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Dear Seniors, I need to communicate to all the department HOD's regarding overtime policy through mail, due to so many persons without approval staying excess hours. please tell how to make a draft.
From India, Bangalore
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Dear Santha,

Before framing a policy, you need to do analysis of the overtime. Have you done analysis of the time spent at office? How many are official hours and how many are actual spend at workplace? You may do the calculation as below:

(actual hours put up by all the employee present on the day) x 100 / [(Total number of persons present on the day) x (total official hours)]

The above formula will give you idea on excess time spent per person per day. Calculate the average for the month and then average for the last financial year. Are you from HR department? If yes, then you should have access to attendance records. If you are not from HR then tell your HR to provide the above records.

You may do analysis specific to the department also. Problem of overtime could be restricted to few departments. With the data at hand, find out who is working extra and why are they working.

Without doing analysis, if you design a policy, it may create resentment.


Dinesh Divekar
From India, Bangalore
Dear Santha,

No employee at level don't have any right or possibility of staying back for over time with out the instructions of HODs / superiors hence better to make the HODs / Superiors responsible for the same. Before doing this complete the analysis, ask for the justification from the HODs.

Employees required work for extra hours in case of shortage of manpower, urgency in meeting the deadlines or some sort of exigencies.Instead of going for a policy you need to prepare a OT permission slip which is to be submitted to the HR / management on daily basis duly signed by the immediate superior which is approved by the HOD. Check the realities on daily basis & in case you observe any discrepancies call for clarification. Some times favoritism is also a cause ie., the HOD / immediate superior will deploy a particular employee on OT. All these can be identified on analysis. Once the loop holes are identified then submit the report to the higher authorities and address.

In some cases the employees will have a mutual understanding ie., in continuous process industry the workers will have a mutual understanding and go on leave where the other employee will continue duty and vis-a-vis.

In case the OT part is genuine the management need to look it the manpower allocation failing which the burnout will be high resulting in health issues or high percentage of exits.


From India, Hyderabad
1. Why people are staying back for overtime?
2. Who permitted to do overtime?
3. Why overtime approval not done on daily basis by hod?
4. Which department's ot is highest continuously in last 3 month?
5. Who are the employees those who have done highest ot in last 3 months?
6. What work is done by highest ot employees on daily basis? who approved the work ?
From India, Pune
Dear Santha,

1. Who will stay for over time work & who will not? The discretion lies with the department heads/in charges as they are directly responsible for the out put of their departments.

2. Employee can not stay on their own to do the overtime work. In case they are staying back on their own it means that either there is no specific policy on OT work or there is departmental connivance.

3. For making a communication first you have to have policy & process related to OT work. You have not mentioned about having a policy. The Communication will emerge from the policy.

4. You can include following in the communication;

a. When overtime can be done ( explain circumstances leading to OT work e.g. extra work orders, covering the backlog, absenteeism etc.)

b. Who can do overtime.

c. Who can request for OT

d. Who can recommend

e. Who can sanction the OT

f. HR should be informed at least 2 hours before the employees are asked to stay for OT. The list of employees should also accompany the communication to HR.

5. HR has a right to monitor & audit the details

Warm Regards

Bharat Gera

HR Consultant
From India, Thane
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