Struggling with a Trainee's Repeated Absences and Attitude: How Should I Respond?

Dear friends,

I am facing a very typical problem in my office for the last few months. There is a lady employee in our office who is a trainee. For the past few months, I have noticed that the employees are not maintaining the time of coming to the office. I gave a notice to all, and everyone obeyed my order except for this girl who kept coming late. I warned her repeatedly. One day, as I mentioned that she could face consequences for her lateness as per the notice, she answered back, "If I am late, you can take any step (you can deduct my half-day salary)." I didn't say anything, and that was the end of it.

Last Thursday, she called me in the morning and informed me that her mom was unwell, so she wouldn't be coming to work. I agreed. Then, on Friday, she called again to say she wouldn't be able to come in because her mom was still unwell. I told her she had to come as her absence was affecting our project, which she was handling alone. She said she would try. The first half of the day passed, and when I called her, she didn't answer. After multiple attempts, she disconnected the call.

Today, she came to my room with the same attitude (all employees have to come to my room to sign the register). I asked her why she behaved that way the previous day and brought up past examples. After our conversation, she left my room. Later, when I went to her team's room for another task, I couldn't find her. I asked her teammate, who informed me that she had left the office.

I immediately called her, and after initially not responding, she finally answered and said she wouldn't work, etc. I talked to her and made her understand, and she returned to the office.

Now, I seek advice on what steps I should take to prevent such behavior of walking out, etc.

PLEASE PLEASE HELP ME........... I WILL BE GRATEFUL FOR YOUR SUGGESTIONS

Hi,

Try to have a friendly meeting with her for a few minutes and suggest to her how her attitude is going to affect the work and how her career will have a negative impact because of this behavior. You can do all this only by interacting with her in a friendly way and understanding her problems from her side.

Please correct me if I am wrong.

Dear,

First, give comfort to settle. Ask her to come down to your cabin. Treat her as your friend. Ask her about the feelings of the company since the day she joined, any problems with colleagues, peers, work, and operations. Share your views about the company and about her. Speak about the positives you find in her work and as a person, and expect punctuality. Ask her about personal problems as a friend; inquire if there are any issues in family, personal life, or traveling that may be causing her to be late. Provide solutions for these issues and emphasize the importance of punctuality. The effectiveness of this approach depends on your interaction with her.

Hope this approach can provide more comfort and care to encourage sharing views and resolving this issue.

I faced the same problem, and this approach helped me a lot. Now, I do not have any issues with attendance, timing, or leaves.

Regards,
Vidya
HR Generalist

Yes, you should definitely handle such nuts with a little friendly attitude, but then she doesn't seem to be in the friendly lot. She won't possibly budge. Strike a friendly conversation saying, you have pressure from above and so it's your job to ask her. If you think after you've made all this clear, and she still continues the same, then action needs to be taken. Escalate the issue to her reporting personality. If she is lucky enough and not reporting to anyone, then communicate this to any senior personnel. You should have warned her about legal action by now. But anyway, try this out. Hopefully, this way should work. But I can see her getting a termination letter if she is not a management's pet. :)

Thanks to all my friends...

Sitting with her and talking to her in a friendly manner, all these sessions are over in my office. Although I am the senior HR manager, I am so flexible with my employees that they come up to me even with their personal problems. Together we sort it out. But this girl is exceptional. I have talked with her several times. Even today, I sat with her, but you know what she said, "I am hurt. I don't want to say anything." You won't believe my patience. She kept on arguing, accusing me, but I remained calm. I didn't utter a single harsh word to her. Instead, I tried to make her feel comfortable, talked about her parents. But she... Just now, I went to her, asked her, "Are you okay?" She neither looked at me nor said yes.

How long can a senior management person tolerate all these from a trainee? I really don't know.

Tell her that if she remains like that, you will communicate this to the person she reports to, or someone like her department head, or your company's director. Sometimes, employees have the audacity of frowning at HR professionals, no matter how senior they are. However, their own bosses can bring them back on track.

So, coming back to what I was saying, if she loves the job, she will start behaving. Most probably, she does love her job. And if she doesn't, I'm sure she is not required!

Hi Sohini,

All suggestions given by our friends are really good. :) If the matter goes beyond any of the above solutions, then give her one or two months' notice that, if she is not punctual, the company will discontinue her on the grounds of misbehavior. As you are a senior member, you should have this kind of authority. Just let her go and replace her by recruiting a new person. :icon1:

Sohini, try to convince her in a friendly way. Make her understand your company policies and the ultimate result. Remember, everyone is different. You haven't made a decision yet, which is why she is ignoring you. She might think you won't take any action against her. Consider creating a backup plan for her and gradually transition her project to someone else. Then, have her sit idle for a few days. Hopefully, you will see results.

Dear friends,

I am facing a very typical problem in my office for the last few months. There is a lady employee in our office. She is a trainee in our company. For the past few months, I have observed that the employees are not maintaining the time of coming to the office. I gave a notice to all, and everyone obeyed my order except for this girl who kept coming late. I warned her repeatedly, and one day she responded, "If I am late, you can take any step (you can deduct my half-day salary) as I mentioned in the notice." I didn't say anything, and that was the end of it.

Last Thursday, she called me in the morning and informed me that her mom was not well, so she wouldn't be coming to work. I agreed. Then again on Friday, she called and said she wouldn't be able to come because her mom was still unwell. I told her she had to come because our project was suffering due to her absence (she is handling the project alone). She reluctantly agreed to try. The first half of the day passed, and when I called her, she didn't answer. After multiple attempts, she disconnected the call.

Today, she came to my room with the same attitude (everyone has to come to my room to sign the register). I asked her why she behaved that way the previous day and reminded her of previous examples. After the conversation, she left my room. Later, when I went to her room for some other work, I couldn't find her. I asked her teammate, who informed me that she had left the office.

Immediately, I called her. Initially, she didn't answer, but eventually, she did. She expressed her unwillingness to work, and after a discussion, I managed to convince her to return to the office.

I seek advice from all of you on what steps I should take to address these behaviors of leaving work abruptly.

PLEASE, PLEASE HELP ME. I WILL BE GRATEFUL FOR YOUR SUGGESTIONS.

Some people may be experiencing personal problems that they cannot express to others, affecting their ability to concentrate on their job. In this case, the employee is facing a genuine personal issue, which is why she expressed her indifference towards any actions taken by the company. It's essential not to intrude on her personal life or assume the role of a friend. As an HR professional, it is crucial to acknowledge that not all problems can be solved, and one should not overstep boundaries.

It is important to respect her privacy and allow her to take leave. If she exhausts her leave balance, consider converting it to Leave Without Pay (LOP) but refrain from termination unless she chooses to resign. Compassion and understanding are fundamental aspects of being human.

Regards,
Ravi

Hi Sohini,

I can understand your position in this regard. Before I give you a suggestion, I would like to share my experience from a few years back.

I was the factory manager at an Electronics Industry which was a 100% EOU. I had very tight schedules, and we were working 3 shifts, i.e., 24 hours. There was one operator who used to abstain himself very frequently. His supervisor used to come to me to complain about his irregular attendance. I told him to remove him from the job and appoint a new person in his place. He said that the person is very good at his work but his only problem is his absenteeism. I asked that supervisor to bring that person to me once he comes back to work. The next day when the operator came to work, the supervisor brought him to me. I asked him why he is so irregular to his work. He very arrogantly said that this is the way he will come and if I want, I can remove him from the service. Though I was taken aback by his arrogant reply, my sixth sense was telling me that he should be handled in a different way. For the day, I just told him not to abstain like this and to continue working. Again after two days, the supervisor came back and told me that the operator is absent!

