Letter format - compulsory for all the employees to do the biometric and attendance signing in register

As my organization has made it compulsory for all employees to use the biometric system for attendance tracking, some employees are not complying with this requirement. Management has decided to calculate salaries based on biometric records; however, due to some employees not registering their biometrics in a timely manner, Management intends to issue letters to remind them of this requirement. Moving forward, salaries will be processed based on the biometric records, and no exceptions will be considered.

It is usual that when we try to implement a new procedure all of a sudden, people are not adaptive to changes. As we are moving to automation, we need to educate them gradually and get buy-in prior to implementing a new system. Some of the steps that could be adopted are as follows:

1. Hold group/batch meetings and impart the knowledge on how the system will work going forward.
2. Create awareness by displaying posters and circulating emails to the departmental heads to brief in their departmental meetings.
3. Display a notice on the notice board signed by the head of the unit communicating the new process of implementing this biometric system. Also subtly convey the repercussions if not adhered to with the new process.
4. Be lenient for a month or two and then take it strictly from the third month onwards. Until such time keep the register also for signing.
5. Once you find that the employees have adopted the new change, withdraw the register completely from the third month onwards.

Remember, implementing a new system or procedure in any organization cannot be done overnight. Any such new introduction has to be done gradually in a phased manner with buy-in from the stakeholders. They too will realize the need for this automation gradually. If there are lapses in the system, try to bring in a rule as to how many times one will be given a warning and then the process will fall into place automatically. Trust these above-mentioned steps help you to implement this change.

When implementing something new, it is quite normal to face resistance. Regarding attendance, most organizations are transitioning to digital records. Please do not instruct users to both register and use biometric systems. Stick to one method, preferably the biometric way.

Please refrain from issuing warning letters at this time. Instead, arrange a meeting to explain the necessity of the new system to employees and address any questions or concerns they may have.