Dear Forum Members,
I am one of the Founder Directors of a Pvt Ltd., Company whose identity I do not want to reveal at present.
The organization was started 35 years ago with 9 directors and presently is operating from its own premises with 4 working directors, the rest having either withdrawn their stake or have deceased .
Design, Manufacturing and supply of electronic Measuring Instruments and Special Purpose Testing Machines is the main activity of the company.
The Founder Directors and other Directors form the Board of Directors and the Companyfunctionsthrough Vice Presidents looking after various functions such as Finance& HR, Business Development, Marketing, Design & Manufacturing etc.,
I hereby wish to reproduce below a mail by me to one of the VP’s regarding an incident which occurred recently in the organization and also the reply from him
Before I reproduce the mail I am giving bellow a brief background of the incident for your understanding
The factory functions from 7.30 AM in the morning to 5.30 PM with a lunch break of 30 mins in between. We follow a 5 day week with Saturday and Sunday being Weekly off days.
One day last week, the factory did not open on schedule due to the absence of the factory keys. Employees were stranded on the lawns in front of the factory premises. Frantic phone calls were made to the Vice President concerned and ultimately the keys were received after about 40 mins.
In this regard I request the forum members to go through the MAILS and give your opinion regarding the appropriateness and tenor of both my query and the VICE PRESIDENT’s response
This is being done to ascertain from the learned members to see any corrective action is required in my action. In other words have I transgressed the boundaries of decency and decorum in sending him the mail below?
“Dear Mr. XXX
Today when I went to the Factory, I was given to understand that the organization started working @ 9AM instead of 7.30 Am
Also I came to know that the keys were not available with the appropriate people
What precautions and corrections are you intending to do so that the above does not repeat.
This is nothing but violation of STANDARD OPERATING PROCEDURE which are to be followed
According to me approximate man hours lost 200x 90minutes = 18000 minutes = 300 hours
Correct me if I am wrong
What are the checks and balances you are intending to do under such scenario so that working hours are not being lost?
Also request in such situations the information may be given to the top management
Thanks”
I am also enclosing his reply for your study:
“Sir,
At the outset you have wrong information. . The factory opened at 8.42 a.m. (time of call received from Security) and not 9.00 a.m. as mentioned by you. Unfortunately they have not informed you the reason for the delay neither you would have asked.
The Company Bus had skidded down a culvert at the parking place (because of the heavy rains the previous night) and due to tension, Mr. Raghavendra forgot to give the factory keys to the other Bus Driver / other employees. Further since I had work in Unit 1 / Syndicate Bank, I had planned to work in Unit 1 from 8.30 a.m. Hence did not go to factory at 7.30 a.m. I received a call from the security at 7.45 a.m. Informing that the key was not available. Immediately I called Mr. Raghavendra and asked him to rush to the Factory. I also rushed to the factory driving rashly. I reached the factory at 8.45 a.m.
You have mentioned “This is nothing but violation of STANDARD OPERATING PROCEDURE which is to be followed.” Please share with me the Standard Operating Procedure.
Ever since I joined the Company the procedure was as follows:
Factory keys are with the Founder Directors and one set of key is with the Bus Driver. Earlier the factory was being opened with the keys available Mr. WWW or Bus Driver. There are several instances when both have been delayed and factory was opened late. Why this had not come to your knowledge earlier or was it ignored. I was orally informed by Mr. WWW that the factory key should be in the custody of any Managerial staff, if the factory is closing late.
Ever since Mr. MMM is not attending office, he has given his keys to me. Every morning the factory is either opened with the keys available with me or the bus driver.
I am planning to hand over a set of keys to Mr. XYZ., Accounts, as he stays near to factory.
The man hours lost is 70 minutes. The no. of man hours lost will be calculated and informed to you. I authorize you to deduct the cost of the man hours lost from my Salary or shall be paid by me.
As you have mentioned that in such situation the information may be given to the top management, I have sent a detailed reply. Sorry If I have wasted your precious time by sending a long e-mail.
Finally I am saddened and hurt by the wording of your e-mail. However I would like to nail the coffin of this issue.
Regards,”
P.S: here Mr./s WWW and MMM are all Founder Directors
I would like your esteemed panel to go through this entire record and let us know your opinion
Thanking you for your time and awaiting your inputs
GGG
I am one of the Founder Directors of a Pvt Ltd., Company whose identity I do not want to reveal at present.