The next day when he came back, I only called him to my cabin, spoke to him in a gentle way, and told him that he is a good worker. I asked him to tell me whether he has any problems at home because of which he is irregular to his work. For a moment, he kept quiet and later he said that his mother is a heart patient and there is nobody to look after her at home, and only he has to take her to the hospital whenever she is not well. I consoled him and suggested him to make some arrangements to take care of her with the help of his relatives/neighbours, etc., and asked him to attend work regularly. I also told him that I will pray to God for her health.

Believe me, within a couple of days, he came to me and told me that he has made arrangements with his neighbor to take his mother to the hospital if required and promised me that he will attend the factory regularly. He became very close to me, worked very hard, and he started telling everybody that I am God to him!

So, Sohini... don't get disturbed by that girl's irregularity. Speak to her, giving an impression that you are her well-wisher, and try to help her out in whatever way you can! Even if you have to go beyond some rules and regulations, please help her out. I am sure and confident she will be an asset to the company.

- Srinaren

I too had the same experience in my old firm. That person was playing a key role at that time in one important project. She used to come late to the office. But we felt punctuality is more important. I spoke to her two times about late comings but no result. Finally, I got a good replacement for her.

I feel that punctuality is an internal feeling that every employee should have. If a person is not feeling that, it does not mean that they are not interested in the job they are doing. Keeping such nuts won't give anything to the company.

"Thanks, all my friends."

Sitting with her and talking to her in a friendly manner, all these sessions are over. In my office, although I am the senior HR manager, I am so flexible to my employees that they come up to me even with their personal problems, and together we sort it out. But this girl is exceptional. I have talked with her several times. Even today, I sat with her. But you know what she said, "I'm hurt. I don't want to say anything." You won't believe my patience. She kept on arguing, accusing me, but I was calm. I didn't utter a single harsh word to her. Instead, I tried to make her feel comfortable, talked about her parents. But she... Just now, I went to her and asked, "Are you ok?" She neither looked at me nor said anything.

How long can a senior management person tolerate all these from a trainee? I really don't know.

Is she behaving like this from the beginning? There can be a personal problem because everybody needs a job. One can behave in this manner if he/she is going through a psychological disturbance.

I am facing a very typical problem in my office for the last few months. There is a lady employee in our office. She is a trainee in our company. For the last few months, I have noticed that the employees are not maintaining the time of coming to the office. I gave a notice to all, and everyone obeyed my order, except for this girl who kept on coming late. I warned her repeatedly. One day, as I told her, she answered me back, "If I am late, you can take any step (you can deduct my half-day salary) as I mentioned in the notice." I didn't say anything, and that was over.

Last Thursday, she called me in the morning and told me that her mom is not well, so she won't be coming. I told her it was fine. Then again on Friday, she called me and said she wouldn't be able to come as her mom is not well. I informed her that she had to come as our project was suffering due to her absence (she is handling a project alone). She reluctantly agreed. The first half of the day passed, and when I called her, she didn't answer. After multiple attempts, she disconnected the call.

Today she came to my room with the same attitude (everyone has to come to my room to sign the register). I asked her why she behaved that way the previous day and cited previous examples. After the conversation, she left my room. Later, when I went to her room for some other work, I didn't find her. I asked her teammate, who informed me that she had left the office.

Immediately, I called her. At first, she didn't pick up, but after a few attempts, she answered and said she wouldn't work, etc. I managed to make her understand, and she returned to the office.

Now, I seek advice on how to address and prevent such instances of walking out and other disruptive behavior.

PLEASE, PLEASE HELP ME... I WILL BE GRATEFUL FOR YOUR SUGGESTIONS

1) Ask her why.
2) Give her a verbal warning (official).
3) Give her a written warning after the next offense.
4) Sack her if she does it again.
You must take action before the others start taking the same attitude.

Sohini,

We need to be assertive in some cases. As per your emails, I see that you have done your homework. You did not mention one thing: Is she good at her work and completing her job on time without any hassles? Two things we can do in this case:

1) Develop a parallel team of 2 members in the said area in which she is working and maintain the backup.
2) Give her a week's notice with a disciplinary letter. There's no point in wasting time on unproductive resources.

One suggestion is that you can be very good to employees and approachable, but at times you need to make a firm decision when things are going out of our hands.

As an HR professional, you have to analyze the situation carefully and try to retain the staff. You need to determine if the person is telling the truth or not. In the IT industry, we have to extract work in a smart way to sustain and reduce the turnover ratio.

If her problem is true, give her privileges to complete the project, then move her to another team. If you are not comfortable with her, inform the management accordingly and take the necessary steps according to the company policy.

Agreed with PinnacleVidya. In addition to it, find someone who can handle the project and other tasks as well, and then let her resign. As an HR professional, be rational, not emotional. Good Luck!! HR-Generalist

Dear friends,

I am facing a very typical problem in my office for the last few months. There is a lady employee in our office who is a trainee in our company. For the past few months, I have noticed that the employees are not maintaining the time of coming to the office. I gave a notice to all, and everyone obeyed my order except this girl who kept on coming late. I warned her repeatedly, and one day, as I had mentioned in the notice that I could deduct her half-day salary for being late, she answered back saying, "If I am late, you can take any step." I didn't say anything, and the matter was left at that.

Last Thursday, she called me in the morning and informed me that her mom was not well, so she wouldn't be coming to the office. I agreed. Then on Friday, she called me again, saying she wouldn't be able to come as her mom was still unwell. I informed her that she had to come as her absence was affecting our project, which she was handling alone. She reluctantly agreed, and the first half of the day passed without any issue. I tried calling her, but she didn't answer. When she finally picked up, she abruptly disconnected the call.

Today, she came to my room with the same attitude. I asked her why she behaved that way the previous day and reminded her of past instances. After the conversation, she left my room. Later, when I went to her room for some other work, I didn't find her there. I asked her teammate, who informed me that she had left the office.

I immediately called her, and after initially not picking up, she finally answered. She expressed her unwillingness to work, but after some discussion, she agreed to return to the office.

I seek advice on how to handle this situation and prevent such behavior in the future.

Please help me. I will be grateful for your suggestions.

Well, Sohini, after reviewing the entire conversation, it appears that you are in a difficult situation. If an employee does not adhere to the organization's rules and regulations, it can negatively impact others.

In this case, I suggest preparing a backup plan for her. Since she is handling a project alone, it may not be feasible to take immediate action against her. Once you find a suitable replacement, you can then give her notice and remove her from the company.

Regards,
Dev

Dear All,

Interesting matter...!

What I suggest is you should have a discussion with her and try to know her problem on a personal basis...!

Always remember HR is never complete without a personal touch...! Though we have to be professional, it is required in our job...!

What do you say, buddies...!?

Hi Sohini,

I look at it this way:

1. If she is an asset to the organization and is worth retaining, then give her the flexibility. This may lead to increased productivity.
2. If she is an average/below average performer, then as Sparky has said, follow that sequence.

Geetha

Dear Basu,

I read your problem and found that you are a generous kind of person and quite cooperative with your employees. These are good signs of a good leader. But after all, you are the boss, and they are your employees. Bosses and employees have good relations as long as the work is going smoothly and perfectly.

In my opinion, you must check her efficiency of work. If you find it up to the mark, then you must ask her personally what the problem is. You should explain to her the official etiquettes, manners, and the rules and regulations of the office. Explain to her that she should not involve her personal problems with her office work as it affects efficiency. Remember, life is not a bed of roses.

If things still don't work out, you must understand that "THEY ARE THE EMPLOYEES AND YOU ARE THE BOSS. THEY ARE HERE TO SERVE YOU, AND NOT YOU ARE THERE TO SERVE THEM." Instead of wasting valuable time handling such employees, even after explaining everything to them, it's better to look for more deserving candidates rather than continue with such employees.

