Managing Employee Accountability: How Do You Handle Absences and Policy Adherence?

I need your help in defining indemnity in our company.

We are in recruitment, and our staff will be attending meetings with clients. We believed that the concerned person would be in the meeting, but he skipped the meeting and went out for some personal work. How can I have control over such situations?

The same situation may occur when we go on outings. We go on trips once a year, and we cannot control each and every employee at that spot. How can I ensure they adhere to our policies at that place and time?

For all these discrepancies, can I opt for a bond or any other source?

Hi,

I will confine my reply to:

Organizations that conduct trekking or adventure sports activities usually require all participants to sign a disclaimer. This document clearly states that the organization will not be held responsible in case of any mishap or misadventure that may befall the participants, especially if the document specifies certain banned activities and the mishap occurs because those banned activities were carried out.

You can perhaps approach such organizations and request a copy of the disclaimer format, which you can then modify for your own use. I understand that you would need to implement this for each outing.

Similarly, you should have a Code of Conduct and obtain a signed undertaking from each employee, acknowledging that they have received a copy of the code of conduct. Perhaps you can explain to the group why you feel the need to monitor their behavior and enforce discipline. Try your best not to become a policeman - you have better things to do in HR.

If the management and staff are not willing to make improvements overall, then I personally feel that there is no point in you wasting your time there.

All the best!

Regards,

Ryan

In close agreement with Ryan, I would like to mention that in case employees go out to work but end up going elsewhere, they must be caught. We can catch them by closely scrutinizing their transport claims and implementing a policy of verifying their visits with the same clients by the immediate boss.

If they are caught red-handed or through other means, they shall receive a strict written warning. Upon a second occurrence, such employees will be asked to leave the office. If this clause is included in their appointment letters, signed by both parties, these individuals can be effectively managed.

Regards,
Parul

Hi Ryan,

I will confine my reply to the issue at hand. The same situation may arise when we go on outings. We embark on trips once a year, and we cannot control each and every employee at that location. How can I ensure they adhere to our policies during those times?

Organizations that conduct trekking or adventure sports activities typically have participants sign a disclaimer. This document clearly states that the organization will not be held responsible in case of any mishap or misadventure during the activity. It may specify banned activities, and if any mishap occurs due to engaging in these activities, the organization is not liable.

You could consider approaching such organizations to request a copy of their disclaimer format, which you can then modify for your own use. I realize this would need to be done for each outing.

Similarly, it is important to have a Code of Conduct in place and to obtain a signed acknowledgment from each employee confirming receipt of the code. You may want to explain to the group why monitoring behavior and enforcing discipline is necessary, without taking on the role of a policeman. As an HR professional, your time is better spent on more productive tasks.

If the management and staff are unwilling to cooperate and improve the situation, it may not be worth your effort to continue in that environment.

All the best!

Regards,
Ryan

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Thanks Ryan,

That's a good suggestion. Could you please provide the disclaimer format, and do we need to have it signed on a Stamp Paper or just our company letterhead?

Also, can you assist with creating a list of the code of conduct?

Please help!

Regards,
Roopa