How Can I Address the Office Boys' Disruptive Attitude Without Management's Support?

I have joined a company as an HR. So far, it is going smoothly, but management wanted me to handle the office boys, and I accepted this responsibility. The office boys and other staff have been with the company for 4-8 years.

Current Challenges with Office Boys

Now comes the problem where the office boys are carrying an attitude that nobody can harm them as management is with them. Because of this, they talk the way they want to other staff members, be it senior or junior. This unwanted attitude at their post is affecting the staff significantly.

What should I do to improve the situation?

You can take your management team into confidence and tell them not to support the office boys as they are displaying a major attitude. Additionally, you can hold a meeting with the office boys to discuss their behavior and how it is affecting other staff members. If the attitude persists, you can issue warning letters to them with the consent of management.

Thanks,
Prachi

Dear Pavadia,

First, please confirm if you are independent in the HR department. Also, could you describe the type of attitude exhibited by the office boy? For example, does he show ignorance, change his demeanor when called, or display any other behaviors? Sharing one or more incidents would help me provide better assistance to you.

Please don't misunderstand their way of talking; it may be due to their ignorance. Since they are less educated and handle both official and personal tasks for all staff members regardless of their position, such feelings are normal. Proper guidance and advice are sufficient to resolve such situations.

Dear Pavadia, hate the sin, not the sinner! Your situation can easily be solved by "give respect & get respect." There is a need to build their confidence in you so that they start listening and following your direction. Make a single point of control for giving them work and equally distribute the job.

Treat them as your team, not as office boys; nevertheless, have patience. Take it easy and all is well.

Regards,
Naresh

Hi Pavadia,

The simple way to change their attitude is to "be one among them" while also being very strict.

Pradeepan

Hi Pavadia, see, this could be a two-way process. They may be showing attitude if others are doing so. Find out the real cause. It might not be a union problem; hence, it could be solved through counseling and training. Talk to them with respect, and they will reciprocate. Observe for disrespect and correct it then and there.

Another alternative could be a policy pertaining to the roles and responsibilities of office boys. You can also include points on misconduct and disciplinary actions if errant behavior is observed.

Dear Pavadia, Based on my experience, please check whether these "boys" are on the company's permanent payroll, receiving voucher payments, or part of the contractor's workforce. If they have been working in the same office for 4-5 years and seek job security, it is important to address their concerns.

Also, please investigate if these "boys" are spreading any negative rumors (especially against the company) to the higher management. Such behavior can lead to overconfidence and arrogance.

It is advisable to handle this situation diplomatically to find a resolution.

Best regards.

Dear Pavadia, Change in anybody's attitude is not something that one can bring about in a short duration, especially when an attitude is deep-rooted! It's your company's management who assigned you the responsibility to "handle" the office boys. Thus, before initiating any action that may have far-reaching consequences, take the management into confidence regarding what they expect from you and what kind of action/level of authority they'll allow you to exercise in this regard, like warning/suspension/termination. On the other hand, also try to understand what makes these office boys behave the way they do. Maybe it's the management who had given them such liberty and is now worried as things are getting worse, or maybe these people have some grievances related to work hours or salary, or maybe their behavior is a sheer outcome of frustration that comes from stagnation and can be dealt with through motivational training, etc. Or maybe they think they can get away with anything as they are among the oldest employees of the company! Once you are clear about the reasons, you would be in a better position to initiate actions to check such an attitude.

I would say that in any field, we face such problems. I have been working for the last 15 years in a Pvt. Ltd. Company. Why don't you tackle them as a friend? We should treat them like our colleagues, as they are also part of the management team. Be like a friend to them, and all the problems will be solved.

Hi,

My suggestion is to counsel them regularly and undertake some training programs occasionally. Teach them about behavioral aspects, responsibility towards life and employment, etc. Understand their background and family, as these factors influence their behavior. I agree with Neha's views.

It is important to maintain discipline in the workplace, whether it is for office boys or other staff. Since you are managing the office boys, I suggest you be strict with them. The more you ignore their misbehavior, the worse things will get, so act before it's too late. You could have a one-on-one meeting and give them a serious warning. If the behavior is repeated, document it in writing, and if things are still not under control, consider terminating one or two of them (only if it's necessary). That should set things right.

Regards,
Surej
Sr. Staffing Specialist

I agree with Dixita. You did mention that they have over 8 years of experience. If you replace them with outsourced staff, you'll have a better workforce at a much lesser cost. You end up doing some cost-cutting as well :)

Thank you very much for all your feedback and valuable time. I will certainly treat them as my colleagues and not office boys. I am an independent HR professional in a private limited buying house. The management is quite self-centered and doesn't think much about their employees or their social circle.