Hi Sohini,

As far as I can understand from your statement, "so gave a notice to all and from that all obeyed my order." If your notice has gone in a manner of order, it might affect in a negative pattern. Also, if an employee is absent due to some justifiable reason, you should allow them to do so. Asking any employee not to take their rightful leave and come back to the office will annoy anyone. I'm not saying that you have to give them or not to give them the freedom, but at the same time, please be in the professional mode and see if a person doesn't follow the rules, they have to suffer as per the policies of the organization. If you have a policy where 3-4 latecomings result in half/full day salary deduction, then let her salary get deducted. Why do you have to go to her every time and tell her what should and shouldn't be done? Also, if you are getting issues from her project manager, then you can issue her a warning letter... and 2 warning letters anyway result in termination.

The situation here has already gone out of control as the girl is annoyed totally, and you are taking things personally. Take it as a challenge and try to be a little more understanding towards her as per her social and economical background and convince her that you are her friend. But if still things don't work... issue her a notice, ask for improvement in 15 days, and if no improvement is seen... terminate her.

I would also like to say that one should understand the difference between the authoritarian mode and the professional mode. Being a Senior Person in HR would certainly not mean that they can pressurize people to do what they think is right. Although I personally don't feel it's right to be very finicky about the "in-time"... One should only be alarmed if the employees become irresponsible towards their work. Which only their respective managers can tell... Coming late or coming on time doesn't mean efficiency...

I don't know how many HR Managers would agree (HR with Indian Companies would disagree while working with MNC's would agree since there is freedom in MNC's regarding flexibility in timings).

Thanks!!

Regards,
Dhoop

Hi, please have a friendly meeting with her and try to know the facts behind that. She may be suffering from some personal problems. In that case, please help her. You may also send her for training to improve her positive attitude.

As an HR professional, we should have the skills to develop people.

Hi Sohini,

We have TM's like this in every organization. 1st and foremost is to get an understanding of this behavior. Are there are any pressing personal issues that is pushing her to this extent? It has to be more a discussion (than just a friendly talk) to probe into her behavior. If she has genuine concerns then can the company help her in address it to an extent where her behavior at work does not get hampered? If there is purely a behavioral problem and you can't do much (as you already claim to have issued her warnings) then it is time you let the employee move out of the organization lest her behavior sets as an example for others.



Thanks & Regards,

Shilpa Jadhav

Hi,

I agree with most of what they have suggested, but one thing you should keep in mind is that we are paying her for the work she does and not for her presence in the office. If her absence is delaying the project, hand it over to somebody else or allocate one more person to that project. She may incur LOP, but our clients want results; they do not want to hear such excuses. At least in her absence, the work is getting done.

Speak to her. If her physical presence is necessary in any situation, find alternatives or negotiate with colleagues for timings. For instance, if she needs to take her mother to the hospital, let her take the morning off but ensure she makes up for it by working late to complete today's tasks. Alternatively, provide her with a laptop and access to work from home.

Thank you.

Dear HR Fraternity,

I think the HR department has much more to do than cajoling irresponsible employees. Most of my friends have suggested that we should open up a communication channel with the employee. I agree that, in most cases, we should do so. However, with people who act smart, we need to be clear in our ideas and initiate necessary action. I believe there is no point in opening up a grievance cell and starting to listen to lame excuses.

It might sound harsh, but if the employee is productive, it is acceptable; otherwise, it is merely foolishness to entertain such an employee in the organization. We need to take stern action against employees who take their job very casually.

Since you tried your best to retain her, then find a suitable replacement for her ASAP and terminate her with immediate effect. There is no point in keeping her on the board as it might affect other employees, so I believe it's the right time to address such habits. But make sure it will not affect the project she is currently working on.

Thanks

Hi,

Just see how this girl behaves with other coworkers. If she is behaving in the same manner, that means there is something wrong in her personal life. Alternatively, you can observe his daily behavior.

I think we should follow HR policy. A rule is a rule for everybody. Otherwise, other employees might take undue advantage of this in the future.

Hi, just see how this girl behaves with other coworkers. If she is behaving in the same manner, that means there is something wrong in her personal life. Alternatively, you can observe her daily behavior. I think we should follow HR policy. A rule is a rule for everybody; otherwise, other employees might take undue advantage of this in the future.

Hi Sohini,

As a Management Executive, you made the best efforts to resolve challenging situations. However, it appears that she did not respond in a manner conducive to resolving issues.

Please review her performance tracker and assess her work before considering issuing a warning letter. If she is an outstanding performer, a warning may be appropriate; otherwise, a different approach should be taken. This situation with one individual could set a precedent for others, leading to chaos within the organization. It is crucial to maintain proper control and management over employees to avoid such scenarios.

Maintain a friendly relationship with your colleagues, but do not allow them to disregard company rules. Remember, "Let's give a chance to a new Bee to make its Honey with your company."

Regards,
Balu

[Quote from Sohini Basu Roy:]
Dear friends,

I have been facing a challenging issue in my office for the past few months. There is a female employee in our office who is a trainee. Over the last few months, I have observed a lack of punctuality among employees. While most complied after a notice was issued, this particular trainee continued to arrive late. Despite repeated warnings, she did not rectify this behavior. One day, she responded to me saying, "If I am late, you can take any step (such as deducting half of my salary) as mentioned in the notice." I remained silent.

Last Thursday, she called me in the morning, informing me that her mother was unwell and she would not be coming to work. The following day, she called again citing the same reason. I insisted she come to work as her absence was affecting our project, which she was handling independently. She reluctantly agreed to try. However, during the first half of the day, she did not answer my calls. When she finally did, she abruptly disconnected.

Later, she visited my office with the same attitude. After questioning her about her actions and citing previous incidents, she left abruptly following our conversation. Subsequently, when I visited her department for another matter, I discovered she had left the office early, as confirmed by her teammate.

I immediately called her, prompting her to return to the office after expressing her reluctance to work. I persuaded her to come back by emphasizing the importance of her role.

I seek advice on how to address and prevent such behavior in the future. Your suggestions would be greatly appreciated.

PLEASE HELP ME. I WILL BE GRATEFUL FOR YOUR SUGGESTIONS.

---

This revised text corrects spelling and grammar errors, ensures proper paragraph formatting, and maintains the original meaning and tone of the message.

Hi,

I think you should not talk to her; just keep a watch. At any wrongdoing, give her a written warning. After two warnings, terminate her. Don't retain her; she is not an asset to any organization.

Regards

Dear Sohini Basu,

You need to call the employee and counsel her. Keep her late-coming record handy and ask her how she justifies her regular tardiness. Also, explain to her how it is affecting the general discipline and timekeeping rules of the company. Make a note of this meeting, sign it jointly, and keep it in her personal file.

It is hoped that this approach will bring a positive change, and she will start coming on time. However, if there is no improvement, then you may issue a charge sheet to her as per the Standing Orders applicable and terminate her after conducting a domestic inquiry.

Regards,
Mohan.

Hi,

I really don't appreciate you going to her again and trying to make her understand. I hope this is the right time for you to be able to make a decision. You can give her a notice period to safeguard the work atmosphere. Perhaps because of her, other team members or colleagues may also start behaving in the same way.

Since she is handling a project individually, try to find a replacement for her within the notice period to avoid any interruptions to her project.

I know that as an HR professional, we should try to retain our employees based on their overall performance. But in this case, I see her as a virus that could spread to others in the future.

Hence, the sooner, the better. Take action.

Hello everybody, sorry for being late in replying. Thank you for giving me such useful suggestions. I am really grateful to you all. Thank you, friends, for your valuable suggestions.

Hi Sohini,

This particular employee seems to be an irresponsible person. I understand you already had a friendly chat with her to make her understand the seriousness. This kind of behavior will definitely create a negative impact on her. Hence, take this formally and handle professionally. Send her the mail at her official mail ID and give her the last warning, and put a cc to the management. If she still continues, you should go ahead and terminate her. But before that, start looking for a replacement for her.

Regards,
Kamini

Mr. Ravi, I guess you are not from the HR fraternity or background. Your answers are big, bold, with negative, firm assertions. (You do not qualify to be an HR if you are in HR). Your answers depend on instinct and gut feelings spontaneously, which a level-headed HR person with skills of overseeing attitude and organizational development will never react like you do.

