How Do I Bring Order to a Chaotic Workplace with No HR Policies in Place?

Dear Friends,

I am not new to this forum, but it's true that I have not participated in any of the discussions on this forum. But now I would like to start up.

I have recently joined a firm; it's an IT product development company with a staff of 50 people.

Frankly speaking, things are very much messed up here as the ex-HR has not created any policies or proper structure. So, people here are accustomed to a chaotic work life in the office. They come at their own will, go when they like. If asked why they behave this way, they have a huge bad attitude. Sometimes, I feel like I am in a BIG MESS.

Can you help me in creating the right structure for such an organization? I have to start everything from scratch in HRD!!!

Please help me out!

Thanks, Miss. J

Hi,

1) Identify all the things you will need to change, incorporate, and make notes of anything you feel is improper and needs modification.

2) Speak to your management (or whoever you may be reporting to).

3) Plan things properly. Be friendly with everyone. Don't try to implement changes immediately, as sudden rule changes and restrictions are not welcome and can leave a negative impact. Interact with people, let them be themselves, and allow them to come in at their preferred times.

4) In the meantime, discuss employee behavior, work timings, and necessary disciplinary measures with the management for the organization's benefit.

5) Attendance monitoring, clocking in and out times, leave taken, and breaks for lunch or tea/coffee need to be strictly observed on an individual employee basis. Some employees may treat work like a picnic and act freely without restrictions. Handling such employees requires care and support from your superiors.

6) Start by designing a code of conduct. Include points such as dress code, office discipline, break times, attendance requirements, and signing the attendance register.

Hope this guidance is helpful to you.

Ambika Kamath (Apologies for any spelling errors; I didn't have time to check)

Hi Ambika,

Thanks a Ton !!

The tips are definitely gonna help me out............

But the major problem is we have 4 SBUs and we dont have any MD here

So if I beinh HR Manager has to take major decisions becomes problem..............my reporting is to our CEO who sits in USA............!!

I am lil aggressive in mywork tactics.........!!!

I will give you 1 real example that happended recently

---->

My Mail ........

This is my observation that many of your team members send a mail to me for their early departure from office at a very short notice intimating that they have some personal reason (generic).

Let me give you an example of 1 employee who sent me a mail today at 3:36PM saying “I am leaving early due to some personal reason”

When I replied his mail asking for the specific time and reason, I got a reply at 3:43PM “I am leaving at 3.40 pm.” That's it.



Other one writes a mail at 4:40PM “Due to some Personal reason I am leaving early at around 5:15 PM”.



This is not something that they are taking in urgency, this must have been planned.

If this continues like this then I don't think it's a healthy sign for us to grow.



I am coming to these kinds of cases a lot specially on Fridays and Saturday (if it's working).



I have informed all the project managers regarding the same.

We can incorporate ½ day Salary deduction in such cases.

......

When i diddnt get any reply from the cocern employee's Project Manager so I sent a mail to the concerm employee just check its as given below:

Hi ,



On Friday, 23rd November 2007, it's observed that you left office early.

You wrote me a mail saying “I am leaving early for some personal reason” at 3:31PM, When you were asked for the reason and the time you wrote “I am leaving at 3.40 pm” at 3:43PM.

Does this mail justify the reason for your early departure from office?



After checking the mail I came to meet you but you had already left office, your colleague told me that you had to attend some wedding.

This shows that the policies that the management is implementing are taken for granted by some employees.

.................................................. .................................................. ......

The reply to my mail is

Hi J,

Now onwards I will write the reason in detail for early departure from office.

....................My Reply

Hi Amit,

I think you didn't get the right intension of my mail.

This is not only pertaining to the REASON, this is regarding taking leaves on short notice.

In emergency we do understand but in your case it was preplanned.

Isn't it??

The reasons can vary, but thing is abiding the rules that are set.

................................................

What can be done in such cases???????

Dear Miss J,

I must acknowledge that Ambika has put up a wonderful post. I would just like to add my views to it. I think we are on the same boat since I have also joined an organization where I am the 1st person in HR and I face a similar problem after I joined in.

The first thing I have done in this organization is the preparation of an HR manual with all the policies, rules, and regulations of the company, and I implemented the same. If there is no manual in your company, please implement the same.

