How Can I Handle Staff Ignoring Attendance Rules Without Adding Extra Work?

Hi,

I am working as an HR professional in an IT company for the last few months, which consists of 30 staff. In our company, we have implemented an attendance fingerprint machine in which each employee should mark attendance whenever they walk in and out of the premises. However, there are a few staff members who always forget or may purposefully ignore this requirement. As a result, I need to enter their time manually, which adds extra work for me. If it happens once or thrice in a month, it wouldn't be a problem, but they are repeating this more than 10 days in a month. I have reported this issue to my reporting officer and even sent emails to those staff members who are violating this rule. Despite my efforts, they haven't changed their behavior. Their reason for not marking attendance is that they forget to do it.

Please advise me on what measures can be taken to solve this issue. Every day, I am doing manual entries for these individuals.

Thank you,
Nancy

Dear Nancy,

You have mentioned that a process is in place. This is the automated system. If this process is in place, why are you still following an alternative, manual process? The best way to build on processes is to take it to its logical conclusion, either to its complete success or to its complete failure. But if you duplicate the process or provide an alternate process, then please remember you have already stated that the original process has failed and therefore must be removed. Talk to your head, and enable those in charge to witness the pain of non-compliance to a process.

Hope this helped.

Regards,
Joseph

Thank you, Joseph. I would like to know if it is possible to attach any points/bonus (which can be encashed or can be added to performance appraisal) for the attendance in order to make the process effective.

Thank you,
Nancy:huh:

Well, I don't think you need to attach any bonus for the smooth functioning of a company policy. Instead, you should just address the issue promptly and inform your seniors about it. If that does not work, mark him absent on the days when he does not clock in instead of changing the policy. Before taking these steps, circulate a formal email on the same.

Hi Nancy,

These are some of the areas that give repeated headaches for HR departments, especially in IT companies. As Joseph suggested, the process has to be followed in complete detail for the defined purpose. As you are aware, these so-called people are just trying to fool you by saying that they always forget to log in/out, maybe just judging your abilities in dealing with such tricks for future "gimmicks." Be cool, make a list of such habitual "amnesias" with details of date and time and put it on the notice board. I think within a month, you will see a positive result.

As far as attaching any incentives along with a mandatory company policy, it is not a good move. In any case, these weaknesses can be reflected in the performance appraisal.

All the best,
Suresh

Hi, I have experience in this, and what I can suggest is that you may start by preparing this report and emailing it to the section heads concerned. They must obtain the manager's approval. Without the manager's approval, you may need to issue a warning letter if the situation is repeated.

Thank you.

Well-being team having a small number of members, you can engage in various activities from the HR side related to employee relations. What I feel is that your approach towards your employees has to be positive, and HR is there to assist them in any way. First, you need to change your approach; that would lead to a drastic change, I guess!

Actions

1) Send a reminder email.

If still not done

2) Send a warning email

If still not done

3) Mark them absent for a single day and make them work

If still not done

4) Mark them absent for three days and deduct the salary

If still not done

5) Send a memo

If still not done

6) Send a warning letter for indiscipline

If still not done

7) Send a letter seeking an explanation why he/she can't be terminated

If still done

8) Send a Termination Letter

Dear Nancy,

I want to know, when you have implemented this process? If it has been more than 3 months, the people who are not following the process are doing so purposefully. In such a case, you have to keep a check! Nancy, you have to take some serious action, such that it should affect in terms of money. "Discipline comes by two means, one by self-respect/interest and the other by severe punishment." Keep rocking....

Sir Sardhar is completely right. You need to take strict action against those employees. Also, you can provide attendance incentives. If there is a system in place, employees should respect and follow it. Please don't give them any alternatives.

Luv,
Meghna

Deduct their salary, and they will never repeat this mistake.

I feel these attendance software are actually developed to catch latecomers and employees who try to sneak in unnoticed. Change, in any form, is always resisted; it will take some time, but with consistent effort from HR, we can streamline all the wrong practices in the company. If repeated oral or verbal reminders fail, a surefire remedy is to deduct a day's salary but only after such information is communicated throughout the organization. We know that when it comes to our pay, we will do everything to save and earn it.

Mini

Cut the amount from their payment for the days they are not marked. They may not repeat the same mistake again.

I fully concur with M. Peer Mohamed Sardhar. I too have faced this issue, but after sufficient warnings and advices, we marked them absent while processing salary and informed them accordingly. However, upon their request, we did not effect deductions. Thereafter, all are religiously marking their attendance without any cause for complaint.

Hi!