Firm up, man (Human beings for generating results through relations). We are not security guards or the police, man. And probably you have been having bad experiences dealing with HR or HR issues yourself. :( See all problems in a three-dimensional perspective or put yourself in the shoes of others. You would analyze and come up with better solutions.

Good luck! Don't express yourself so much to be seen; no one would respect you.

Good luck!
VJ

Hi Sohini,

Be nice to people who deserve it. You should be nice to people only when they are nice to you. I would treat a person the way he/she treats me, and it is imperative that when I initiate the conversation, I start it on a pleasant note.

She is a trainee, and trainees should be taught what is right and the consequences of wrong actions. Just tell her straight that she would be given one last chance. Any behavioral issue would lead to termination from service. Follow it up with a termination letter if she doesn't change her ways.

Warm regards,
Swaminath Adabala

Hi,

First, have a word with her reporting senior (if any). By your scenario explained, it says she doesn't have any; if she had, they would come to you. So, talk to other senior management, and then send a warning letter to this lady (trainee). Keep you and her seniors in cc, and explain what's wrong with her (her attitude, work hampering, etc.) and provide a final date to improve by this time or else she would be terminated.

If she improves, well and good; otherwise, terminate her as she may also negatively influence others (bad virus spreads quickly).

Take care.

Dear Sohini,

You may have told her to submit a request letter for coming late to duty, and then forward the same to the HR head and senior management as well. Please await their reply.

Regards,

Arup Kumar Roy
Contact No. 09909972779

I believe that HR has to be soft and understanding and tough at the same time. Since the girl has already been dealt with softly many times, strict action needs to be taken. Follow the policy, "half day for so many hours of coming in late, etc." Deduct salary for taking excess leave, mark "absent" for leave without information.

If she is affected, she'll start being punctual. If you are not able to handle the situation, seek help from your reporting officer.

Tania

Hello Tania,

Dear, we have a policy. Before cutting, every day as she came to my cabin to sign the register, I reminded her, "You are late...salary will be cut." Do you know what her reply was? "Yup, you can cut...you cut money, I don't have a problem." Now, you tell me...

I think what you should do is just email her by telling her that this kind of behavior is not expected. Then, mark it CC to her boss and also to the location head if required. This would really help.

Dear Sohini,

You have a plus point in that you are also female. You need to speak to her very friendly. If she continues to be absent, you should visit her home on the same day to see if there is a genuine issue regarding her mom's ill health.

If you discover that it is indeed true, then you should excuse her by approving all her leave requests. If it turns out not to be true, her trainee period should be ended. However, before taking that step, you should find a replacement employee to manage the project in her absence.

I hope you find this to be an appropriate way to handle the situation.

These kinds of attitudes have to be punished, or the other employees will also take advantage, and the company's decorum will not be maintained. You need to take disciplinary action immediately so it will teach her and others a lesson because you are too lenient. Only she is taking advantage of you. You can give her a memo, and if she continues to do the same thing, it's better you let her go from the job. Otherwise, you will lose your respect very soon.

1. I find that we should know why she is repeatedly doing it. Is it only with you or with everyone? Is it because of some reason or without any reason? Because when she was recruited, I feel she would have been sincere.

2. If a proper outcome is not achieved, and the outcome suggests ego problem and attitudinal problem only, then you must talk to her very calmly and sweetly. On the other side, you have to start searching for her replacement. The intensity of the search should depend upon her attitudinal degradation. If it is very fast, search from within the organization. If you feel you can handle her, then take your time (max. 1 month) and search for a perfect match. After you find a match, assist that match with this girl. Now, if she continues to degrade her responsibilities, shift them to the selected one. Either she will become calm and responsible, or she may leave. In both cases, productivity and business will not be hampered.

Well, this is from my side...

Prakhar Aditya Dwivedi

Hi Pramod,

It's better to say goodbye to her before it starts affecting the other employees of your company.

Thank you.

Dear Ravi,

I guess there is a much better and professional way of answering the query, like our other HR friends have done. I find your answer to be unprofessional. No one on this earth is a "GOD," and an HR personnel, whether senior or junior, is no exception. Nevertheless, Sohini has been trying to get the point across to this troubled soul (trainee) by all means, whether in a general mode using a memo to all or by meeting her one-on-one. We all know that when we work for an organization, we have to a great extent compartmentalized our personal and professional life. Both lives affect each other, but we should know how to balance that. It is quite evident that Sohini has been trying to get that balance across to the trainee in discussion.

Since Sohini is a senior HR personnel, I am sure she would also know how to solve matters of this gravity. Since it was getting a little difficult for her, she has sought our help. The point I want to drive home is let's talk about the solution to the problem and not make an unprofessional comment on the action already taken.

Dear Sohini,

I remember my school days. One of our schoolmates used to be late every day. He never came on time, and he was very rude, and his attitude was horrible. He never followed the rules, regulations, and principles. Even after repetitive notices, he never changed.

To solve this problem, do you know what our school teacher did? She assigned him as the MONITOR of our class. After a few days, the entire scenario changed. Day by day, he started realizing the policies, rules, regulations, and their implications in the future. The dark murky swamp actually turned into an Oasis. That's human nature.

Now coming to your point, it would be risky to apply anything right away. Please don't mind, but I think a one-on-one conversation is highly required where at the end of the discussion, she should get a clear picture of her contribution towards the company's business. Is it worth continuing? At the end of the discussion, she should realize how this affects others. I would recommend the following:

Step 1: Coach her first (by telling her what she is supposed to do, what, how, and when)
Step 2: Then give her a timeline (say 15 days) to show her developments, changes, and improvements
Step 3: Put her in a Corrective Action Plan (CAP) with some more timeline (say 7 days). Observe and communicate the changes/developments to her.
Step 4: If improvements are there, then appreciate. If not, then give her a formal alert to follow Step 3 (CAP) with a timeline (say 7 days).

If the results are satisfactory, then share it with her. Otherwise, it's time for her to separate from the company. This way, you have given her time (1 month), a good plan (CAP), an Alert, and you have been a good coach. So, you have tried the best to make her an excellent employee. Now it's time for her to pay off.

Regards,
Mr. Priyadarshee Pradhan
HR Professional

Hi,

I think you should call her and ask her related to the project you have given her. Through that, try to find out if she is comfortable with her job, any difficulties during working on the project, whether she is getting cooperation from her teammates, and try to open the discussion. Slowly try to understand the situation because, as per the case put up by you, that girl may not be liking to open up and share her problems with you. Maybe job rotation works, change in reporting works, guiding her works.

Regards,
Suvarna

Sohini, try looking out for a replacement without informing her, then give her notice and terminate her. She will automatically come on track with her next organization.

Dear Ms. Sohini,

I agree with what Ravi has suggested. She definitely is having some personal problem which is affecting her professional life. Though HR people can try to understand a little bit of what the personal problems are, since the employee is of this type, it is not advisable. So what I suggest is to prepare a letter detailing the issues and send it to her with a copy to her higher-ups and the CEO/MD. Ask her to give an explanation in writing within a stipulated time frame (max 48hrs). If she doesn't respond to it, take the next action, i.e., terminate her. A company cannot work with people like these. This kind of attitude of an employee will affect others as well.

