How Can We Manage Unplanned Leaves Among Pharmaceutical Field Staff Without Union Issues?

Leave Management Challenges in Pharmaceutical Field Staff

I am working as an Administrative Manager in a pharmaceutical company. We have 26 field staff. At present, we don't have any leave procedures in place. Our field officers send an SMS to my mobile if they are on leave for the day. Sometimes, they take more than 4 or 5 leaves per month by simply sending an SMS to my phone, extending the leave for a few more days, and so on. Due to taking too many leaves, it may affect their performance in the fieldwork, and the overall outcome at the end of the month decreases.

I would like to control these erratic leave practices among our field staff. I am interested in knowing if there are different leave procedures for pharmaceutical companies and whether we may face any issues from the union. Kindly assist me in coming to a resolution for this problem.

Regards

You will find Leave policy drafts on your right-hand bars. Also, you can find it on the top bar where "what do you need" is written. Type 'leave policy,' and you will find the draft policies. Amend as per your need.

Draft a Leave Application Form

Draft a Leave Application Form and send it to all the Field Staff. They have to fill in the Leave Application Form and send it to their respective Line Manager for approval. The approved Application Form has to be received by you within a stipulated timeframe. Afterward, you can apply for leave accordingly. Any flaw in the procedure will result in the day being marked as absent.

Hope this clarifies your doubt.

Establishing a Leave Policy for Field Staff

Every company has leave policies and procedures. It appears that your company ignored or did not implement them for field staff due to control reasons.

Steps to Create a Leave Policy

First, create a leave policy for field staff. Make sure to read the Sales Promotions Employees Act to avoid violating any rules outlined in it. Next, you need to get the policy approved by the relevant hierarchy within your organization. Afterward, communicate the policy to the employees and instruct them to adhere to it.

Approval Process for Leaves

The leave policy should require prior approval for leaves. Typically, approval should be obtained from the reporting manager, zonal manager, or sales head depending on the company's structure. They will approve or deny leaves based on workload or the employee's performance. Additionally, leave should not exceed the specified number of days outlined in the leave rules.

Handling Union Resistance

Regarding unions, most unions resist new rules that restrict their members. If your company has a union, expect some resistance, and ensure compliance with the regulations under the Industrial Dispute Act (if it applies to your situation).