The organization was started 35 years ago with 9 directors and presently is operating from its own premises with 4 working directors, the rest having either withdrawn their stake or have deceased .
Design, Manufacturing and supply of electronic Measuring Instruments and Special Purpose Testing Machines is the main activity of the company.
The Founder Directors and other Directors form the Board of Directors and the Companyfunctionsthrough Vice Presidents looking after various functions such as Finance& HR, Business Development, Marketing, Design & Manufacturing etc.,
I hereby wish to reproduce below a mail by me to one of the VP’s regarding an incident which occurred recently in the organization and also the reply from him
Before I reproduce the mail I am giving bellow a brief background of the incident for your understanding
The factory functions from 7.30 AM in the morning to 5.30 PM with a lunch break of 30 mins in between. We follow a 5 day week with Saturday and Sunday being Weekly off days.
One day last week, the factory did not open on schedule due to the absence of the factory keys. Employees were stranded on the lawns in front of the factory premises. Frantic phone calls were made to the Vice President concerned and ultimately the keys were received after about 40 mins.
In this regard I request the forum members to go through the MAILS and give your opinion regarding the appropriateness and tenor of both my query and the VICE PRESIDENT’s response
This is being done to ascertain from the learned members to see any corrective action is required in my action. In other words have I transgressed the boundaries of decency and decorum in sending him the mail below?
“Dear Mr. XXX
Today when I went to the Factory, I was given to understand that the organization started working @ 9AM instead of 7.30 Am
Also I came to know that the keys were not available with the appropriate people
What precautions and corrections are you intending to do so that the above does not repeat.
This is nothing but violation of STANDARD OPERATING PROCEDURE which are to be followed
According to me approximate man hours lost 200x 90minutes = 18000 minutes = 300 hours
Correct me if I am wrong
What are the checks and balances you are intending to do under such scenario so that working hours are not being lost?
Also request in such situations the information may be given to the top management
Thanks”
I am also enclosing his reply for your study:
“Sir,
At the outset you have wrong information. . The factory opened at 8.42 a.m. (time of call received from Security) and not 9.00 a.m. as mentioned by you. Unfortunately they have not informed you the reason for the delay neither you would have asked.
The Company Bus had skidded down a culvert at the parking place (because of the heavy rains the previous night) and due to tension, Mr. Raghavendra forgot to give the factory keys to the other Bus Driver / other employees. Further since I had work in Unit 1 / Syndicate Bank, I had planned to work in Unit 1 from 8.30 a.m. Hence did not go to factory at 7.30 a.m. I received a call from the security at 7.45 a.m. Informing that the key was not available. Immediately I called Mr. Raghavendra and asked him to rush to the Factory. I also rushed to the factory driving rashly. I reached the factory at 8.45 a.m.
You have mentioned “This is nothing but violation of STANDARD OPERATING PROCEDURE which is to be followed.” Please share with me the Standard Operating Procedure.
Ever since I joined the Company the procedure was as follows:
Factory keys are with the Founder Directors and one set of key is with the Bus Driver. Earlier the factory was being opened with the keys available Mr. WWW or Bus Driver. There are several instances when both have been delayed and factory was opened late. Why this had not come to your knowledge earlier or was it ignored. I was orally informed by Mr. WWW that the factory key should be in the custody of any Managerial staff, if the factory is closing late.
Ever since Mr. MMM is not attending office, he has given his keys to me. Every morning the factory is either opened with the keys available with me or the bus driver.
I am planning to hand over a set of keys to Mr. XYZ., Accounts, as he stays near to factory.
The man hours lost is 70 minutes. The no. of man hours lost will be calculated and informed to you. I authorize you to deduct the cost of the man hours lost from my Salary or shall be paid by me.
As you have mentioned that in such situation the information may be given to the top management, I have sent a detailed reply. Sorry If I have wasted your precious time by sending a long e-mail.
Finally I am saddened and hurt by the wording of your e-mail. However I would like to nail the coffin of this issue.
Regards,”
P.S: here Mr./s WWW and MMM are all Founder Directors
I would like your esteemed panel to go through this entire record and let us know your opinion
Thanking you for your time and awaiting your inputs
GGG