All the best,

Sudheer Menon

Hi Vidya,

I agree with you, Sohini should try to develop a friendly relationship with her while showing due regard for her. Sohini should also mention that "this was not her behavior earlier; there must be some reason for this kind of behavior and that Sohini would like to understand and be with her if there is anything bothering her (maybe Sohini can softly ask about any problems with colleagues, peers, team lead, environment, personal issues, parents, or any close friend (avoid specifying a boyfriend, as it might be offensive). Also, don't push her too much, give her some time to open up (you may suggest that if she is not ready to discuss right away, you can invite her for a special coffee or a lunch meeting outside the office. If you feel the reason is genuine, you may accordingly deal with it by extending some relaxation until her situation is normal (specify a date for the relaxation period). If she is taking advantage of being alone in handling any project, then using the above method, buy some time and look for a substitute gently, perhaps from within the office or outside. You may also explain that you are trying to help her with her work along with the problems she is facing and gradually introduce another person into her project. If she is intelligent, she would immediately understand and start behaving properly. You never know, she may leave or negotiate her compensation at a critical point when the project delivery is essential. To avoid this situation, I believe the aforementioned steps should be taken as corrective measures.

Best wishes,
Nishi :)
Senior Manager - HR

1. Check her track record (performance) and her quality of work. If not, then there is no question. Give her "peace of mind" in case she is new. Involve her in a conversation and counsel her about your organizational practices in a friendly but assertive manner.

2. If she is a good performer, then she needs more work, as she is smart and able to complete all assignments on time with quality. Give her counseling on new initiatives to improve the department/function or any other area.

But don't entertain any indiscipline; this will deteriorate organizational/team culture.

Dear Sohini,

Thank you for sharing your problem. I have been working in HRD for the past two years in retail. If that girl does not want to follow the policy, you have the right to take corrective action. First, give her a warning letter. I also suggest assigning an assistant to her project. This way, if you need to terminate her services, your project will not suffer. Please remember to act normally for a few days before terminating her with immediate effect.

Thank you.

Hi,

Taking into consideration that you are a Senior Manager, talking to the concerned employee is the first thing that one would do. It looks like this person has some personal issues due to which she is having to come up with a few standard excuses. The very fact that she is not taking your calls, etc., sheds enough light on the matter. It is very apparent that this person is either not interested in her job or has a serious problem reporting to authority. She has absolutely no business walking out of your cabin while she is being reprimanded.

I would suggest you give one last try at talking to her. In case this attitude of hers persists, it's best to bid adieu to such bad apples. It does not take time for others to start following the same, leading to problems on a much larger scale.

Regards,
Ashfaq

Dear Friend,

This is Venkatesh, having 9 years of experience in the HR field. You can tackle the problem in the following way:

1) Call her, talk to her nicely, and try to understand the reason why she is behaving this way. Determine if she is doing it intentionally or if there is a genuine reason behind it. Then, if it is intentional, give her a verbal warning. If it is genuine, give her some time to overcome the issue.

2) If she does not show improvement even after the initial warning, provide a stern warning. Inform her that if there is no improvement, disciplinary action will be taken. Be cautious by hiring someone junior or at the same level so that if she leaves or is relieved, there is someone to take over the project to ensure work continuity.

3) If the new person arrives and she still does not improve, issue a written notice stating that based on her behavior, she will be relieved within a month. During this period, she should start looking for another job, and the company will support her in this transition.

I believe this approach will help resolve your issue. If you require further discussion, please feel free to call me at 9892245585.

Venkatesh.

Bye

Dear friends,

I have been facing a challenging situation in my office for the past few months. There is a female employee who is a trainee in our company. Over the last few months, I have noticed that employees are not punctual in arriving at the office. While I issued a notice to all employees, this trainee continued to arrive late. Despite repeated warnings, she disregarded the rules and even challenged the consequences mentioned in the notice.

Recently, she cited her mother's illness as a reason for her absence, affecting the project she is solely handling. After a series of incidents, including leaving the office without notice, I am seeking advice on how to address her insubordination and irresponsible behavior.

I sincerely request your suggestions and guidance on how to handle this situation effectively.

PLEASE, PLEASE HELP ME. I WILL BE GRATEFUL FOR YOUR SUGGESTIONS.

Sohini Basu Roy

You should talk to her in a friendly way and let her know about the company policies. Otherwise, you have to take a decision as per company policies as this behavior of hers will affect the environment of the organization. Tomorrow, other employees will follow her footsteps. If she gives you a genuine reason, then you can make an exception to some extent.

Dear Sohini Roy,

As Mr. Ravi said, we are all human beings. Right! Very right!

But here, 100% I will not agree with the wordings of Mr. Ravi.

"Better mind your work and leave her alone, let her take leaves, if leaves are over, make it LOP, but don't terminate till she resigns... Because we are humans, hope the same from you all."

Sir, the company assigned you the work of Senior Manager-HR. Your work is to ensure better human relations, that too only for the sake of and for the benefit of the company. Your prima facie duty is to work for the company which is giving you bread and butter. Sir, you are exactly doing your job and minding your work only!

You talked to her in a friendly way. Made conversations! Asked her problems! Made her understand the value of the system, punctuality, and her career. What more else can a Senior Manager do than this? I believe you cannot correct any employee or anybody unless they wish to correct or change themselves by understanding. "One's realization must come from inside."

What is the mannerism of a lady (in fact a trainee), who disconnects a call of a Senior Manager purposely, who walks out of the office during office hours without any intimation, who is arguing with a Senior Manager. (Your statement: she kept on arguing, accusing me but I was so calm...)

I think Mr. Sohini, you are a person very good at heart. How is it possible for a man to help and solve someone's personal problems even by taking your own personal efforts if she doesn't want to open up and tell her personal problem to you? Solving personal problems is not part of your job, and no one can compel you to do that; it is done only by considering the benefit of the organization.

Every human being must realize the great sayings: "Work is worship, duty is divinity." At least for the sake of money, if she gives importance to money, she will definitely come to the job on time and do the work. It seems like the money given by the company is also not important to her.

Discipline is the utmost important thing required from a disciple. That is the absolute necessity of a trainee. There are so many other people working in your organization, including your boss. Everybody has their own personal problems. If everybody starts showing indisciplined behavior, what is the fate of the organization? We are running an organization.

Assigning personal problems as the cause for indiscipline is not acceptable for anybody, including your boss.

If your boss didn't give or delayed one month's salary to the employees by attributing his personal problems, whether all employees will accept this as a cause and continue to do the same quality and kind of work? No! Work performance would definitely come down!

Discipline is required to give the salary to employees on time from the employer. In the same fashion, the employee is also required to be present and work at the scheduled time. Three or four days of delays in a month - okay. Leave it! But continuous practice, is it good for the person who is doing it? Is it good for the organization? Is it good HR practice even on the part of the Senior Manager to allow freedom to one person coming late to the office every day?

I suggest taking some disciplinary action against this lady by duly considering the benefit of the project and the organization. This is my personal suggestion.

My Email ID: hsankararaman@yahoo.co.in

Thanks & Regards,
hsankararaman

Dear Sohini Roy,

As Mr. Ravi said, we are all human beings. Right! Very right!

But here, 100% I will not agree with the wordings of Mr. Ravi.

"Better mind your work and leave her alone, let her take leaves, if leaves are over, make it LOP, but don't terminate till she resigns... Because we are humans, hope the same from you all."

Sir, the company assigned you the work of Senior Manager-HR. Your work is to ensure better human relations, that too only for the sake of and for the benefit of the company. Your prima facie duty is to work for the company which is giving you bread and butter. Sir, you are exactly doing your job and minding your work only!

You talked to her in a friendly way. Made conversations! Asked her problems! Made her understand the value of the system, punctuality, and her career. What more else can a Senior Manager do than this? I believe you cannot correct any employee or anybody unless they wish to correct or change themselves by understanding. "One's realization must come from inside."

What is the mannerism of a lady (in fact, a trainee), who disconnects a call of a Senior Manager purposely, who walks out of the office during office hours without any intimation, who is arguing with a Senior Manager. (Your statement: she kept on arguing, accusing me but I was so calm...)

I think, Mr. Sohini, you are a person with a very good heart. How is it possible for a man to help and solve someone's personal problems even by taking your own personal efforts, if she doesn't want to open up and tell her personal problem to you. Solving personal problems is not part of your job, and no one can compel you to do that; it is done only by considering the benefit of the organization.