People who say I forget to do this after a reminder are not only lying. They are afraid of being disciplined and punctual.

Regards

Dear Nancy,

I suggest preparing a detailed report on employees who are not swiping and holding a meeting with all the managers and superiors to gather their valuable suggestions. Put the ball in their court to address the situation effectively.

Thank you.

Hi,

Instead of you entering their attendance manually, ask them to enter their own attendance manually if they fail to use the fingerprint machine. Once they realize the difficulty in doing that, their attitude and behavior will change, I hope. If they are held accountable for their actions, I think they will be more careful with their actions.

Dear Nancy,

You can restrict/exit the entry by a magnetic control door. It's quite common nowadays and provides the perfect solution for the problem. The door will not open unless you swipe/give a fingerprint, ensuring that everyone swipes (whether it be biometric or any other type, this can be implemented). Additionally, it is cost-effective and will reduce redundancy too.

Hope this information is helpful.

Regards,
Indu

Nancy,

Process their salaries only based on their fingerprint attendance. When it comes to money, ALL will LEARN.

Mirza

Hey Nancy,

If the automated attendance is working fine, then don't work manually. First, you are increasing the extra work for yourself. Second, employees know that if they don't mark it there, then you will mark it manually. So anyways, they are safe.

You have done your job by informing them of the consequences and reminding them a few times. Now is the time to take action. Calculate their per day salary and start deducting the salary for the number of days they don't mark their attendance in the automated machine. Believe me, they will not repeat it again. And it's your job, so don't feel shy or something, just do it.

Hi Nancy,

You mentioned that you have only 30 people working in your unit. The process of marking attendance seems very simple - just register your fingerprint for attendance when entering and leaving the workplace. However, you mentioned that many people violate this process for about 10 days in a month.

Before setting up a process, one should consider all aspects of it. For example, what level of adherence is expected, the validity of reasons for failure tolerance, etc. Please investigate what is causing people to violate the process, whether consciously or unconsciously.

Initially, I agree with the steps mentioned by Mr. Sardar. However, between Step 4 and 5, it would be beneficial to have a discussion with repeat offenders regarding non-adherence, supported by tracking data from the last 3 months. It is important to agree on steps 6-8 before proceeding.

Adherence to processes is a matter of self-discipline. Individuals lacking the integrity to adhere to the processes, regardless of their qualifications, may not be suitable for the system. On the other hand, mere adherence without contribution is not beneficial either. We can support those who adhere, but for those who fail to do so, it may be challenging.

Best Regards,

KayBee

Dear Madam,

When we are working in an HRD, we have to think of a way out in the same principle, unlike the IR Department. What I mean is not to think of any punitive way. You award/reward the good resources.

You have to identify certain measurable factors like prompt attendance marking, obtaining advance leave sanction, good dress code, etc., and link it with some special pay, which you may pay (even some advance pay, loan pay, etc.) once in a year/6 months/3 months. These measurable factors may be performance-based or attitude-based. Those who score more will have to be awarded the best. Try this way. You will get success if not immediately, at least in the long run.

Sridharan

Hi Nancy,

I personally believe that no process can be completed if shortcuts are made. Plus, it sends the wrong signals to those who adhere to the rules. I fully agree with Mr. Joseph and Mr. M. Peer Mohamed Sardhar and the steps they have suggested. There are other good suggestions apart from theirs.

The questions are: Are you willing to go all the way and take action? Do your organization leaders support you in implementing the process, or are you alone in this decision?

The IT professionals are doing their jobs to get paid. You have to do your job to get paid. There is nothing personal involved in the steps that you have to take for the benefit of the organization.

All the best :-)

Hi Nancy,

I too came across the same situation. We have over 200 employees. We sent them notifications to use their access card and biometric (fingerprint) system. If we notice that they are not following the system, we mark them as absent for the day. We did this for some time in a month, and from the next month, everything got streamlined. People may have a simple reason, such as "I forgot to do it," but when it affected their paychecks, they started following the system perfectly. Sometimes we have to be firm when employees do not follow the system implemented by the company.

Regards,
Vamsi

Hi Nancy,

This happens in many companies. Besides BPO, our company has a marketing division that deals with Biometric products. Despite that, the marketing members still forget to fingerprint. So, we installed a system near the security wall, where the guard can remind the staff to register their in/out time.

In the event that the staff fail to do so for 'ON DUTY', you have to manually copy the default time and export it when preparing the attendance report. It's true... it's double work... What can we do!

