Struggling with a Chronically Late Employee: How Can I Encourage Punctuality?

In my company, we have a web designer who always arrives late to the office. Since I joined (almost a year now), I have tried various techniques to encourage him to be punctual, such as salary deductions and marking down his performance, but he has not shown any improvement. Please suggest some creative ideas to help him become more punctual.

Thank you.

Regards,
Mandeep Kaur
HR & Marketing Executive
01 Synergy

Mandeep, why have you been tolerating this employee for the past year? In all likelihood, he is suffering from an "indispensable" complex. This means he feels he is irreplaceable in the organization, and therefore he believes he can do whatever he wants and get away with it. Your failure to address his indiscipline is concerning.

You should discuss the situation with your management and issue him an official notice of two months. Utilize this time to search for his replacement. If he shows improvement, consider retaining him; otherwise, replace him by the end of the notice period.

Cheers,
Navneet

Thank you for your quick reply. I spoke to management, but I don't know for what reason they are keeping him in the company. Every time, they will say, "just give him one more chance."

Regards,
Mandeep Kaur

That's exactly the point. They are unsure if they will get this kind of skills at the cost he is coming to them at, hence the tolerance. Sorry, Mandeep, but there is little you can do in this case. HR is helpless if their proposals or initiatives are not driven, supported, or cemented by the management.

Another thing you can attempt as a last resort is to review the attendance of everyone. Select those who regularly come late and then project it to the management that it is because of our inability to check the web designer that the indiscipline is increasing and could affect the image of the organization, or you could introduce the concept of Flexi Timings.

Punctuality and attendance are the most nagging problems in the industry. It is not always beneficial to adopt a strict disciplinary approach to deal with it. The way your management is kind to his conduct suggests that there may be some positive side of him, such as completing his responsibilities without much headache for the management. Therefore, they are not willing to dispense with him, or it may be that they are not willing to incur higher hiring costs again for a web designer.

Suggested Method to Address Punctuality Issues

1. There may be various reasons for an employee to come late. Some reasons may seem silly, like being lazy, but there may also be some justifiable causes, such as ailing family members who need attention, family problems, or the inconvenient location of the office from his house, which is also an important factor in cities like Mumbai.

2. Call the employee and ask him why he is coming late regularly. Listen to him first.

3. If he has some genuine problems, think of solutions where you can have a win-win situation. For example, you can alter his working hours or ask him to stay late to compensate for coming in late, etc.

Regards,
B. Saikumar
HR & Labour Law Consultant
Chipinbiz Consultancy Pvt. Ltd
Mumbai
Tel: [Phone Number Removed For Privacy Reasons]

Dear Sai Kumar, I have discussed these things with him many times. He directly says that he is lazy, and I have offered him flexible timings. For instance, when he is asked to come at 9 am, he will arrive around 9:30. If I call him at 9:30 am, he will come at 10 am. He doesn't have any genuine reason for this tardiness.

Thanks,
Mandeep Kaur
Regards

Dear Mandeep, once again discuss the matter with your employee in a gentle way and explain to him why it is a problem. You can explain that it hurts the morale of the office by letting his coworkers see that he skirts the rules while they are doing their part to obey them.

If your gentle talk and reminders don't do the trick, begin documenting the employee's tardiness and issue him a warning letter. This is always a good way to wake someone up a little. If it continues, write him up again and have your seniors have a discussion with that employee.

If nothing has changed, have a discussion with your management along with the related documents like the attendance report and copies of the warning letters issued. If you have the power, let him go out of your organization.

With Regards,
Priyadarshini

I just read all the problems you have been facing for the last few months. I would like to suggest the following:

1. Firstly, issue a circular to all employees stating that only three instances of late-coming will be allowed in severe cases. After being late, employees must inform HR or their seniors. If an employee is late more than three times in a month, there will be a deduction from their salary.

2. Then, issue a late-coming letter for every instance of tardiness and pay special attention to that individual.

3. If the same employee is late more than three times, deduct half a day's salary for each late arrival and continue to issue late-coming letters regularly. Don't forget to keep a receiving copy of the late-coming letter.

Regards,
Neeraj Sharma

Find out secretly his interests. Give him some interesting workload of his choice related to the office/organization, and see the change. As management wants to retain him, identify his skills apart from web designing and try to implement the same in web designing. Try this approach. He may improve. Approach the situation positively.

Regards,
Abhinandan.

This is a small issue. Why are you taking this so seriously? Like the way we have the best employee of the week on the notice board, place recognition for the best latecomer. As he feels bad to see his name on the notice board, definitely he changes his attitude.

Regards,
Ram

Put him on a critical job, assigning tasks that are very critical and involve a significant amount of work. If he is unable to perform properly, evaluate his performance and ask for his resignation.

