Dear friend,
People loiter in the company premises because:
a) They may not have sufficient work. Therefore, before issue of the memo to the footloose employees, check their workload.
b) Work processes are such that it increases interdepartmental movements. Therefore, before issue of the memo, call the employees are ask them how to curtail their movements in the work premises.
c) Unnecessary movement of the employees are ignored by the leadership. If their loitering is accepted by the leadership, then you as a HR will not be able to do anything.
d) What is the nature of your industry? Have you done Time and Motion Study? Why not to do work study or method study and find out which process takes how much time? Have you measured the process turnaround time of various processes at least broadly? Once you do this study, then it will be easy for you to have brainstorming session on reduction of the process turnaround time.
Issue of memo will not work if the Root Cause Analysis (RCA) of the necessary movements is not done. For few days, employees may stop their movements but if the things come back to square one then what will you do? Issue second memo?
Have you discussed issue of unwanted movement of the employees with the leadership? What are their views? I have seen companies where employees are so overloaded with the work that they just finish their lunch in 15-20 minutes and rush back to their work. Why this does not happen in your company?
There are so many issues associated with your post or posting draft of the memo. Issue of the memo is not the end result. End result is reduction of unnecessary movement. Therefore, we have to concentrate on the end result.
Thanks,
Dinesh Divekar