The second thing is you try to tighten up the senior people first; the rest will follow, but always remember not to get into any argument with them. Talk to them as if you are seeking advice from them.

Discuss the current scenario with the management on a daily basis and seek advice from them. Until and unless an HR has support and "go-ahead" from management, he/she won't be able to implement policies successfully.

Lastly, set targets, KRAs, goals for all the employees so that they have enough work in the office. This will make them more regular, I guess. If they still leave their office keeping their work pending, then design a PMS where such irresponsible behavior gets reflected.

And do not forget to keep posting your issues on Cite HR... we are here to help you out.

Thanks and Regards,

Indrani Chakraborty

Hey Indrani and Ambika,

Thanks a ton, dear!

I always used to read things on the forum but never put across my problems. I feel this forum is the best way to find solutions as all the people are so wonderful and helpful. I am really touched!

I am in the process of creating Policies and an HR manual. I will definitely need your help with that. Hope you all will help me.

Dear Miss J,

Whatever queries you have, just feel free to drop an email at indrani.chakrabortty@gmail.com. I will help you in every possible way. You can also search this site for "Company Manual" or "HR Manual" to get relevant details on the topic.

Thanks and Regards,
Indrani Chakraborty

Totally agree with Ambika and Indrani. However, I would advise you to be more tactful when discussing matters with both your senior management and your employees. Abrasive methods don't always work - if ever! So, sweeten your approach, and I am sure you will get more positive responses.

Jeroo

Miss J,

When any employee writes or tells you they have some personal work, it is understood that they do not want to specify the exact nature of the work. Yet, you continue to insist on them being specific. Their personal work could be anything; just keep track of their early departures, with a maximum of 3 times in a month.

We have seen .......... many employees in our company are taking the policies for granted............ they come at their own wish and will without having a real need for it................

We have come across so many cases thats why i said specific reason.......... I don't want to intervene in their personal life but would like to create seriousness towards their responsibilities...............

I will give you 1 more real example that happened last week...........

After I joined this company i made Leave Application policy for employees looking at the ratio of ppl taking leaves at short notice and the work being hampered due to that

The Policy says:

Dear All,

If you are going on pre planned leave then please send a requisite mail to your TL/PM/Reporting Manager and CC to me regarding the same.

The mail Format Should be as given below:

Subject: Leave Application from Date (dd/mm/yyyy) to Date (dd/mm/yyyy)



Mail Body: Should consist of the following things:

Specific dates from when to When you require leave

Reason for the leave

Name of the contact person who will look after your tasks in your absence (If your leave exceeds 2 days)



Planned Leave

The timelines for the planned leave Application should be as follows:



For 1 to 2 Days Leave à The mail should reach the concern people 7

days in advance

For 3 to 4 Days Leave à The mail should reach the concern people 15

days in advance

For 5 to 7 Days Leave à The mail should reach the concern people 21

days in advance

For 8 to 10 Days Leave à The mail should reach the concern people 30

days in advance

For 11 to 15 days Leave à The mail should reach the concern people

more than 45 to 60 days in advance.

For 16 to 30 days Leave à The mail should reach the concern people

more than 3 months to 6 months in advance.





Unplanned Leave

If you are not well or due to some emergency you are not in a position to report to office then you should give a call to me and your project Manager / Reporting Manager on the same day to intimate your unavailability for work that day. The next day you report to office you are requested to send a mail in the similar format as mentioned above indicating the reason for your unavailability for the specific date.

This process is mandatory to follow as to help the HR department in keeping an updated Leave Record for each employee.

>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>

After that One gal applied for a leave 5 days ........... addressing to her Project Manager saying tht she need leave bcoz she wants to attend her cousin's wedding .............but her project manager didn't reply back with approvals as she was needed to come down to office during that time .........also in absence of the project manager as he was not well the Technical director had sent her a mail saying she is needed for some assignment so she wont be allowed to take leave.............but still she took the leaves ................when she reported to office i talked to her so she started counter arguing with me that she had applied for a leave 15 days back so she was entitled to take the leaves as I have not mentioned in my mail that if you dont get any reply from your PM so your leaves are cancelled.............what will you do with such person with bad attitude and no respect for HR policies and seniors..............

She said whatever action want to take you can take ...........but for me it was more imp to attend my cousin's wedding rather be in office

Pls let me know all of your suggestions on this !!!!

..........

J