How Can We Create a Fair Leave Policy and Tackle Attendance Issues in Our 24/7 Service Company?

Dear Sir/Madam,

Greetings!!

Ours is a Facility Management Company with 18 regional offices across India and a Corporate office in Pune.

The primary focus of our business is mechanized housekeeping. However, currently, we do not have a formal leave policy in place.

Employees are allowed to take leave at any time with the approval of their Department Heads. It is common for us to work on Sundays without receiving overtime compensation. To address this, we allow employees to take compensatory leave for the extra hours worked.

I am seeking assistance in developing a leave policy for our organization. It is crucial to consider that we operate in the service sector, requiring us to provide services 365 days a year. Any absence can impact our service delivery and client relationships significantly.

Moreover, attendance management is another concern. Employees often arrive late and inaccurately record their attendance. I am exploring the option of implementing stricter measures within the Attendance Register itself to prevent such discrepancies. Setting rules directly in the register might be more effective than continuously reminding employees of the guidelines.

I would appreciate your suggestions on designing an efficient attendance register format and outlining the necessary actions to address tardiness.

Thank you for your support.

Kapisha :icon13:

You could use automated systems for attendance registration. There are various options available, such as marking online attendance when the employee logs on to their PC and submits their attendance. Access cards may also be helpful, although their effectiveness for your industry is uncertain. An access card can assist in creating a log of entry and exit times.

About the leave policy:

You may consider implementing a rotated leave policy, where not everyone has their weekly day off on the same day. This way, one team member can take a leave on a specific day while others continue working, ensuring that someone is always available. Then, another team member can take leave on a different day. I am unsure about the logistics of administering this, but it was the initial idea that came to mind.

Thank you,
Kamaljit Kaur

Hello,

Since you say it's a service company, you could also consider a shift arrangement. That way, people come in when they are on duty and can rest and do other things when they are not on duty.

When you say some people come at 12, when do such people close? Anytime there's no more work? Well, please note that you also want to be fair, so until you put some form of structure in place, it may be difficult to enforce punctuality especially if there is no specific closing time.

When there is a proper work arrangement and structure, then you can also have a proper leave policy - have a pre-planned leave roster, approved number of days for annual leave, casual leave, etc.

I am given an assignment to make the service rules for a private educational institution. How do I go about it, i.e. for the teaching and non-teaching staff? Please help. Thank you.

Ann M