR head with keeping every one else in cc.
This way now everybody knows who all are regular late comers.... This has reduced the late coming episodes drastically. Now every one follows the timings and feel proud when their names don't come in the daily attendance mail.
You can also try this if possible..
Cheers
Supriya
8th January 2016 From India, Mumbai
Learned members have given actionable suggestions.
This late coming and early departure is indicative of poor working culture
The matter should be discussed with top brass for corrective steps, incentives like Sodexo coupons etc.
8th January 2016 From India, Pune
Dear Sriram,
Regular late coming is not acceptable by any company. There are many solutions of this problem, some of them are mention below:
1.) Verbally talk to those employee for late coming problem.
2.) Mail to their department head.
3.) Draft a Late coming and early leaving policy for company(In which you can mention that if any employee is getting late more than 3 or 4 times in a month his half day or full day salary will be deducted or there is deduction in there leaves and also mention the point the late coming and early leaving will effect at the time of promotion & increment).
Regards,
Sanchi
11th January 2016 From India, Gurgaon
Thank you all for your suggestions and I would definitely look into your valuable advises. Al though this is a common problem but it will be a indicative of poor working culture as Nathroa mentioned.
11th January 2016 From India, Hyderabad
Hi Sriram,

Surprising to know that employees are fine with LOP, but are not willing to report on time. I can sense 2 things:

1) I strongly feel salary / money is not driving them to work.

2) looks like relationship between employer and employee are not strong enough.

What you think? what's your observation?

70% not good number. Should have taken some steps at the initial level? But I appreciate that you have considered this as serious issue affecting organization culture.

Now, What next?

1) Is it possible to find out when it all started and how was it followed? because there should be someone who has triggered this action. Counsel him or fire him.

2) Talk to each employee if possible or you can talk to 10 employees and understand what makes them be late. Make sure this is not counseling session. You can mention that you are working on creating good work environment and would appreciate their time.



Question:

How efficiently are they balancing work life and personal life?

What drives them to work? - Salary (ruled out) / challenges / reporting manager/ perks /incentives/rewards/ career etc.....

Could they think of their best day at work place?

What are there expectation from the company? I know list could be long. But can be worked out to fulfill some.

How they would like to contribute to the growth of organization?

etc.....

I have a question for you...How do you engage with your employees?
11th January 2016 From India, Vellore
Try following- 1. Your swiping machine should be automatically be closed 15 minutes after the scheduled reporting time. If someone is late after 15 minutes, he should get approval from his HOD on a separate form & the HR by using their password would allow to swipe.
2.Close the service in cafeteria five minutes before the close of lunch time. After lunch hours the doors of cafeteria should be closed immediately
3.Unless there are four entries in swiping machine- IN & OUT while coming & exiting & during lunch break don't consider that the employee is present. Such strict measures will establish discipline.You need your MD's support for enforcing these measures.
Regards- Satish Akut
11th January 2016 From India, Pune
Create a sent home pilicy, this is quite effective to me, and this will give you edge to let these employee know how serious you are in implementing company policy.
GRACE PERIOD, TARDINESS & SENT HOME
Please be informed of the meaning and difference of the following;
• Grace Period
o An amount of extra time given to someone to come to work but still considered late (e.g. 8:15 – 8:25, the time between 8:15 to 8:25 is the grace period).
• Tardiness
o Delayed beyond the expected, proper time or schedule of work (e.g. 8:15 – 8:25, the time between 8:15 to 8:25 is the time considered late).
• Sent Home
o A process to sent home those who came after the given grace period (e.g. those who came after 8:25am)
These are policies that have existed which needed to re-publish by Human Resource Department for everyone’s awareness. Those employees who will commit beyond such will received corresponding memo for negligence on attendance.
4th April 2016 From Philippines, Las Pinas
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