How Should HR Handle a Sensitive Office Theft and Prevent Future Incidents?

Hello Friends,

I am working as an HR generalist in a software company, which has a staff of about 50 employees. Recently, one of our employees forgot his cell phone on his desk and went out of town on holiday. When he returned, the phone could not be found. He claims someone has stolen it and has requested HR to take action. This is a very sensitive issue, and I am in a dilemma about how to handle it.

Furthermore, to prevent such scenarios in the future, what precautionary measures can be implemented? Please provide guidance.

Regards,

Hello friend,

There are a few suggestions:

1. You should put a notice on the display board stating that all employees are responsible for the security of their personal valuable items, such as cell phones, etc.

2. Inform the internal security department that a theft has occurred so that they are aware.

3. Establish a system to thoroughly check outside people coming in; there should be a thorough check, and no outsider should be allowed to enter the office premises. Even if allowed, they should be asked to wait in a specified reception area where employees can meet them.

4. If an employee decides to take an outsider to their workplace, that can be permitted.

5. Check if any outsiders had entered the office premises during those days; there may be some clues.

6. You may request departmental people in a standing meeting that a cellphone is lost or misplaced. If anyone knows about it, he/she may inform.

7. Most likely, one of his close associates may have taken the cell phone and is not informing because he/she wants to teach a lesson for his/her careless behavior.

8. Talk to the administration department and decide if the case needs to be reported to the police. However, involving the police is not a good idea as they may harass various people, and it will not be a pleasant experience. So think it over, and as a final resort, you may actually go to the police.

9. Not sure, but there is a specific code for the cell phone that can help trace the handset. Provided you know that code.

Regards,
Nishikant

Dear Nitu,

In the absence of any solid proof, the management cannot blame any employee unless someone has seen that a cell phone was picked by any particular individual and failed to inform the HR or management.

In this particular instance, the HR can only send out a circular or mailer requesting all employees to report/deposit the cell phone in case anyone has seen/found it.

How can the employee be sure that he has forgotten the cell phone at the office and has not dropped it outside the premises on his way? Is there anyone who has seen the cellphone after the employee has left for vacation? Also, if he was given a corporate number, you can request the service provider to furnish you with the details of the last calls made from that cell phone and the locations from where they were made. This will give you an idea of the area where the phone was last active.

That employee should have noticed the missing cellphone before going out of the city, so why didn't he inform the HR at that time?

You need to discuss this with the senior management to determine if they feel it was the management's responsibility and if the management would provide the employee with another cell phone at office expenses. Also, you need to consider that if the management purchases a new cell phone and gives it to that employee, then in the future, anyone who has lost their cell phone even outside the office premises will demand a new phone, claiming that it was left on the desk and stolen.

For the future, you have to create a circular and include in the policy that all employees are responsible for their personal belongings. Any kind of valuables should not be left at the office, and if it is mandatory, they should be properly locked away.

Also, if the management approves, you can have CCTV cameras installed on the premises. You can justify to the management that it will also help in keeping track of employees who are frequently absent from their seats, ensuring more productivity.

You can educate employees, admins, security staff, office boys, and housekeeping to report if they see any cellphone unattended.

Hope this will be of some help.

Warm regards,
Sourabh

Owning and keeping a mobile phone is the responsibility of the owner/user. This is well known to all. How can HR take action on anyone without proof? Also, what proof has been given that he left the mobile in the office only? Did he inform any seniors in the office about his mobile? In this circumstance, he cannot put pressure on HR to take action. Instead, educate all to keep their belongings in safe custody.

SMS

Nitu,

Do not entertain such complaints, first of all. The next day, someone will say that he/she has lost 1 lakh in the office premises. It is the individual's responsibility to take care of personal belongings. Someone cannot defame or insult other employees with such blame.

Thiruvengadam
Asst. Manager - Administration
Reflexis Systems India Pvt. Ltd.,
Chennai

Even the police can't do anything as it's lost in the office, so the sole responsibility of the employee only. It's better if you counsel the employee not to keep belongings here and there. By the way, my office is too big, spread over a large space, and still, employees keep their mobiles on their desks and go out. However, no mobile has ever been stolen, whereas if someone wishes, anyone can come and steal a mobile. So, it also depends on what type of employees work in your office.

🔟🔟

Hi Nitu,

How can it be quite many days? Has he really lost his mobile? As you said, he was on a leave period... If the mobile is stolen, why didn't he bring it to notice?

Smrin

Hi Sankha,

That's a really helpful piece of information because in any theft case, it is a very sensitive issue for the office, whether it involves personal or office belongings. The biggest obstacle is that you have no means to find out whether it was done by an internal or external person. Our office has access card entry, making it not easily possible for any outside person to enter. However, we cannot cross-check any of our employees either as it may create an unhealthy atmosphere inside the office. Still, to avoid the theft of important official documents, your suggested means are truly helpful.

Thanks and regards,
Nitu

Hi Netu,

Most of the members have given very valuable suggestions, but I think you need to take a stand by saying that "the information is too late and could have been informed immediately." You can also mention that "we will still try our best to find your mobile in case you lost it in our office." This will send a clear signal to take care of personal belongings and not hesitate to address these matters regardless of the person's position or seniority.

Thanks and regards,

Hari

Yaatri apne samaan ki swyam raksha karen. It starts with charity begins at home. However, it is the company's internal policy matter. In order to enforce the law, there needs to be a policy guideline in place. Hope that is in place.

CCTV also helps, but then it has its own infrastructural costs attached. Again, it depends on what the company's management is ready to invest in. Till then, policy definition is the only way out. One cannot be so irresponsible oneself and hold the company responsible for it.

Cheers