Struggling to Enforce Rules in a New Factory: How Can I Communicate My Challenges to Management?

I joined an export factory four months ago as the HR & ADMIN Head. Before my joining, there was no such department. This is a new firm established in October 2011. My boss lacks experience in this industry and heavily relies on other senior staff. While he has good business sense, he struggles to understand the importance of rules, policies, and systems. He aims not to disappoint any staff member.

Due to his nature, I am facing numerous challenges in maintaining the rules and executing my work. For example, when I implemented a biometric attendance machine, employees did not adhere to punching their attendance properly. During salary preparation, I encounter multiple problems.

I am also unable to make decisions independently for my work. I have to seek approval from my GM or MD, and most of the time, they are unavailable or delay the process.

I am seeking advice on what steps I should take. How can I explain all my challenges to my MD? I feel completely lost and would appreciate any guidance. Your help is much needed.

It's not that difficult; you just need to have an appointment with your MD. You can create a small write-up on all the policies that need to be prepared and implemented to successfully run this organization. You can ask for some sort of non-interference or independence in your activities, and I am sure your MD will listen and respond.

Regards

Taking further to what Teamgrouphr said, sometimes you may not be able to discuss things thoroughly in a brief or hurried meeting to make the top management see the reason in your suggestions. In such cases, a written report can be helpful as it allows you the space and time to provide a clear picture. Executives can review it at their convenience, even while traveling or on holiday, and understand your perspective. You can prepare a well-crafted note written in clear and concise language to enhance readability. It should not be confrontational but should address the issues straightforwardly. The note can be structured into the following sections:

Object of the Note

Here, you can simply state that the note aims to draw the concerned executive's attention to the need for standardizing certain company policies, practices, and procedures related to employee work and conduct.

Rationale for Standardizing Policies, Practices, and Procedures

In this section, you can elaborate on the reasons for standardization:

• A business organization has specific goals and missions that require consistent performance from employees within set timelines. To achieve these goals, a uniform work ethic and discipline are necessary to drive performance.

• Compliance with labor laws, such as the Factories Act or Maternity Benefit Act, necessitates the formulation of policies like leave entitlements.

• Establishing policies on appointment, probation, discipline, and termination aligns with legal requirements and ensures fair practices within the organization.

Suggested Policies Based on Business Processes and Legal Obligations

Suggested policies may include:

1) Organizational goals, mission statement, and philosophy.

2) Attendance, punctuality, working hours, breaks, and holidays.

3) Leave policy.

4) Misconduct and disciplinary policy.

Additional policies can be included as per organizational requirements.

This draft aims to provide guidance and address your concerns. You can customize and enhance it to suit your organization's specific needs.

Hope this information is helpful.

Regards,
B. Saikumar
In-House HR & IR Advisor

Please find attached herewith a list of a few policies that can be formulated and executed based on the organization's/company's size and its suitability.

All the very best.

Thanks

It is very difficult to work with a boss who does not understand the importance of "rules, policies, and systems" and instead depends on other senior staff rather than relying on HR, which could lead to potential misguidance for their own selfish desires.

Suggestion for Addressing Attendance Issues

My suggestion is to display all the staff names of those who are not swiping their attendance and communicate that leave will be marked on days where attendance is not swiped. This may prompt them to rectify their behavior quickly.

Additionally, you should put up a note to your boss requesting some of his time to explain the difficulties you face during payroll processing. By doing this, he may gradually come to understand your challenges, potentially leading to granting you the authority to make decisions such as imposing a loss of pay on employees who are not adhering to the attendance rules.

All the best.

Regards,
NVS
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