Dear seniors,
i am working as HR have been facing serious issue of unapproved leave. in our company according to leave policy to avail the 1 leave employee have to give two days prior intimation however approval of leave is subjected to clearance from their HOD. in most of the cases employee doesn't come to office they communicate with their HOD state that i am unable to come today cited the silly reasons of family problems, illness, etc. if i ask to employee for such unapproved leave they said you only want us to come everyday & fulfilled the company requirment you don't see the employee problem. given the fact this unapproved leave also effect the daily business operations therefore their HOD always ask me to stop such unapproved leave & take action against the employee.
please suggest your valuable opinion how to deal with this situation,
Thanks & Regard
Akhil Garg

From India, Gurgaon
Dear Akhil,
Its a serious service matter which u have to coverup and get resolved amicably as being a HR.
First En light the Leave Policy of your unit / plant to every one either staff or workers both and get him well informed and convinced.
As your policy contents confirms about prior information and sanctioned before availing leaves, try to motivate your departmental heads to get prepare Leave plan for particular set of employees and then approve. Now you have to get prepare Leave / Absence data for each set of groups.
Identify defaulters and habitual persons and first warn them by giving 2-3 notices. Before this you must be aware about their actual needs and problems.
Make good employee engagement practices with your colleagues and peers.
Try to remove guilt and make Healthy work culture and atmosphere .
Best Of Luck

From India
Dear Akhil,

Rightly said by Mr.Raj Dubey.

Step-wise what you need to do..

Step1: Circulate the leave policy among all employees with an appeal for co-operation from employees.

Step2: Have meetings with the respective department heads and appeal for their cooperation. Explain them about all T&Cs of the policy and ask them to download the same to their team members. The ultimate intention of the meeting should be to take them in confidence. Because no policy can be implemented successfully until and unless you have co-operation from the department heads.

Step3. Observe for next 15 days from the day of the meetings prior taking any action. Send attendance report daily to the heads with highlighted late comings and unapproved leave,approved leave information. Prepare a collective report of 6 days on every Monday for previous week and send it to the department heads which must show total numbers of late comings,leaves,absents etc etc for that week. Believe me that report will make all respective heads more concerned about their department's attendance with a fear that their department is getting noticed through report. And if after 15 days you don't see any improvement, then start sending the collective attendance report to them with a cc to the management. Instead of 15 days you may take this buffer as 30 days. After that buffer you may start taking actions as per policy, but that will not be required I believe.

On the other hand, start appreciating those departments which are more disciplined and have some rewards for the most disciplined department every month. The reward may be anything like circulate a mail for appreciation,a certificate from the chairman,a memento,one day party for the department etc etc as per your management's decision. You can even do the same for the most discipline employee also.

At last, would like to tell you that as you are the HR, so you also need to understand real problems of the employees as well but at the same time you need to maintain discipline in the company. So act as per above, as in very rare cases employees face unavoidable circumstances which make them to take sudden leave. So act wisely and politely with employees.

Hope this will help you.

For any further clarity on this , you may please write back to me.

From India, Delhi
Dear Akhil,

This is in addition to what Mr Sujan Roy has said. Unplanned leave throws the regular work of the department out of gear. Because of absence of few others might be working extra. In turn they get demotivated and they also follow the suit.

The major issue why they behave like this is that they lack motivation. Their behaviour clearly shows that they are mentally engaged with the company. Therefore, you need to identify the causes of demotivation or disengagement. As long as you do not identify the root cause of their behaviour, problem of this kind will continue.

The reasons for their behaviour could be:

a) Lack of career consciousness of the employees

b) Company does not have brand image, or if it is there then it means nothing to the employees

c) If employees ask for leave, they are convinced that anyway, he/she will not sanction the leave. Therefore, they do not have any option other than absenting themselves.

d) Remuneration not as per market standards

e) HODs are not role models. They do not motivate their juniors. HODs have poor managerial skills

f) Total company environment itself is not motivating. People are working for the sake of it. Even if the company grows, it means nothing to the employees.

Problems of this kind more at the lower level. Lowest the level, severe the problem is. To motivate the staff of lower rung of hierarchy you need to give them example of how someone joined at very low level but has made significant career advancement. Example of such person should create career aspiration in others mind. In spite of doing all this, if there are still few who are not amenable, there is always negative discipline!


Dinesh Divekar

From India, Bangalore

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