Saswatabanerjee
Partner - Risk Management
Jhuma Tiwade
Manager- Human Resources
Pvenu1953@gmail.com
Retired Government Servant/advocate
Radha2016
Business Change Consultant Practising In
Vasudevdeepak
Hr/ir & Legal Compliance
Nathrao
Insolvency N Gst Professional
Glidor
Hr Consultant
Ashutosh Thakre
Hr Professional
Riteshmaity
Labour Law Advocate
Ravitashukla1
Sr. Manager Hr
Chhabra70
Assistant Manager-hr
+1 Other

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Dear Seniors,

As we know that employee contact information is necessary to be maintained by employer in records. One of our colleague who is working with our organization since long has not shared his contact details with employer till date.

we all know that he carries mobile to office everyday but he says that he does not have mobile. We have tried to make him understand so many times that it is important for us that we should have your number, but he is not ready to listen and gives pathetic excuses like I cant bare mobile expenses. I am earning only 30k. Where do I manage monthly expenses from, Why should I buy mobile for company if I don't need it. Why should I share my personal number with employer etc. etc.

I am tired of his attitude. He is a support staff 43 year old. He is with organization since 15 years.

Can I take some strict action against him.Is there any law binding by which I can force him or threat him for termination if he is not sharing his contact number.

Ethically we are tolerating him because he is an old employee.

Please Guide me.
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Hi Ravita,

I think employee does not want to share his contact number because there will be disturbance in the work time or at home.

As in database we need the relevant contact details of the employee.

As per your concerned you already have communicated to him several time,

Let fill up the form from him in which he can communicate the address with the relevant contact details; also the emergency contact no. & If employee is not suppose to submit the same in the form , Please issue him a letter that . In case of any kind of happening in the company by which HR need to communicate to him on behalf of work practice. Org will not be responsible for that.

Also , in case of emergency arises due to the lacking of easy communication way , company will not be responsible for any delay in communication.

By this way, you can communicate to him/her. also there is no any kind of system backlog from HR end.

Also as to regularize the system, HR needs to communicate in regular interval about the communicating the residential change / communication channel & submit it in writing.

Hope this will help you.
What is the nature of his duty?
As support staff what does he do?
Is it an essential service?
If it is that important issue him a company mobile for being in touch for non duty hour calls.
Have a clear policy for such contacts after working hours.
Thank you Mr. Hirulkar.,
This was very helpful to me. But problem is this that now many employees has started raising voice against him who are working with him. His seniors and juniors both. He is a site office assistant. Being into construction he is required to be communicated by his staff many time whenever there is some work at site office. And that time people will raise voice.
I am scared if we don't take action against him other staff might denied to give contact number. Then it would become very difficult for me to handle the situation.
So I want to stop everyone by taking some strict action against him.
Is there any possibility if I raise any memo/notice to him for his such unsupported action.
Please suggest.
Dear Sir. Nathrao,
He is an office assistant at site office. If we give mobile to him then will have to give to everyone. We have approx 30 office assistants across sites and corporate office. They are paid very less than that employee but everyone is has shared their number.
He is just taking employer for granted because of his seniority in the organization since he is with the organization for more than 15 years. He is not so good in work too. And just 10th Passed.
We dont want to terminate him, but its becoming difficult to stop other provoking due to his attitude.
Thus need to make him understand the importance of organization thats it.
Because he need to know in todays scenario if he is terminated due to non obligation (as per contract), the in any other organization based on his education he will never get this position and package.
So I want him to follow company policy as others are doing.
Release a next of kin policy in case you have some kind of medical insurance done for your staff. How do you inform his family in case of emergency. Fear is also a big motivation.
Alternatively offer him to buy a cheap phone(you get in 400k nowadays) and offer a minimum talktime of 99rs. This is least you can do him since you do not want to be strict with him.the same shall be deducted from his salary.
Sometimes we have be shred and diplomatic to handle such tough nuts.
Most progressive organizations provide for a mobile phone/communication allowance for select employees and the allowance could vary depending on the level and the role. This could be as little as Rs. 250 per month to @ Rs. 3000 per month so that the employee does not bear the burden of official calls while using personal phone. And it's fair, because, why must an employee incur any cost for the company work. No one gives free lunch anywhere. If the company believes that he has to be connected, then, it's but fair that he expects his phone bill paid for, even if phone is not provided.
Telling the employee that any communication reaching him late is not the responsibility of the company, is not what mature organizations do. If you want communication to reach him, you have to provide him the resource to receive the communication. But, since, it's not practical to provide phones, an allowance maybe considered.
Hi,
Every company have an applicant form system; in that form personal and alternative contact no. option is very common, you can get his cont. details from his applicant form and if you found its not updated one base on that ground you can issue him one formal letter to update his applicant form.
OR
Now, to update KYC details employees personal mob. no. is required. you can go through his KYC documents and get his mob. no.
if its not updated, base on that you can issue him one formal letter to ask other required doc. along with his updated mob. no.
Hope its work...!
Thanks
Ubaid R
Thanks Ubaid,
This is best what I can do. Well he is given application form to update his contact but as I have mentioned above in my post that he denied. He provided wife No, but not his number. But now I can raise him a letter , mentioning that as per company policy he will have to share his number other wise strict against will be taken against him.
Also in appointment letter I am going to make it a mandatory clause to share employees personal contact number.
Hope this will sort the problem.
What you suggest ?
Dear Ravitashukla,
Has he filled up his PF forms ? If No then you may ask him to fill the same. For UAN Activation mobile number is mandatory. Bank Account forms also need Mobile Number. Just give him the forms and you will get his mobile number
Regards,
Deepak Vasudevan
HR Professional
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