Every human being must realize the great sayings: "Work is worship, duty is divinity." At least for the sake of money, if she gives importance to money, she will definitely come to the job on time and do the work. It seems like the money given by the company is also not important to her.

Discipline is the utmost important thing required from a disciple. That is the absolute necessity of a trainee. There are many other people working in your organization, including your boss. Everybody has their own personal problems. If everybody starts showing indisciplined behavior, what is the fate of the organization? We are running an organization.

Assigning personal problems as the cause of indiscipline is not an acceptable thing for anybody, including your boss.

If your boss didn't give or delayed one month's salary to the employees by attributing his personal problem, whether all employees will accept this as a cause and continue to do the same quality and kind of work? No! Work performance would definitely suffer!

Discipline is required to give the salary to employees on time from the employer. In the same fashion, the employee is also required to be present and work at the scheduled time.

Three or four days of delays in a month - ok. Leave it! But continuous practice, is it good for the person who is doing it? Is it good for the organization? Is it good HR practice even on the part of the Senior Manager to allow freedom to one person coming in late to the office every day?

I suggest taking some disciplinary action against this lady by duly considering the benefit of the project and the organization. This is my personal suggestion.

Thanks & regards,
hsankararaman

Hello Sir,

You are very much correct, but what I wish to tell you is that though there is no HR in my organization, once I had a personal problem and did not visit my office for one month, and even more than that, even my boss knew the problem, but in my office all cooperated with me, and someone or the other handled my work until I came.

So now I think very highly of those people, as they helped me at that time. And my problem must also be like that of that girl, even if my office had told me that they would cut my pay, I would have bluntly replied OK, you can cut it.

Because you see, it is human nature. Once again, O my learned HR professionals, have you understood human nature.

You already have some personal problems and somehow manage to come to the office, and the HR is standing before you and telling "I will cut your pay."

If you add fuel to fire, what will happen?

Here the outburst of emotions happens, and the employee replies bluntly, "Do what you want" or "You can cut it," because the issue is more significant than your pay at that time. So obviously, she will decide to take LOP and try to solve her personal problem.

No doubt, I agree that we are working for the organization, and we can directly issue a warning letter, memo, and terminate her. But in this case, I always advise candidates to keep the HR on their toes.

Even in whatever work I do, I keep certain trade secrets only with me. So even if the organization's HR terminates me, the company will be in deep trouble as the only person knowing the detailed secret knowledge is me. Ultimately, in this case, the HR will get fired by management. And no action can be taken against me, as management needs me, and will approve leaves, but it will be the HR who will be in trouble.

Direct firing, terminating is not what is taught in HR. Either you can make her realize the issue and let her make her decision, i.e., she may voluntarily resign, but forcing to resign, terminate, etc., no.

My Email ID: [Email address removed for privacy]

Thanks & regards,
hsankararaman

Dear all,

Even I am facing a similar situation at the moment in my company. I am working as an HR Executive and Recruiter in my present company. I would like to share my experience as well:

This employee has been employed since February. He was told about his targets and responsibilities quite clearly by the management as well as me. He accepted and started off. However, performance-wise, his output was not meeting the expectations of my management. When this was brought to my attention, I spoke with the employee and asked him about his challenges. He provided various reasons and excuses. One reason he mentioned was that he didn't understand the service line he was tasked with selling to prospective clients.

Considering this as a valid reason among others he shared, I informed the management. Subsequently, the management conducted a one-on-one with him and transferred him to a different service line that he claimed to be familiar with and more comfortable in. By this time, he was nearing the end of his two-month probation period.

I advised him to communicate any performance issues promptly to me and his superior. He was given time to settle in and continue his duties in the new service line. However, after another month, a performance review revealed that the management was still dissatisfied.

He mentioned that the management was not accepting the clients he was bringing in as a reason for his underperformance. We had another discussion with him, reiterating our services and what we offer to clients. At this point, a warning letter was issued, extending his probation by three months due to the lack of results or target achievement.

Following the warning letter, his performance showed a slight improvement for a brief period, but it was still rated as average by the management. Despite detailed explanations of our services, he struggled to attract the right clients.

Towards the end of May, it was discovered that he had been tampering with the surveillance camera in his workspace, attempting to avoid being recorded during work hours. This act of tampering was met with strong disapproval from his superiors and the management.

After a thorough performance review, it was evident that he was taking the extended probation period for granted, coupled with multiple leaves citing various reasons. A second warning letter was issued, addressing both his behavior and performance. Following this, he took a leave of five days due to severe back pain.

Upon his return, another discussion was held emphasizing the importance of his conduct and performance. It was made clear that if he did not improve to the expected levels, termination would be considered.

Subsequently, a new employee (employee 2) joined in the same shift as employee 1. Employee 1 proceeded to speak negatively about the company and its processes to employee 2, who provided feedback on this behavior.

Given the situation, termination of employee 1 is being considered. The question now is whether to give him a final chance for 15 days before termination or to terminate him immediately.

Your suggestions on how to proceed with this matter are crucial to me in managing employee 1.

Regards,
Vijaya

Dear Sohini,

Don't worry, dear. I would suggest you take her off from the position because if she continues this, the whole project is going to collapse. Take her out and give the responsibility to someone like what Ravi said. But it's better to take her out of the office as this may also affect other employees' performance. There is no meaning in keeping a girl without flexibility and performance.

Regards,
Merly

Thank you, thanks a lot everybody for your valuable suggestions. Special thanks to Hsankararaman for explaining so nicely. I am trying to apply all possible ways to keep a healthy environment. Let's see how far I become successful.

Hi all,

I am Shaheela, a senior HR professional in an IT company. I am glad to be a part of this forum.

I have a crucial requirement; I am looking for logistics/commercial executives for the Finance Department in Bangalore with 4-6 years of experience. Please let me know if you have any contacts.

Thank you.

Dear All,

Greetings to Everybody,

I am Hari, working as a Generalist HR for one of the IT companies. In our corporation, performance appraisals are currently ongoing. Could you please let me know what type of appraisals you are following in your companies? I need to do some research in this regard. It would be greatly appreciated if you could assist me.

Thanks & Regards,
Srihari

Dear Sohini,

I completely agree with the thoughts and suggestions of Vidya. She is right in saying that you need to win your employees' confidence and try to figure out the reasons for their tardiness. There may be personal or professional issues at play. Provide her with the best suggestions and check if she is engaged in work that interests her. Recognition could be a key motivator, and I believe that will be effective.

Regards,
Pankaj

Hi,

As a professional HR professional, I would suggest you take a look around the work environment. I mean, try to find out if the mentioned employee is maladjusted with her work. Most employees face adjustment problems at the very beginning, which may lead to maladjustment in the workplace. She may not be able to cope up with her work, friends, and even colleagues too.

Again, sometimes it may happen that she is being rejected by her workgroup, and she is trying to separate herself from the colleagues, etc. Go ahead, find the reason, and do your level best.

So, being in HR, please try to counsel her and let her know how your organization values her. Try communicating and keep motivating such employees. Always try to create a home-like environment in your organization.

Best Regards,
S. Borah

Hi,

For every human being, we need to give chances to rectify or correct oneself in life, which you have given to her. You have warned her so many times, yet she is still giving reasons. Tell her she can't give her own reasons for her absence. Give a written notice to her; she has to value her work. If she is not regular, then inform your higher authorities and remain cool so that you can concentrate on your work, at least.

Anyway, all the best.

Regards, Nirupama

It's a common issue for male bosses, and I believe one should try to understand her situation if it's genuine. If not, a possible solution for such problems can be found in the classic book "One Minute Manager" (The Best Will Be Rewarded And The Least Will Be Reprimanded-quote). You can seek solutions from this book. A one-minute reprimand could prompt an attitude change. Avoid emphasizing that she is the sole person capable of executing the job; retain her only if she can be an asset to the company. The company's primary objective is profitability. This approach applies not only to female but also male employees. Please do not misinterpret my views, female friends; I respect any candidate who is an asset to the company regardless of gender. I recommend all my HR friends to read the book "One Minute Manager." It offers valuable insights.