Regards,
Chandru

Hi,

It is well known that people always find it difficult to accept change. You can't have both automated and manual processes. Stick to the automated process. Send repeated emails every day regarding this new process and guide them; sometimes people may not know how to do it. Post on the office notice board. Send the weekly status to the heads with a copy to all. This will help them understand how serious it is. If you still feel that there are people who have not registered their attendance, you can send an email stating that those who have not registered their attendance will have their LOP processed. I am sure these steps will bring about the desired change. All the best.

Regards

I agree with the different mild opinion given by friends. I would suggest that any person not following the procedure, especially not marking their attendance, has to be marked as absent. This would definitely improve the situation. Please do take necessary sanction from the concerned before taking the action, and I believe that they will accept it in the larger interest of the organization.

Srinivasan

Hi Nancy,

I too came across the same situation. We have 120+ employees. I am sending the missed punch details to each and every employee every 15 days and asking for written approval from the head of the department regarding the missed punch format. We need to take printouts of attendance details and present to management those who are irregular and not punching in. Recently, I have implemented this and achieved success.

Regards,
Satish

Nancy,

I suggest the attendance fingerprint machine should be connected to the main access door. It should develop into enforced fingerprint for every access. Since this is an automated system, it can capture the entire staff movements. You can generate various reports for the day/week/month. I hope this could help you in monitoring attendance and movement. You can present a scorecard for your seniors on attendance, latecomers, and leave management. Please call me if you need further assistance.

Harish Srinivas
9008003041

Hi, I am working as an HR in an IT company for the last few months, which consists of 30 staff. In our company, we have implemented an attendance fingerprint machine in which each employee should mark attendance whenever they walk in and out of the premises. But there are a few staff who always forget or may be purposefully ignore this marking. As a result, I need to enter their time manually, which is really extra work for me. If it's once or thrice in a month, then it won't be a problem, but they are repeating it more than 10 days in a month. I reported this to my reporting officer and even sent an email to those staff who are violating this rule. But still the same, they haven't changed a bit. The reason they are giving is that they are forgetting to mark the attendance. Please advise me on what measures can be taken to solve this issue. Every day I am doing manual entry for these guys.

Thanks,
Nancy

Dear Nancy,

The company's HR policy must not change; each and every employee should follow it. Please do not introduce any new procedures. If employees are not adhering to the existing procedures, mark them as absent. For those who are not following the procedures, please send a warning email stating that if the behavior continues, their salary will be deducted. Following that, the procedure will automatically be enforced.

Regards,
Viji

My suggestion is to put up a notice at the entrance of your office or near the finger scan machine. This notice should be clearly visible to employees as they enter the office premises. The notice should state that if employees fail to scan their attendance using the finger scan machine, it will be marked as Leave Without Pay (LWP). This is important because we process salary based on the attendance report generated by the finger scan machine.

Dear Nancy,

You can take a middle way, I think not a hasty decision or a liberal one. I can suggest that you make it tough to get authorization for not following the company attendance process. Design a format called "attendance regularization" and seek approval from the divisional heads on the same day as absenteeism. This will help you a lot.

Because you should never refuse directly to anyone or mark them absent without their boss's consent. Doing so would lead to a direct confrontation with employees. Even though you have only 30 employees, it is quite feasible to control at this point.

Good luck,

Hi,

In attendance management, never adopt a compromising formula. Ensure strict compliance. If anyone forgets or deliberately refuses to mark their attendance, just treat the person as "absent" from work. You should issue "Memos" to such persons about their absence. Don't allow any other manual system to work.

It is our experience that if the system is introduced with seriousness, people fall in line, and the system works.

Cyril

First, make arrangements so that nobody can enter or exit without affixing fingerprints - that is, the door should not open on either side.

Secondly, inform them that issuing a memo for non-compliance will result in a negative mark on their service record, impacting their future.

Thirdly, issue a memo for misconduct due to disobedience as per clause 14(3)(a) of the model standing orders and request an explanation. Depending on their response, you may withhold their increment or propose a fine - both actions will result in a negative mark on their service record.

Hi All,

Very nice discussion. I am working as an HR assistant in a manufacturing unit with 110 employees, and I am the only HR personnel. Leave management is not in place. People mark proxy attendance and sometimes leave early from work using proxies. They do not submit leave applications and often argue for the absent mark even though there is the entire day to mark themselves present. Additionally, there are cases of overwriting absent marks and the use of threats to mark oneself present.

I am completing my second month in the organization and am trying to put an attendance system in place. I agree with the comments above regarding marking absences, deducting salary, and the need for an alternative system for excuses like forgetting to mark attendance. I am currently implementing solutions and hoping for them to work, but, of course, upper management must implement these solutions for them to be successful.