Also, if he is a good performer and always finishes his work within the deadline, then I must say you need to give him some flexibility. After all, it's performance that matters at the end of the day.

Regards,
Krishna Sati
[Phone Number Removed For Privacy Reasons]

If you are not getting management support, here are a few things that can be done to improve his punctuality:

1. Deduct his salary after three instances of coming late, but only for a grace period of 15 minutes.
2. Alternatively, you can offer him flexible hours up to 11 am, expecting him to work 8.30 or 9 hours in the office. If he fails to meet the required hours, you can deduct his salary according to the company's rules and regulations.

I believe implementing flexible hours will help resolve the punctuality issue. If there is still no improvement, consider issuing a warning letter or terminating his employment.

Regards,
Shikha

Approach a friendly measure, just give it a try. After assigning all the interesting tasks, call him early in the morning to ensure he reaches the office on time. Follow this routine for one month consistently, and you will notice the change. Just give it a try.

Regards,
Nicholas

I read in a response from Mandeep that the employee who comes late due to his tardiness arrives at 9:30 if he is scheduled to start at 9:00, or at 10:00 if he is supposed to come in at 9:30.

Therefore, my suggestion is to call him 30 minutes before he is required to clock in or show up at the office. If he is given flexible hours beginning at 10:00 am, inform him in writing or verbally that he must be present by 9:30 am. I hope this resolves the issue.

What do you think? I am attempting to offer a solution based on the information provided. Verbal or written warnings, discussions with management, or allowing him to explain his situation or be on a flexible schedule have not yielded satisfactory results for the HR department. So why not consider implementing the employee's technique? However, ensure that the timepiece he relies on is synchronized with the official time.

Thank you.

I strongly agree with Mr. B. Saikumar—don't forget that as an HR professional, you need to play the role of a counselor as well. There might be some root cause for his regular late coming. Despite taking disciplinary actions, find out the root cause of the problem and discuss it with the employee. You can also show the efforts you have made to resolve this issue. I am sure that he will definitely understand your concern too.

Hi Mandeep,

It is a very sensitive issue. What I can suggest to you is to motivate him to come on time by implementing the following methods:

1. You can create a monthly punctual staff list.
2. You can send out a group appreciation email for punctual staff.
3. You can also organize an event at the end of the month by giving a small gift to the employee who is very punctual for that particular month.

I believe that by implementing these practices, you can motivate him to come on time.

Best regards,
Chandra Mohan Rao
[Phone Number Removed For Privacy Reasons]
Bangalore

What I think is to deduct his salary when he comes late to the office regularly. When he gets irritated, he goes to higher management to ask why his salary is deducted every month. Then, you should provide all his attendance details and stop his increment. This way, he can understand that it's not good to break office timing.

Please answer the following questions and make a decision accordingly:

Questions to Consider

1. Is he the only web designer available to you on Earth?
2. Is he such an important asset to your company that you are in dire need of him?
3. Is he the sole employee of your organization?
4. What justice has been served to other punctual employees?
5. It is disheartening that despite being labeled as lazy, he still remains with the organization. What message are we conveying to the other employees by allowing this to continue?
6. How many valuable man-hours have been wasted on him?
7. If those hours had been spent on recruiting good designers, you would have had a handful of staff at your disposal.
8. Please reflect on this...

Thank you.

Dear Mandeep, I agree with Mr. Sardhar. Please print Mr. Sardhar's response and forward it to your management.

Regards,
Dada

Why is Punctuality a Problem?

Is this man doing what he was hired to do? If the answer is "No," start disciplinary measures against him, and he will either leave or be sacked. If the answer is "Yes," you have two options:

The first is to leave him alone; he will continue to do what he has been hired to do. The second is to continue to treat him as if he were a small child who has to have his legs slapped because he was late for school. If you continue behaving in this way towards him, he will definitely leave, and when he does, it will be because of the way he has been treated by you.

You are wasting your company's time and money by pursuing something that adds no value to your organization. If the cost of replacing this man when he quits came from your own pocket, would you be so keen to behave in this way to make him leave?

Regards,
Peter A Hunter
BreakingtheMould.co.uk

First, suggest to him to maintain his routine timetable and check how many minutes he is late. Then, advise him to leave his home at least 1 hour prior to his timetable. I am sure this will work out.

With warm regards,
Sheerin

WISH YOU A HAPPY NEW YEAR

I studied the case and found that the problem is psychological with the gentleman. He doesn't understand the value of time, so you should counsel with him, and he'll improve slowly.

Evaluating Employee Punctuality Issues

Firstly, does the work suffer? Does he fail to meet the deadline? No one really knows why the management is supportive of this indisciplined employee. You can try telling the management that if one employee is allowed this slackness, then every other employee will demand flexible hours, and you will have to grant it, as an office cannot have different rules for different employees.