Dear Pavadia, This attitude of your support staff is basically termed a Generalizing Attitude. They never want to be treated as office boys. Rather, they want to be a part of everybody "you." So, whether it's a presidential office or a labor office, you find the same attitudes, and this is in no way new with any other companies. However, it is you who can change this by recognizing their smallest achievements, such as punctuality, office administration, etc. Also, as the years pass, their stagnation brings in this attitude. So, try to secure some budget from your management and utilize it to get them certified in computer literacy. Later on, you can assess their talent in time office or basic voucher entries. This rotation of roles or career advancement will instill competitiveness within themselves. Eventually, they will overcome their non-cooperative attitude and start working for you as well as for themselves.

This approach might not fully resolve all issues, but it could help to some extent. Give it a try.

Regards, Chaitanya Manager HR

Dear Friend, This is a very common problem faced by many people in corporates. However, the solution is not as simple as we think. I believe a person can do much better work by showing respect towards their manager rather than operating out of fear. Therefore, be kind to them and listen to them first. If they have any problems, ask them for solutions and follow through if they are correct.

Steps to Addressing Workplace Attitude Issues

Before all these steps, it is important to ask your superiors to conduct a meeting. Instruct the office staff that you are their boss, and any decisions or issues should be reported to you first.

Regards,
Kiran

Understanding the Role of Office Boys and Management Expectations

Pavadia should know that the management wants him to handle the office boys, possibly due to a perceived disorder or issues with their attitude. He must study the mood of the management and also the personal profiles of the office boys. Management may have developed a bit of leniency towards the office boys because nowadays, finding people to work as office boys is very difficult, more so than finding a management trainee. However, without office boys, it is challenging to manage the office.

On the other hand, the office boys may take everything casually and everyone lightly because nothing significant will happen whether they are very serious at work or not. They think that they have to stay at the bottom because they do not have many avenues for promotion, and they will have to do the same thing either in the present company or elsewhere for the same remuneration. Therefore, they may develop this sort of attitude. Moreover, some staff themselves appease the office boys to get their odd jobs done and also to vent their anger, ill feelings, and envy whenever they face difficulties in getting their work done or when promotion is not given, or when the boss assigns heavy work to them compared to their other colleagues. Sometimes, friction among the executives will encourage the office boys to carry tales against each other, leading to carelessness. This will encourage the substaff to play foul and do whatever they feel like doing.

Strategies for HR Professionals

As an HR professional saddled with such a task, one has to look into these aspects and curtail such things in the office. Moreover, one must also take into confidence the management and suggest a policy wherein the office boys' cadre will be given an opportunity to move up the employment ladder. One must also chalk out a program for the office boys to develop their skills and become eligible for a better job in the same organization. If possible, one must organize training programs for them if their number is such that batches can be formed.

Regards,
Dr. Vasudeva Reddy Ravula
M.Com., PGDADR, Ph.D

I agree with the views of other colleagues. I can quite understand that you are feeling a little dissatisfied over the fact that you have to manage office boys. I would suggest that you begin with a positive note. They have been in the system for a long time and surely have adequate knowledge about the company and its people. Befriend them and encourage them to talk; it will help you as an HR professional.

They feel the way you do because they have remained in the same job and position for a long time. It would be worthwhile to explore what else they can do. You can give them additional or different job responsibilities. If the experiment succeeds, it will be a feather in your cap. Also, I advise you that as an HR professional, be ready for challenges and be innovative. Probably, you have not worked in an IR environment.

Regards,
Anjali Saxena
HR Professional

Dear Pavida, Believe me, it is too early for you to judge them. Maybe the staff members do not want you to bring those people into your confidence. These office boys will be a great help to you as they can share all inward things with you and the management. Seek their confidence with proper guidance (do not show your superiority) for discipline. Remember the principle of "Give respect, take respect," and beware of office staff (your colleagues).

Regards, Manish Gupta Admin & HR Manager

Understanding Office Dynamics: Navigating Challenges with Office Boys

Office boys belong to a certain cadre and may not appreciate new individuals taking over any position, especially as their in-charge. They are not highly educated, so it's advisable to maintain a professional distance. I had a similar experience with guards in a security company, where the guards had been employed for about 7 to 8 years. These individuals often fear losing their perceived dignity in the office when someone new joins, leading them to exhibit a superiority complex.

Please understand that they won't easily deviate from their established behaviors, much of which can be attributed to management oversight. Remember, for top management, office boys are a source of information, and any issue you raise against them could ultimately backfire on you. Trust me and take my advice seriously: try to avoid such responsibilities and focus on other areas of concern.

