Strategies for Implementing an Effective Employee Punctuality Policy

I recently joined a company as an HR Executive. My problem is how to address the issue of employees' punctuality. I would appreciate your guidance on how to resolve this matter effectively. Thank you for your assistance.

Hi, Mr. Executive,

Please prepare a policy regarding this area. For instance, if a worker reports to the organization 10 minutes after the stated time, then half of their salary should be deducted. If workers continuously arrive late, disciplinary action should be taken. These measures will surely be effective, but initially, you will need to enforce them firmly.

With Regards,
Mr. Thumbs Up

First, analyze the extent of late coming and whether it is a long-standing problem/practice. Who are the latecomers? Are they habitual latecomers? Which departments are affected? What is the system of attendance in the office?

First, assess the existing system for dealing with latecomers - is it adequate, inadequate, or not properly followed as laid down? Gather all statistics and discuss them first with the HR boss and then with the Head of Department (HOD) to decide on a course of action.

Establish a late coming policy - permitting 10 minutes of late arrival three times in a month; beyond that, the next two late arrivals will result in half a day of casual leave taken. Provide counseling and implement disciplinary action for chronic latecomers.

Sir,

You should make a policy regarding the following components:

- Leave policy
- Timekeeping (every month, one employee gets 2 to 4 hours of permission). If above the permitted hours, you deduct half a day or a full day.

Regards,
Ravi

Late coming has been a perennial issue in most organizations. We need to ensure that we manage it appropriately. If you plan to eliminate it completely, you will not only fail but will invite other issues. We cannot be stringent on it. However, we need to be firm. Some suggestions for handling the issue:

1. Positive Reinforcement: Introduce Rewards for Punctuality.

2. Policy: Ensure that the HR Manual clearly deals with late coming and the penalties.

3. Counsel the habitual latecomers and if the organization can offer anything, think of extending the same so that the person concerned can come out of the problem. The staff should get a feeling that we are more concerned in helping them to get rid of their problem than in their late coming.

4. Try to avoid monetary penalties.

5. If possible, provide an opportunity to compensate for the loss of time.

6. Elicit the solution to the issue from them instead of prescribing/dictating something.

These suggestions may not be very relevant in factories or industrial establishments.

Dear Hina.1661,

Before you make up the policy and circulate it with the employees, kindly note that as you are making a policy which states that late coming will not be tolerated and deductions will be made. In short, you are asking for employees to respect the incoming time. At the same time, if your management has a style where the company's work starts only in the evening, then most people will extend their outgoing time. So, the moment you press for standardization on the in-time, employees will standardize the out-time. If this does not suit your industry, a flexi-time module needs to be implemented.

Think, speak with management, analyze the outcomes, and then plan your adaptive policy.

Regards, Ashutosh Thakre