How Can HR Communicate No-Leave Policy During Diwali Without Upsetting the Team?

Hi all, I'm an HR Manager at a reputed consumer goods manufacturing company. Our production peaks during festive seasons, as there's a lot of demand for our products. Clients expect timely deliveries for their outlets, and any delays could impact the company's reputation and financial performance. Seniors and directors of the company have insisted that the HR Team be fully present during this time without any absences, even on the day of Diwali.

Please suggest some strategies to communicate with the team to handle this situation.

Hi Sree Laxmi,

To handle this situation, here are some strategies you can consider for communicating with the HR team and boosting morale during the festive season:

Team Meeting

Call a meeting with the HR team to explain the company's expectations and the importance of being fully present during the peak season. Explain how critical it is for the company's financial health and reputation to meet client demands on time, especially during festive seasons.

Incentives & Rewards

Introduce incentive programs such as cash bonuses, gift vouchers, or "best performance" awards to acknowledge employees' dedication during this demanding period. This will help motivate them to stay engaged and committed.

Company-Sponsored Outings or Events

Arrange a team-building event, outing, or a pre & post-festival picnic sponsored by the company. This can help employees feel appreciated and give them something to look forward to after the busy season.

Flexibility After the Peak Season

Offer compensatory off-days or flexible working hours once the festive rush is over, so employees can take time off later to recharge.

Open Communication

Issue an internal communication detailing the company's current financial situation, the high demand during the festive season, and how everyone's contribution will help the company succeed. Ensure the message is motivational and transparent.

Dear Srilakshmi,

An organization manufacturing consumer products always experiences increased demand during the festive season across India. We all understand the significance of festive celebrations in India, particularly in the home appliance category, where there is a high demand due to competitive offers in the market for these products. To address the delivery challenges even during festival holidays and weekly offs, all employees are required to work according to management directives to meet customer demands. However, here are a few guidelines on how employees should attend duties on holidays and weekly offs:

1. If your employees work 24/7 or in general shifts, provide compensatory offs for working on weekly offs/festival holidays.

2. To encourage manpower to work on weekly offs and festival holidays, offer delicious lunches/dinners with three to four varieties of vegetarian/non-vegetarian items in addition to regular food items.

3. Recognize and reward the best employees with spot rewards on weekly offs and festival holidays.

4. Consider providing attendance bonuses as incentives for employees working on weekly offs and festival holidays.

5. As the HR Manager, be present on the shop floor first and last to motivate employees with positive interactions on weekly offs and festival holidays.

6. Plan the workforce effectively and rotate employees as needed.

7. Conduct sunrise meetings with all HODs to discuss production and deliverables during critical times.

8. Ensure timely provision of drinking water, tea, and snacks at regular intervals without interruptions.

9. Arrange for a fruit and vegetable vendor at the factory gate so employees can conveniently shop for groceries before heading home, saving them time and effort.

10. As the HR Manager, be the first and last person to enter and exit the factory respectively during weekly offs and festival holidays to demonstrate the organization's HR team's efficiency to the management.

Thank you.

In the instant case, the main issues are i) OT, ii) holiday work, and iii) incentives for higher production over and above the threshold quantity. While i) & ii) are statutory, there is no other option than what has been stipulated in the acts/rules.

Regarding iii) above, you may have an incentive scheme (production-linked) coupled with compensatory off during the off-season days. Over and above this, a special reward may be devised for those who come to work without availing leave or taking duty-off. This would include advance increments and promotion as well.

In addition, if possible, HR may visit the families of those on duty and distribute sweets, crackers packets, and other gifts if there are small children and elders so that they can celebrate Diwali without minding the absence of employees while their breadwinners are engaged in their duty.

A combination of all these is likely to enable you to overcome your challenges.