Managing Attitude Issues in Office Staff

There is always a polite way to control an attitude issue. If people do not understand that (which is a common observation with the housekeeping boys/office staff), you sometimes need to take a different approach in managing them. Remember, they are not educated/less educated, and they will be least bothered about policies/terms as they mean nothing to them.

One way could be to keep them so engaged that they have no space to show attitude to others. When people realize how much they are overwhelmed, they will not look at others with a bad attitude. Appoint a leader in this group (probably the senior in the group) and start the work audit sessions every day. Have a team meeting/briefing before the end of every shift and discuss all the good/bad points and areas of improvement. Give them feedback.

Please ensure that you do not let them down in the whole exercise.

Regards,
Jay Nair

Solutions for Managing Office Boys

There are basic solutions to the problem. First, brief the office boys on your position and duties. Explain what you have been asked by management to do in relation to the office boys. As you are new and they are experienced, there is no need to follow an autocratic style of leadership. Instead, adopt a participative style. Try to understand their basic problems, then find solutions that align with the organization's policy and procedure. Explain the importance of being professional and how it will help them to advance.

If required, get in touch with your training department and ask them to conduct some basic training for them.

You need to gain the confidence of the office boys, not just the management, and assure them that whatever you will be doing is for their benefit.

This is the only way you can address this situation, and if the problem persists, take further action.

That's what I would have done in this situation, but your judgment will hold more value as you are in the field yourself.

Thank you a lot, everyone. See you.

Regards

You need to look into the root cause of their behavior and attitude towards work and other employees. They may be demanding equal status with other employees as they feel indispensable.

One of the causes could be that people have overused them and hurt their feelings for a long period, or they have been allowed to overstay and do monotonous jobs in which they have lost interest.

Please discuss with them in person, in isolation, and allow them to ventilate their feelings and exhaust their energies. Then, analyze and find ways to sort out the issue.

Steps to Address Employee Behavior Issues

You need to look into the following:

1. How long they have been with the company and their educational qualifications. If their qualifications need improvement to find a better job in other departments, encourage or motivate them to acquire additional skills, which will help them transition to other departments at an appropriate time.

2. Alternatively, check whether the employees are on the company's payroll and are being paid through vouchers covering all statutory acts. Then, inform them that the company would like to utilize their services in a better way than the current setup and wishes to utilize them in other areas with improved skills. Otherwise, they may need to seek separation, and the company would relieve them while settling their accounts within the framework of the law.

After all, everyone should work in an environment comfortable for the company, its employees, and customers.

Hi Everybody, Thanks again for your valuable inputs, and I am glad to share that I followed the same. Yesterday, I conducted a meeting with the office boys to understand what they are going through. Now, I understand the reasons for their rough behavior towards the staff. The reasons they shared are:

1. They are working 12 hours or more a day but are not receiving anything like OT or refreshments.
2. They are working on days off, like Saturdays and Sundays, at the boss's home.
3. Staff members never appreciate but frequently complain.
4. They have no family or social life left.

I shared all these points with Management, but they seem to ignore them.

According to Management:

1. They are paid more than anyone else in the market.
2. No money is deducted from their salary even if they take any leaves.
3. There is no overtime for anyone in the office.

After the meeting with the boys, they have improved their attitude and are performing their jobs more efficiently than before. However, how can I make Management realize the same?

With the help of all your contributions, I have been able to take the first step.

Thanks,
Pavadia

If those office boys are on contract, ask the agency for replacements in phases so that the new office boys can be under your control.

If they are on rolls, then your job is tougher. You can create a simple role definition for them, introduce SLAs, and tell them that they should get a 9/10 rating for internal customer satisfaction to continue in the job. Before you introduce this, ensure management agrees and take some key employees into your confidence. Build up records for 6 to 8 months. Once they know that their activities are monitored, measured, and reviewed, they will fall in line. Otherwise, you will have enough data to prove your point for termination later if that is required.

Regards,
Ashok M

[QUOTE=Pavadia;1092430] Hi Everybody, Thanks again for your valuable inputs, and I am glad to share that I followed the same. Yesterday, I conducted a meeting with the office boys to understand what they are going through. Now, I understand the reasons for their rough behavior towards the staff.

Reasons for Rough Behavior

Reasons they shared are:
1. They are working 12 hours or more a day but are not receiving anything like overtime pay or refreshments.
2. They are working on days off like Saturdays and Sundays (at the boss's home).
3. Staff members never appreciate them but frequently complain.
4. They have no family or social life left.