Counseling and Addressing Late Arrival

First, counsel him about the late coming. It might be helpful to have a suitable higher official, with whom he feels comfortable, open, or friendly, talk to him.

Secondly, salary deductions or deducting marks from his performance is not the correct approach unless there is a policy in place. For example, if three times late results in a half-day leave deduction, then follow that policy. If you are deducting leaves as per the policy, please leave the matter there and stop bothering him further.

Consideration of Work Hours

Thirdly, consider the time he is leaving the office. Determine if his job profile requires him to stay late. As an HR person, you should take this into consideration as well, especially since you have only mentioned that he comes late.

Fourthly, ask him if his timings can be adjusted to come in 30/40 minutes later and leave 30/40 minutes later. I have seen this in many companies, especially in the case of ladies when they are pregnant.

Finding Solutions and Enhancing Skills

As an HR person, try to delve into the individual's concerns and find the best possible solutions. Penalizing should be the last option.

Request your company to provide you with good HR and interpersonal training to enhance your skills.

Regards,
Venkata Krishnamohan

Addressing Late Arrival Issues

First, counsel him about the late coming. It might be helpful if a suitable higher official, with whom he is comfortable, open, or friendly, conducts this discussion.

Secondly, salary deduction or deducting marks from his performance is not really a correct approach unless a policy is in place. For example, three instances of being late could result in a half-day leave deduction. If you are deducting leaves as per the above, please leave the matter there and stop bothering.

Thirdly, consider what time he is leaving the office and whether his job profile requires him to stay late. As an HR person, you should first take that into consideration as well, as you have only mentioned he comes late.

Fourthly, ask him if his timings can be adjusted to come in 30/40 minutes later and leave 30/40 minutes later. I have seen this in many companies, especially in the case of women when they are pregnant.

As an HR professional, try to delve into the individual's concerns and find the best possible solutions. Penalizing should be the last option.

Request your company to provide you with good HR and interpersonal training to enhance your skills.

Regards,
Venkata Krishnamohan

Dear Mandeep, Give him a warning that he may lose his job. Until and unless he fears losing his job, it is tough to correct him. You may also act as per the labor laws of the country; submit the law reference to your management and help them understand that if this latecomer is not addressed, others may be inspired to arrive late, potentially causing a breakdown in discipline. You can make the management understand this way for the greater interest of the organization.

Regards,
Haidar
Manager (HR & Compliance)

Please take a printout of all the suggestions, advice, etc., make two copies, and present it to him as a NEW YEAR GIFT. Give one copy to management. I think it is a simple and polite way of solving it permanently.

Regards,
Abhinandan.

Mr. K. Venkat has given a very good idea—to put the names of those who come late on the notice board.

With regards,
Pankaj Bhalerao

Late Arrival and Early Departure

1. Late arrival or leaving early is not a bane; only unscheduled leaves affect the bottom line. This is based on real-life practices in the top 200 firms employing MBNQA.

Employee Assistance Program for Personal Issues

2. If it's a personal issue, the case merits attention under the Employee Assistance Program.

I think everyone is missing a point here. The management knows of his indiscipline and has no problems with it or does not feel it warrants any action.

For Mandeep, unfortunately, this is her biggest problem. The issue is not the web designer. He is consistently displaying behavior that says "you cannot touch me, so don't bother" and "your rules are not meant for me." These are typical behavior patterns of individuals who feel they are indispensable.

I believe the problem lies with the management, and Mandeep needs to concentrate on educating them about the effects of employee behavior (or misbehavior) on the organization.

@Mandeep - A piece of advice: Do not attempt to take any action against the web designer without the support of your management, which currently does not exist. We do not want you to end up in a situation where the individual goes to the management and you are reprimanded for the same. This would result in all your hard work becoming null because people will find out, and even those who follow your instructions will stop doing so.

Your problem is NOT the web designer but your management. They need to understand the power of HR, and only you can educate them. The good news is 99% of organizations in India face the same issue. The bad news is that despite all attempts, it still remains at 99%...  But that should not be a deterrent.

The fun in HR is that we are constantly trying to change, and change can be the most frustrating activity. The trick is to learn to enjoy the frustrations and have FUN doing it 

If you need to talk to me about it, please feel free to contact me.

Cheers,

Navneet Chandra

[LinkedIn Profile: Navneet Chandra Kulshrestha - India](http://in.linkedin.com/in/navneetchandra)

Unless he has self-realization, he wouldn't abide by the punctuality norms. No punishment would work in his case. The trick which would work here is to not take any disciplinary action or say anything to him for at least 1 to 2 months. It is possible that he would start thinking why he isn't being blamed, and that will give him space to act positively and follow the set norms.

Regards,
Sneha