Too Much Leaves Being Taken

please prepare a report of the absence.
the report should contain the no of days of absence
reason for the same
information procedure - how it was informed
impact of absence on work
ur recommendation(pls think this point before adding, if you are convinced that your MD will take action, then you can go ahead)

Dear Richa
Instead of discussing more on this in your office, please ask for one more assistant for you to your MD and take his help. Please sideline your lady staff, initially she may feel confortable because reduced work, but in due course she will surely feel that she is not given much importance and obviously she will leave the job.

Dear Richa,

This is a common issue that the HR professionals face in their profession. However, here, since the issue is with your report, it's relatively easier to handle. Why can't you speak to the person with all the leaves details she has availed? Sometimes, the person may be having very genuine constraints to do so. Understand the real reason for this indifferent behavior (availing too much leave) and handle it with empathy. Suddenly concluding that the MD has some other relationship with the person seems to be highly immature. This may be true or sometimes may not be true.

Tell the report about your expectations from that role and ask her to improve. Even if there are genuine reasons for her taking so much leaves, make her understand that she is playing an important role and such breaks are affecting the performance of the function. Tell her either to reduce the number leaves being taken and contribute on a continuous basis or you will have no option but to give the role to a more consistent employee.

From your mail, it is clear that your MD has categorically clarified that she has to report to you. So, I see a problem here in your inability to take control of the situation. If things are running fine even after your report's being on leave for so many days, the question arises is "is that role required"? If the absence is impacting the performance of the function, you may appraise your MD about the reality. I think he will agree with you that a function cannot be run smoothly with such employees who remain on leave every alternate day. Because, logically, he should be in a better position to understand the problem. So, your first priority should be to understand the views of your report as well as the MD on this issue.

If you present this case properly, I am 100% sure that your MD will agree for a replacement. Major part of this exercise should be done verbally rather than writing mails / letters. Once a verbal consensus / decision is arrived, that may be the time to engage on written communications. If I would have been in your place, I may have handled the situation as above.

MK Saseedharan

In this case I think HR dept.don't have the authority to take any action against indiciplined employee as all the authority lies with M.D.If M.D.permits you to take action against her pl.take a written approval of M.D.for suspension or termination or any action deemed fit against her.Prior to issue termination letter give her a letter of explanation mentioning unsatisfactory explanation leads to any type of action.

I agree with Mr.MK Saseedharan. HR profession requires diplomatic thinking and includes problem solving through counselling.
"Suddenly concluding that the MD has some other relationship with the person seems to be highly immature. This may be true or sometimes may not be true."
I completely agree with this statement....

Hello sir,
Our hr family has given many suggestions, where as it could be used based on your organizational environment. In this regard, i use to follow a way once the individual is absent for more than 3 days due to sickness.
Getting medical certificate as well as fitness certificate for every time. Like wise record every thing in papers along with the sms given & the rate of absenteeism by her.
One day (or) other for every month Score Card Meeting, all Md's will ask of the shortage of Manpower. Meanwhile u put a word regarding absenteeism for ur whole unit. Automatically he will give a green flag for the uproot of such cases & she will be among the one. If not so then, ask her itself to prepare a show cause notice for the absenteeism list. Let her handle the absenteeism. A way she might feel guilty & she might correct (or) quit.
Continuous practice becomes the habit. First stop her practice.
reg,
Dinesh K.T.