I shared all these points with Management, but they seem to ignore them. According to the Management:
1. They are paid more than anyone else in the market.
2. They do not deduct any money from their salary even if they take any leaves.
3. There is no overtime pay for anyone in the office.

After the meeting with the boys, they have improved their attitude and are now performing their jobs more efficiently. How can I make the management realize the same?

And of course, with the help of all your contributions, I am able to take the first step.

Thanks,
Pavadia

I think every organization is facing the same problem; however, there should be a policy to reshuffle office boys every year or every half-yearly if you have different divisions. By doing this, office boys will constantly be reminded to behave well with others. Naturally, not every employee wants to go through any transfer or reshuffle due to the fear of adapting to a new environment.

I have some sweet and sore experiences about the attitude of low-profile people. Six months ago, I was in a similar situation and would like to share the steps I have taken. Please try to follow them step by step.

Steps to Handle Difficult Employees

1. Don't make frequent eye contact with them; instead, give them orders like a leader but do not shout.

2. There is a chance they will ignore you the first time, but do not react. Write about the same in your daily diary with the time noted and involve others.

3. Assign the same task to another worker in front of the first one, very softly.

4. I am confident that the second worker will not refuse, and the situation itself will teach the first one.

5. Instead of directly saying something, create a situation. Only then can you expect a positive response after two to three months.

6. An important aspect is to write a daily diary of the day-to-day activities of the worker/employee. This will also help you during performance appraisals.

7. After keeping a chronological record of the arrogant employees, discuss the issue with your immediate boss.

8. Your boss will surely advise you to issue a warning letter to the culprit.

9. Serve a strict warning letter with the help of standing orders, clearly mentioning the clauses related to misconduct.

10. Do not allow more than 48 hours for an explanation.

11. By following all the above steps, one should come on track. If not, the warning letter will support you in suspension or termination.

Please act, don't react. For further queries, keep mailing.

Thank you.

Hi,

Don't worry, normally office boys are misusing the words about all superiors as well as management and their family members. Make a record of this behavior, gather proof, and then remove them. Instead, appoint well-wishers to support you. Only then can you effectively manage the HR department.

Thank you.

[QUOTE=Pavadia;1092487]

[QUOTE=Pavadia;1092430]

Hi Everybody, Thanks again for your valuable inputs, and I am glad to share that I followed the same. Yesterday, I conducted a meeting with the office boys and got to know what they are going through. Now I know the reason for their rough behavior towards the staff. The reasons they shared are:

1. They are working 12 hours or more a day but not receiving anything like overtime pay or refreshments.
2. They are working on off days like Saturdays and Sundays (at the boss's home).
3. Staff members never appreciate them but complain frequently.
4. They have no family or social life left.

I shared all these points with Management, but they seem to leave things unheard. As per the Management:

1. They are getting paid more than anyone else in the market.
2. They do not deduct any money from their salary even if they take leaves.
3. No overtime for anyone in the office.

Now, after the meeting with the boys, they have lowered their attitude and are doing their job more efficiently than before. But how should I make management realize the same?

And of course, with the help of all your contributions, I am able to step the first ladder.

Thanks, Pavadia

I presume they have not lowered their attitude but are waiting for your reply. After conveying their problems to you, they will definitely expect a favorable response from the management regarding overtime, office timings, weekly offs, etc. So, you have to convince the management to resolve the problems. Because, irrespective of the rate of payment (+/- market rate), it is natural to expect proper timings and holidays. During the early months of employment, one may not question but will definitely expect these things. In due course of time, they exchange their views with others, and such things come out.

Secondly, in my opinion, working late hours without refreshments makes some people irritated. Please observe it from them and do the needful.

Regards,

Dear Puvadia, I am sure you are now able to understand the whole situation as different cases mentioned below by Dr. Vasudeva Reddy. Normally, the office boys take their job casually because they feel that by doing hard work, they are not getting any promotion and they can get this kind of new job anywhere. Also, if they are on the company payroll and getting a handsome salary or are very close to the boss/director (this is normally the case), they take their job for granted and don't care about what office staff ask them.

A better way to handle them is to befriend them and also chalk out an incentive plan for them as for every staff. Also, if someone you feel is crossing his limit, just warn him about the serious consequences, i.e., termination from his job.

Regards, Singh

Subject: Re: Office Boys' Attitude

I am happy that someone like sap2010 has liked my post, and I feel that it contained some worthy content. I hope that Pavadia will follow it and try to win both sides, i.e., Management and the Office Boys' cadre.

Regards,
Dr. Vasudeva Reddy Ravula
M.Com., PGDADR, Ph.D.