Dear Hari,

This is a fine opportunity that you can utilize for your research. I am still learning, so I would be the wrong person to suggest to you. But I would like to tell you something: one of my friends is in a manufacturing company, and his GM suggested him to specialize in Total Reward Management. So, I am suggesting to you, 360-degree feedback is one of the best methods to execute appraisals. This is a common method that you might be familiar with, but when you execute this, you will taste the real essence. Please share with me as well. Bye.

Mr. Ravi,

I really appreciate your human approach! You are really good at heart! We are all human beings first rather than saying as professionals! Sir, I am not an HR Professional or HR Executive to advocate to retain or detain an employee. I am working as an Accountant in a private organization and I just expressed my personal notion on the subject, so that Ms. Sohini may be able to make the correct judgment.

Sir, I myself know the pain of termination or the threat of termination. But my question is, what is the point in keeping an employee, especially a trainee employee, who had no discipline towards the job (leaving the job during working hours without proper intimation), no discipline towards time, no discipline towards systems, and no discipline in behavior towards the senior manager of her organization.

Self-respect is essential for everybody, whether for an employee or an employer! Expecting an employee, particularly a professional employee (the trainee lady may be a high-level professional and she may be extraordinary), to work at the cost of self-respect is bad on the part of the organization. The organization was not intended for that.

Likewise, there is no necessity on the part of the organization to tolerate undisciplined attitude of an employee, no matter the extraordinary talent the employee possesses and whatever trade secrets the employee knows. What is the point in employing a person who doesn't have any respect for the organization where he/she is working?

An organization consists of so many organs! All are important! I never deny that! But if one organ is damaging the other or paves the way to damage the other organs, what is the point in keeping? Simple logic! Replace it! For example, the eye is an important organ in my human body! But if it is useless and is going to damage my heart and life, then what is the point in keeping the eye, no matter how beautiful it may be! I have to remove the damaged one and replace it with another! That is it!

An organization has its own policies and procedures that have to be adhered to. My only suggestion to Ms. Sohini is to apply the company policy. That is it, Mr. Ravi.

Thanks & Regards,
H. Sankararaman

Hello,

I feel that this problematic individual cannot be reformed by HR solutions. She may have been brought up in an atmosphere filled with prejudices and indifference, or she may have gender-based biases. Nowadays, such young people are causing discord in a disciplined office environment. You should have the patience to tolerate such behavior and wait for the time when they may fall in line with the orderly group. This transformation can occur when something significant happens in their life. If you can't, it's better to part ways with her. The inculcation of values either in schools or within families seems to have diminished, leaving HR professionals with the responsibility to address these issues.

Best of luck.

Karath AK
Sr. Manager (HR)

She might be upset due to her family problems. Please arrange an alternative for her who can manage to do that project (it's better to take any internal person) and tell that girl to take a break of 2 to 3 weeks. She should come back without any tension and with great energy to give her best to the organization. "Don't let us feel that we have made any mistake by recruiting and selecting you." "If you want to have a healthy relationship with our organization, then you should follow the organization's norms."

Am I right???

Regards,
Lavinder
HR Manager

Hi,

If you ask me, I think that the girl must be feeling pressured. She seems to believe that 'if she is not there, the project will suffer'. Perhaps she is searching for something. It appears that she is struggling to cope with the pressure.

The best course of action would be to:

1. Try to alleviate the pressure she is under.
2. Be friendly and show genuine concern for her well-being.
3. Engage her in a conversation to understand her issues.
4. If no improvement is seen, start considering a replacement and provide training to the new person.
5. It was a mistake to convey to the girl that the project is failing due to her absence, as she may take advantage of this situation.

I hope this advice proves helpful. I have faced similar situations at my workplace and implementing the above strategies has worked for me.

For further assistance, please email me at praveen7602@gmail.com.

Hello friends,

Thank you for your suggestions. I have good news for everyone – the girl is changing her attitude. She is making an effort to arrive on time. I understand that it's not possible to be perfect in a day, but I am willing to give her some time. I believe she will revert to her previous self; she has realized that it's important to me.

Now, the question is, how long will I need to monitor her to ensure this change persists?

Thanks a lot, friends.

I agree with the comments provided by Runa. In spite of your friendliness in trying to resolve this matter, if it persists, you must escalate it to the reporting manager in writing. The company policy should support this action by outlining a specific clause that empowers you to email both the employee and the reporting manager, and subsequently give a one-month notice or terminate the individual immediately for misconduct or indiscipline, even after repeated counseling and warnings. Being overly friendly and patient with such individuals may lead to more people behaving similarly. Take care.

You should just dismiss that girl and appoint someone who is capable and can efficiently and sincerely handle the project. Make sure to assess the candidates' ability to work, review their previous work record and achievements before appointing them, and inform all other employees to work diligently.

Hi,

First of all, you have already spoken to your employee in a friendly manner. You have done much! Remember one thing: as an HR professional, never give employees more importance. If you give them more, they are going to take you for granted. There are millions of people in this world who want a job. You can find a better person for the position. If you carry on the same way, one day you will have to leave your job. Show what your authority is and why you have been appointed as an HR in the company.

It seems the employee is playing around with you by saying you can deduct the salary or telling that she wants to leave the job. Go ahead and do what you have to do according to your company's policy.

I will agree with RAVI. You have already lost the chance to show her that you are her friend. Let's face it. She won't trust you no matter what.

From what I see, there are a few points that need to be cleared.

1. If she is a trainee, she must have a probationary period. And if she is not up to the mark in that time period, then many things can be done...

2. But from what I have read, she has probably passed that stage. So then why not take a different approach.

If I am right, you want your project completed and can't afford to let her go at this point. So she must have some amount of talent and skill in order for you to have given a trainee an independent project. So, it's not the time factor that is important... it's the project completion.

Please correct me if I am wrong. I understand discipline is necessary, but quoting my friend RAVI... we must not forget we are all human. She must be facing some sort of problem... a serious one.

So sit her down and lay out the facts. Try to make it a win-win situation. Tell her she can have a flexible time schedule... for the time being... till her problem is solved... but don't pry too much into the problem. Tell her she was hired after a long process, and you want to keep her, and she must help you to help her. Make her feel important.

Point out that the project must be completed as it was assigned to her... let her tell you how she can manage it. Please keep in mind... sitting in a seat from 9-5 is not important. It's the timely completion of work.

Don't worry about what the other employees will think. Tell them the organization cares and from time to time must show it.

Another option is to install some technology. The time in-time out IT system and then just let her use up her days off and in the meantime get someone else to coordinate with her and take over the project.

I hope that helped.

Ceesquare

Hi Sohini,

There are many ways to handle such kind of employees. One approach is to arrange a meeting with her and help her understand the reasons behind her attitude. Another option, as suggested by a friend, is to consider termination. If she excels in her work, it is important to communicate to her that such behavior could harm her career. Additionally, a simple gesture like thanking her whenever she is punctual can also make a difference.

Regards,

Devang Pandya
HR Executive
09724472977
Manan Motors (P) Ltd

Hi! I somehow don't agree with Ravi. If she behaves unprofessionally and if you do not take any action, she would set an example for other potential employees, and they might also follow suit. This could change the entire scenario or the decorum of the organization.

All I would say is issue her some kind of warning letter regarding her disruptive behavior, which is spreading negative vibes among the other members. If she continues to behave in the same manner, then you should take affirmative action against her.

Regards,
Aruna

Dear Friends,

I have read your answers, and they are really good as they provide different solutions to the problem. I agree with one of my friends who suggested transferring the project slowly to someone else before she disappears one day. HR cannot take care of the problems in the associates' personal lives if the associates are not open to accepting help from HR. We cannot force them to accept our help.