Best Regards,
Pratap Kamble
9923632170

Hi all,

Thank you all for helping me out. I talked to my reporting officer regarding the salary/leave deduction. If there is any violation in marking the attendance, he agreed with my point and gave me full support to implement it.

Thank you so much, HR team! You guys are rocking.

Regards,
Nancy

Dear Nancy,

The same procedure is followed in our organization as well. The procedure should allow a minimum of 2 to 5 non-punches, and after that, if it still continues, employees must have the mispunch application signed by their HODs. Do not accept applications without the sign of the HODs, and keep a record of such applications which will be useful if such a situation arises again.

Regards,
Mandeep Kaur

Dear Nancy,

Sometimes you'll find that certain people really stretch the system to breaking point. You will find black sheep everywhere. If, after the best efforts by your department to get all to avail the attendance system have failed, try putting out their names as "perpetual violators" on the Company Notice Board. Remember, punishing employees by way of performance appraisal may not have the desired effect since no one will know about it. Every individual values his/her self-respect, and if that is violated, people will try to avoid the fault since such notices are negative reinforcements with positive effects while sending out a message to all. Try it; it has succeeded on many occasions. If it succeeds, do let me know.

Regards,
Raphael

Dear Nancy,

Simply send an email stating that leave will be automatically deducted for those who have not followed the process. Before that, ensure that the process was communicated to all - verify artifacts like emails, etc., despite repeated reminders.

Just go ahead and deduct these days from their leave balance. Once it goes negative, Loss of Pay (LOP) will make them follow the rules.

Regards,
Priya

Dear Nancy,

I understand the problem. I have worked under this kind of attendance system. I would advise you to design a slip for attendance regularization (for those whose thumb impression failed/for those who forget to punch). The slip has to be duly signed by his/her reporting head or authorized signatory. Also, he/she has to mention the reason for filling the slip.

Content of the slip:
1. Name of the employee
2. Deptt.
3. Emp. code
4. Date
5. Reason for filling slip
6. Time period (e.g., 16th Oct to 21st Oct)
7. Shift Hours
8. Signature of reporting head
9. Concerned Authority/Authorized Signatory

Feel free to call me regarding this matter. This will really help you out.

Thanks & Regards,
Vipin Kumar Manav
9990075625

We encountered the same problem in our company as well. We reported this issue to our senior management and obtained approval to mark those individuals as absent as a final step.

Dear Nancy,

I hope by now you have some idea on how to cope with the situation. I think you must inform your senior immediately about the person who isn't following the rules. Also, ask the employee with proper authority why he wasn't able to do so. Tell him for the first 3 times, and even if the situation isn't under control, ask him to provide a written explanation but with your superior's permission.

Hope this guidance will enlighten you in some way.

Tasneem Anis :)

Dear Nancy,

I totally agree with Mr. Peer Mohammed. There are areas in HR where an organization's rules and regulations have to be given priority, regardless of the industry you are working in.

Hi,

You can take the following steps to ensure proper execution and following the process by your employee:

- Have attributes in your performance review form namely: 1. Attendance 2. Behavior 3. Attitude 4. Discipline 5. Following Policies and Processes. You can give the rating to employees on a scale of 1 - 10. This section will be rated by you, being the HR person there. When these areas are rated in the performance review, they are taken more seriously by employees as well as management.

- Mark LWP or CL (leave without pay) for those days for which attendance is not marked by employees. You don't need to be very strict. Apply this action to only those who are not marking attendance even after several reminders. Sometimes you have to take such actions to get your organization's policies and processes in place. But make sure you properly discuss this with management before implementing it. Tell them the problem you are facing and why your organization needs to be process-based as it is growing.

Hope that will be useful to you.

Dear Nancy and all the Seniors,

I wish you a happy and prosperous belated Diwali. This type of casual nature is noticed in every organization. Taking a harsh decision will not solve the issue. If an employee is terminated for a casual attitude, can you provide assurance that the new employee will not repeat the same mistake? Furthermore, if the new employee does the same, termination once again is not an acceptable solution. It is vital to communicate to the employee that strict adherence to guidelines is mandatory. If not, continue to highlight the matter in an open forum, the company's intranet, notice board, or any accessible area for maximum employee reach. This approach may help in addressing the issue without resorting to termination.

