How to Draft a Memo on Temporary Sunday Work and Leave Cuts for Project Completion?

Dear Seniors,

I need to prepare a memo regarding the cutting of leaves and working Sundays for our employees. This regulation memo is only for this month to enable us to complete our ongoing project, which is in its final stage.

Kindly provide me with some tips or points that I can include in preparing the memo. This memo holds high importance for our company given the current situation.

Therefore, I humbly request all of you to contribute your valuable and positive points. Please refrain from including thoughts that are against this memo.

I eagerly await your responses.

Thanks,
Soju

Dear Soju,

In order to issue a memo to your employees, please seek cooperation from them and inform them that we are in the final stage of our project. Kindly ask them not to take leave, as Sundays will be working days only for this month. Additionally, ensure that this directive aligns with your Company Standing Order. Please provide me with details regarding your industry.

Regards,
Rams

Dear Rams,

Everything was communicated clearly. Now we found all are irresponsible. So, we need to display a memo on this. Below is the memo I prepared. Please correct:

As you know, we are under a tight schedule to meet our "Project Name" deadline, which unfortunately has been delayed significantly. Without your contribution, I'm afraid we will not succeed in completing this project. I am sorry to have to inform you of the below decision:

1. Hereby cutting all the permitted leaves.
2. Sunday would be a working day.

The above decision is valid until the successful launching of the website.

Hi,

Do not issue a memo; issue a circular mentioning that everyone should continuously work towards completion of the project, and until then, no leaves or holidays will be granted. There are significant differences between a memo and a circular. Also, mention that the circular is issued in the interest of the company to meet its financial goals.

Additionally, you can state that employees working on Sundays (company-declared holidays) will be given compensatory leave in the future (but not encashable) to avoid any legal consequences if anyone approaches the labor court.

I hope you are clear in issuing the circular.

Stay cool,
Srini

Dear Soju,

Please let me know if the Management - operations have agreed to this.

If the management or maybe group leaders are with you, then they can easily handle the team members to cooperate with the company.

I would advise you to have a proper meeting in the presence of the most senior person of the company, intimating the employees:
- Where you are presently?
- What is the target?
- How much time do you have to complete that target?
- If not completed on time, what will be the consequences?

If your employees are still not bothered about the completion of the project that is important for the company, then some good offers can be given to them (Best Performer Gift) or maybe a team party.

If all these things don't work for you, then you have the full right to be strict with them. Please do not use the word memo.

Edited Notice or Circular

As communicated to you, we are under a tight schedule and work pressure to meet our "Project name" deadline, which unfortunately has been delayed a lot. So, as to complete the project on time, the following decisions have been taken by the management till the completion of the Project:

1. No leaves will be sanctioned within this period.
2. Sunday would be a working day.

Note: Compensatory Off will be given to you in lieu of Sunday's working.

I hope this will help you.

Regards,
Vineet Saini

Dear Soju,

I agree with Srini and Saini. Can you please tell me which industry you belong to - manufacturing, skilled, semi-skilled, or unskilled?

Regards,
Rams

Dear Soju,

Please suggest points to discuss separately with the project team leaders and opposing individuals. Identify the problem, reasons behind it, and their expectations, then inform your boss or management.

I recommend explaining the importance of the project, client, projected timeline, and how we schedule tasks. Highlight their significance to the project and reasons for no leave on Sundays. Present the current scenario of the field. Please select groups or categories and advise them gently.

I believe that offering double wages, incentives, and refreshment allowances might help as they are accepting Sunday work.

Thank you.

What is the topic of selection?

Want to enforce strict regulations.

Please understand, all are human beings. You cannot enforce anything. You will not get anything by enforcing. Make them understand the importance of the project. Make them realize. Do not give memos; that will not work. Sit, discuss, explain, understand, realize - success. Win-win for both.

Dear Soju,

Please communicate the importance of hard work for a few days. I think your co-workers will accept the situation. Personally, I have met people who take leave often. If they are facing any personal problems, try to help them, and then they will automatically concentrate on their work.

Thank you.

Dear Soju,

Your memo will be as follows:

"Our company has transformed into a cellular jail. After the appraisal, your job profile has changed to Kalapani. Your mental satisfaction towards the company's work should be 24x7. Please consider developing a self-clone for family and self-satisfaction.

Dada