How to Address Abusive Language in the Workplace When HR Is Present?

Dear All,

Office Boy Visits on Days Off

There is an office boy in our organization who comes to the office premises, claiming that he has come to hand over lunch for his brother who works in our organization, and then spends about an hour. Can I ask him not to come to the office premises on his days off?

Addressing Abusive Language in the Workplace

Employees use abusive language during conversations, especially when HR (female) is present on the same floor. What actions can be taken in such situations?

Dress Code Compliance for Senior Officials

Some senior officials (S & M) are not following the formal dress code. What steps can be taken to address this issue?

Thank you.

Dear Anita,

The replies to the questions are as below:

Office boy visiting during week-offs

1) There is an office boy in our organization who comes to the office premises saying that he has come to hand over lunch for his brother working in our organization and spends about an hour. Can I ask him not to come to the office premises on his week-offs?

Reply: The question is confusing. If the office boy is employed, then he is supposed to be on duty. Where is the question of handing over lunch? If your query is about an office boy who comes to hand over lunch on his days off, then it is not misconduct per se. However, if you feel that by spending an hour at the office premises, he is distracting the attention of other employees, you may tell him to just come to hand over the lunch box and leave the work premises immediately.

Handling abusive language in the workplace

2) Employees use abusive language while talking, and HR (female) sits on the same floor. What action can be taken?

Reply: If the employees use abusive language, report the incident to the HOD. If the HOD does not take any action, then report the matter to your HOD.

Dress code compliance among senior officials

3) Some senior officials (S & M) are not following the formal dress code. What can be done?

Reply: If senior officials do not follow the formal dress code, it is the duty of the Director or MD to warn them. Bring this fact to the attention of your HOD or the MD. Any disciplinary action can be taken against them by the senior authorities who are still senior to the senior officials.

Thanks,

Dinesh Divekar

Office Boy Visiting on Days Off

There is an office boy in our organization who comes into the office premises saying that he has come to hand over lunch for his brother working in our organization and spends about an hour. Can I ask him not to come to the office premises on his days off?

If I understand correctly, your concern is with the office boy coming to the office/factory on his day off and spending time with his brother who is working. There are two sides to this issue. I do not know your designation or authority, so that also needs to be taken into consideration.

If he is coming and spending time with his brother during the latter's lunch break, there should not be a problem. However, if he is spending time when his brother is supposed to be working, that is an issue that needs to be addressed.

Another concern is that if there is an inspection at that time, the presence of an employee on-site without attendance and not being paid on his day off may lead the inspector to suspect that employees are working all 31 days without a weekly off.

I suggest asking security not to allow him entry on his day off and have the brother collect the lunch from the gate.

By the way, what does the office boy do on other days? How does his brother get lunch on days when the office boy is already on duty?

Addressing Abusive Language in the Workplace

Employees use abusive language while talking, with a female HR sitting on the same floor. What actions can be taken?

The HOD can give an oral warning initially. If that does not improve the situation, HR should issue a written warning. If the behavior continues, action should be taken for misconduct under the standing orders. This may involve issuing a show cause notice or a suspension. Transferring the employee to a different department could also help, and ultimately termination may be necessary if the behavior persists.

It's important to note that if the female HR files a complaint under POSH (Prevention of Sexual Harassment) or with the District Committee stating that the company has not taken action, it could lead to significant issues for the company.

Formal Dress Code Compliance

Some senior officials (S & M) are not following the formal dress code. What can be done?

This issue should be addressed by the HOD, S & M, GM/MD, or the individual with authority over their work.

The key question is whether a formal dress code is mandatory and if it has been clearly communicated to them. If these officials are typically working in hot and dusty environments outside the office, they may be accustomed to non-formal clothing due to the clients they handle. If formal attire is required in the office, this expectation must be clearly communicated.

It's essential for them to present themselves in a manner that aligns with client expectations. In certain industries like yarn and fabric wholesale markets, clients may prefer a more casual approach over a formal one.