Thank you and regards,
pranabchak68@yahoo.com

Dear Nancy,

I don't think this is a very tedious process. We can simplify this by fixing a scanner at the entrance door of your office where your security guard is sitting to monitor visitors. To achieve this, you should make your office entrance an automatic door that can be linked with the attendance scanner (fingerprint). Whenever your employees enter or exit, they should register their fingerprint, which is already stored in your systems. This way, you can not only solve your attendance problem but also address other issues related to your employees' entry and exit during office hours.

Note: The office entrance door can be opened by fingerprint scanning only.

Regards,
Kumar
starnand@gmail.com

Dear Nancy,

First, you need to inform the employee that in order to record attendance, they must swipe their finger in and out; otherwise, they will receive LOP.

After informing the employee, if they still do not punch in, please inform their boss.

You have the authority to mark LOP if necessary.

Hi Nancy,

Call them for meetings and talk to them. Make them understand that it is necessary for them to do this, and violating it is behaving like a student. You want them to work as an executive.

Even after this, if it repeats, try sending reminders to them with cc to their leads.

Even after this, if it repeats, question their leads. Ask the leads to educate them.

This will solve the issue.

G Priya Mani

Hi,

To avoid this, you can install this system at the gate of the office premises. Without scanning a thumb impression, no one would be able to enter the office premises. You can link this system with the salary software and post a notice regarding the implementation of payroll software interconnected with the thumb impression system. This may serve your purpose.

Vijay

The employees should know the power of HR and thus they should respect the rules made by them. If they are not doing so, I think you should take your boss into confidence and do as Peer Mohd. Sardhar has said, because I do the same, and the matter is often solved at point no. 3 or after a threat of deducting their salaries. Believe me, the matter won't be stretched further.

Hi,

I am a recruitment consultant and in the process of naming my firm. Can you please suggest a few? I would like something new as many of them are common names.

Thanks in advance,
Vineeta

Dear Nancy,

I agree with Mr. Peer Mohamad's approach. Absolutely right. This is the action flow that the HR Department has to follow. We can proceed according to Mr. Peer Mohamad.

Regards,
Raju
HR
Chennai.

Dear Site Members,

We also use RFID-based swiping in our office. To record regular swipes, we implement the concept of loss of pay. It is cumbersome to have attendance as one's own responsibility, so why bother every time? Let's avoid manual attendance. I suggest two ways to address this issue:

1. Loss of pay
2. Automatic door lock system (Since you are already using biometric attendance, it should not be a big deal to implement this)

Thank you.

Why don't you simply mark them as absent for the same. They won't repeat after that.

Dear Nancy,

As you have mentioned, if it occurs once or thrice a month, it is manageable. This is the root cause of the system's failure. Everyone then expects it to be managed by you only.

All you can do is to send a daily notice via email to those who are not complying with the system. At the end of the month, send them a warning that their salary is subject to deduction unless they obtain written permission from their department heads or reporting authority, committing to follow the system. Send a note to all department heads regarding this permission system in advance. This will prompt them to decide whether to request the boss or follow the system, which is the easier path.

Additionally, you can display on the notice board the names of individuals who have followed the system 100% (without posting the names of those not following the system). Remember, praise publicly and reprimand privately.

This approach may prove to be effective.

Sanjay Chhabra, Sr. Manager

I agree with Mr. Mohamed & Mr. Joseph.

Instead of doing manual work, simply send them an email regarding registering failures. If it continues, mark them absent on the days when they do not record their attendance instead of altering the policy.

Wow! I am learning so much from you guys. However, if you mark them absent, then they don't get paid, correct? So how do you get around that? Every employee should get paid for hours worked. Please advise, I am stuck on this.

Dear Nancy,

You can go with what Mohal has suggested. For example, if the employee doesn't mark attendance for three days, make him absent for half a day or one day. Do it likewise so that it will be acceptable and create a policy for this. Pass on the circular with a signature as a notification.

You can go with what Mohal has suggested. For instance, if the employee doesn't mark attendance for three consecutive days, consider marking him absent for half a day or a full day. Implement this strategy consistently to ensure acceptability and establish a policy for such scenarios. Share the circular with appropriate signatures as a formal notification.

Dear Nancy,

I feel this could solve your problem. No more manual entry. Send the mail to your senior regarding the habit "Forgetting to mark attendance of the employee". Wait for their response.

I hope tea/coffee is being prepared in your pantry or the coffee vending machine may be available. Do not put sugar or coffee for one day, and if they ask, tell them you have forgotten to do that. Repeat the same until they correct themselves.

If they still do not follow, tell the housekeepers not to clean their work area for at least 5 days, and the answer is they have forgotten to do that. Implement it today onwards; they themselves will become alright.

Regards,
Pranab