I feel it would be better to have a final discussion with her, along with her Team Leader and other seniors. If she is not interested in the job, it would be better to terminate her employment or ask her to resign.

We cannot continue to bear the burden on our shoulders for an extended period. It's better to address and resolve the issues promptly.

Thank you.

Dear Sohini,

Ravi is right in a way. Generally, some people mix their personal life and official life. In the process, they feel lost, and sometimes they may not be aware of what they are into. Hence, do some counseling sessions, and I'm sure she will bounce back to performance.

Dear Sohini,

Ravi is right in a way. Generally, some people mix their personal life and official life. In the process, they feel lost, and sometimes they may not be aware of what they are into. Hence, do some counseling sessions, and I'm sure she will bounce back to performance.

Regards,
Bhanumurthy

Hi Sohini,

I understand that you have already provided some counseling, yet she continued to behave the same way. She is not the only one without personal problems, and she is not an exception to this. We all find ways to balance our personal and professional lives.

Aruna

Hi Sohini,

We, HR professionals, cannot work with emotions. It is necessary to first understand whether the employee is an asset or a liability to the organization. Proceed with the SWOT analysis of the individual and then make a decision.

Regards,
Rupali

Rupali,
I do agree with you... no emotions are bigger than HR values, rules, and regulations.
Aruna

I think you should clearly send her an official email about her irresponsible behavior. There are other sincere candidates also waiting for a good job; you can always have better candidates work with you. I faced a similar problem with my junior, and friendly behavior of me and my seniors too did not work. Maybe I may sound harsh, but at times being an HR, you should be straightforward.

Dear Ms. Sohini,

It's really nice to hear that the lady has started correcting herself and coming to the office on time. I have one more idea. To help her understand the organizational values, show her how many people have contributed their ideas and time. Everything is for her benefit only!

Take a printout of all these people's suggestions and give it to her. Allow her a full day to read and comprehend those ideas. She will definitely change herself! By doing this, you are helping her both professionally and personally. You don't need to give advice; just ask her to patiently read all these HR and other people's suggestions.

Thanks & Regards,
H. Sankararaman

Positively thinking, she may have been passing tough days caring for her mom, who is unwell. Please discuss with her if she has any genuine problems on the home front. If so, inform her that the project she is overseeing has a specific target completion date. If she is unable to meet this deadline, the responsibility may be reassigned to someone else. Provide her with a set timeframe to improve her discipline. If her behavior is due to reasons that are unclear, you may need to escalate the issue to your superiors for potential disciplinary actions.

Asim

Hi Sohani,

All the replies given are with a positive attitude. However, if the lady employee is taking it for granted, then it is going to affect the organizational atmosphere. The other employees will start following the same, and it will become a mess. You won't be in a position to handle it. As mentioned by Soumen Paul, minimize the responsibility and add a backup. Let the feeling of job insecurity enter her mind. Let her be puzzled, minimize communication, and reduce her importance. Let's see whether it works.

Regards,
Vivek

Hi All,

As per my understanding in this case, even if employees have any personal problems, they still need to maintain the integrity of the company policy.

I think you should consider putting her on a PIP (Performance Improvement Plan) for one month. If her attitude remains the same and she continues to disregard the company rules, then it's time for a DAP (Disciplinary Action Plan). Put her on a DAP for one month and review the changes after that time.

If your company does not have a policy for PIP or DAP, you can ask that employee to resign from their position.

Thanks & Regards,
Kumar Gourav

Dear Rohini,

Before taking any harsh steps, I believe you should try to talk to her parents or relatives and discuss her behavior with them. You will definitely get some clues as to why she is doing these things.

This suggestion may sound a bit unusual, but you never know, you may find a solution.

Regards,
SAMEER KAHU

I don't know why you are tolerating her. Just tell her to maintain discipline in the office and uphold the dignity of the workplace.

Hi Sohini,

Does your company have an Employee Handbook/Policies & procedures manual? If so, timekeeping must/should have been addressed.

From what I gather (via your email), the employee has an attitude as well as a problem with time.

As you have already spoken with her (once? twice? a number of times?), I would suggest that you follow the verbal warning routine - 3 verbal warnings (please document the dates) and then a written warning.

Do not make a vendetta of this but do it professionally.

I would also suggest that you find out if she has family who is dependent on her/her mother has a serious life-threatening illness/is disabled, etc.

These could be mitigating factors in her attitude based on responsibility & stress. However, if she is a bolshy person who is trying you on for size, then fling the rule book at her. Bear in mind that other employees will be monitoring the situation and if she gets away with her behavior, you will have similar problems with others.

Take a deep breath/don't take it personally & check your policies.

Regards,

PVQ

Hi,

I think she is getting too much importance in your company and as you have already mentioned that she is handling a project alone and in her absence project will suffer that's the main reason and she knows very well that you people will tolerate all these things due to urgency of project. It is very clear from her attitude & the way she is giving reply so as per company policy you should take an action. Talking to her parents or relatives and discuss with them about her behavior, don't think it would be professional. May be she is not happy with your company.

Regards,
Jyoti.

Hi everybody,

I am a new member here. Actually, I am facing the same issue at my office. I have a friend who works under me, and he is always late. However, since he is the head of the department, this attitude can reflect on other employees under him. I have tried to be nice, but I really don't know what is on his mind. I do think that he tries to take advantage of our friendship. I don't know what kind of action I should take to balance between his attitude and our friendship.

Thank you.

Always think outside the box as HR doesn't follow the same old rules and standards. Create new ideas even if they appear foolish to others. Every invention starts from seemingly silly ideas itself. Be creative.

Dear friends,

I am facing a very typical problem in my office for the last few months. There is a lady employee in our office who is a trainee in our company. For the past few months, I have noticed that the employees are not maintaining the time of coming to the office. I gave a notice to all, and everyone obeyed my order except for this girl who kept coming late. I warned her repeatedly, and one day she responded, "If I am late, you can take any step (you can deduct my half-day salary) as I mentioned in the notice." I didn't say anything, and that was the end of it.

Last Thursday, she called me in the morning and informed me that her mom was not well, so she wouldn't be coming. I told her it was fine. Then, on Friday, she called again saying she wouldn't be able to come as her mom was still unwell. I insisted that she had to come as our project was suffering due to her absence (she was handling the project alone). She reluctantly agreed to try. The first half of the day passed, and when I tried calling her, she didn't answer. After a few attempts, she disconnected the call.

Today, she came to my room with the same attitude, as everyone has to come to my room to sign the register. I asked her why she behaved that way the last day and mentioned previous examples of her behavior. After the conversation, she left my room.

Later, when I went to her room for some other work, I couldn't find her. I asked her teammate, who informed me that she had left the office. Immediately, I called her. Initially, she didn't answer, but eventually, she did and expressed her reluctance to work, etc. I had to make her understand, and finally, she returned to the office.

I am seeking advice on what steps I should take to prevent these instances of walking out and similar behavior.

Please help me. I will be grateful for your suggestions.

Best regards,

Venkat
Corp-HR

Hi,

Some people will be like that, we can't guess their behavior or even their problems. But from your side, you tried so much to solve the problem. She should know the value of "Work" - Work is Worship. As an HR professional, you can avoid such people in only one way. I totally agree with Runa Patil's suggestion as you have the power to give her a notice period. In the meantime, you can search for a new trainee and assign her present work to the experienced individuals available with you.

If it's not possible, then wait for the right time. Whenever she completes her project, don't miss that opportunity to let her go.

Will this work for you?

Madhavi

Yeah, I do agree with Mr. Ravi. But, as a senior-level person, one need not wait for such a long time by keeping the things within himself.

I suggest Mr./Ms./Mrs. Sohini Roy take it up further with superiors, and as Mr. Ravi says, try out all the options, including LOP kind of things. Then take the right action based on her reaction to LOP and all. This is good for the company.

Regards,
Uniquenaga