Dear Friends,
Question: What measures are suggested to enforce punctuality in attendance?
Answer:
I have come across that employees don't want to maintain punctuality in attendance. Let us know how to maintain punctuality in attendance.
Right now where I am working, there are no problems with punctuality. However, when I was in Mumbai, I faced this typical problem, and I tried my best for punctuality, succeeding up to 75%.
Punctuality in attendance and unfailing observance of work discipline in all spheres are watchwords of an organization for its success. In this context, it is felt that not only the existing instructions on attendance need reiteration but also the following additional guidelines, strict enforcement of which with immediate effect is a must.
1) The attendance register will be made available to the members of the staff well before the commencement of the working hours at each section/branch. It shall be withdrawn 15 minutes after the commencement of the working hours and kept with the section/branch in charge or responsible official. Employees/workers who come thereafter shall be marked as "LATE."
Example: I went to my project site at Power Grid Corporation of India Limited, Hiriyur, Karnataka, and was discussing with PGCIL DGM. During our chat, an employee asked for the attendance register. The DGM gave it to him, but he marked him as "LATE." I asked, "What action will you take if he is late 3 days during a calendar month?" He replied, "We will deduct half a day's salary as per the circular."
2) An employee coming after 15 minutes of the commencement of the working hours shall sign the attendance register in the presence of the section/branch in charge and verbally explain the reasons for their delayed attendance.
Example: When I was in Mumbai, 60% of the employees were coming from the local train and were habitual latecomers. When I asked why, they used to reply, "Sir, the train was late."
3) An employee who arrives more than 1 hour late shall submit a written explanation for their tardiness, after which they may be permitted to join duty.
4) An employee who is habitually late may be refused permission to join the office and asked to submit a leave application or may be marked as a habitual latecomer.
Example: When I was in Surat, I enforced the idea of returning home. I succeeded after applying this idea for 3 months.
5) Unpunctual attendance or unauthorized absence shall be treated as acts of misconduct, making such employees liable to disciplinary action.
Note: This is primarily applicable in large organizations where there are more channels.
6) Regarding departure, the attendance register will be made available only at the close of the working hours. The section/branch in charge shall ensure that the entries made in the attendance are accurate in terms of departure timings.
In some companies, a PUNCHING CARD system is in place where such exercises are not necessary. It is easy to identify latecomers and early departures.
7) To ensure this, the attendance register shall also be occasionally checked at a higher level, with appropriate notations made immediately after the opening and closing hours.
8) Leaving the office earlier than the scheduled departure time and any failure on the part of employees to record the departure time before leaving the office shall also render them liable to disciplinary action.
9) No employee who habitually arrives more than 1 hour late shall be allowed to join their duties, except in cases where they have obtained prior permission from the section/branch in charge for attending late due to reasons such as a serious illness in the family, etc.
Comments: Nowadays, most IT or big companies are using electronic card systems, making the old-fashioned methods appear outdated. Nonetheless, we are supposed to enforce measures as mentioned above to maintain punctuality. It is a part of discipline. With discipline, we can achieve our targets.
Welcome for more comments.
Regards,
Sidheshwar
From India, Bangalore
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32Question: What measures are suggested to enforce punctuality in attendance?
Answer:
I have come across that employees don't want to maintain punctuality in attendance. Let us know how to maintain punctuality in attendance.
Right now where I am working, there are no problems with punctuality. However, when I was in Mumbai, I faced this typical problem, and I tried my best for punctuality, succeeding up to 75%.
Punctuality in attendance and unfailing observance of work discipline in all spheres are watchwords of an organization for its success. In this context, it is felt that not only the existing instructions on attendance need reiteration but also the following additional guidelines, strict enforcement of which with immediate effect is a must.
1) The attendance register will be made available to the members of the staff well before the commencement of the working hours at each section/branch. It shall be withdrawn 15 minutes after the commencement of the working hours and kept with the section/branch in charge or responsible official. Employees/workers who come thereafter shall be marked as "LATE."
Example: I went to my project site at Power Grid Corporation of India Limited, Hiriyur, Karnataka, and was discussing with PGCIL DGM. During our chat, an employee asked for the attendance register. The DGM gave it to him, but he marked him as "LATE." I asked, "What action will you take if he is late 3 days during a calendar month?" He replied, "We will deduct half a day's salary as per the circular."
2) An employee coming after 15 minutes of the commencement of the working hours shall sign the attendance register in the presence of the section/branch in charge and verbally explain the reasons for their delayed attendance.
Example: When I was in Mumbai, 60% of the employees were coming from the local train and were habitual latecomers. When I asked why, they used to reply, "Sir, the train was late."
3) An employee who arrives more than 1 hour late shall submit a written explanation for their tardiness, after which they may be permitted to join duty.
4) An employee who is habitually late may be refused permission to join the office and asked to submit a leave application or may be marked as a habitual latecomer.
Example: When I was in Surat, I enforced the idea of returning home. I succeeded after applying this idea for 3 months.
5) Unpunctual attendance or unauthorized absence shall be treated as acts of misconduct, making such employees liable to disciplinary action.
Note: This is primarily applicable in large organizations where there are more channels.
6) Regarding departure, the attendance register will be made available only at the close of the working hours. The section/branch in charge shall ensure that the entries made in the attendance are accurate in terms of departure timings.
In some companies, a PUNCHING CARD system is in place where such exercises are not necessary. It is easy to identify latecomers and early departures.
7) To ensure this, the attendance register shall also be occasionally checked at a higher level, with appropriate notations made immediately after the opening and closing hours.
8) Leaving the office earlier than the scheduled departure time and any failure on the part of employees to record the departure time before leaving the office shall also render them liable to disciplinary action.
9) No employee who habitually arrives more than 1 hour late shall be allowed to join their duties, except in cases where they have obtained prior permission from the section/branch in charge for attending late due to reasons such as a serious illness in the family, etc.
Comments: Nowadays, most IT or big companies are using electronic card systems, making the old-fashioned methods appear outdated. Nonetheless, we are supposed to enforce measures as mentioned above to maintain punctuality. It is a part of discipline. With discipline, we can achieve our targets.
Welcome for more comments.
Regards,
Sidheshwar
From India, Bangalore
Acknowledge(1)Amend(0)
Latecoming is something all HR personnel will find difficult to tackle. There cannot be a single solution to prevent this "abuse." Those with computerized payroll systems do not pay for the lateness of the employee. The moment he punches in late, the system gets to work and removes the earnings for his lateness. The problem with this system is you tend to develop clock watchers, especially if the system does not affect overtime payment for the minutes or hours after work.
Another issue is whether your punishment after the non-payment would be considered as double jeopardy.
Some have tried progressive punishment. If you are in an industry where it is easy to get replacements, then a dismissal for habitual lateness may send the right signals. But if you have difficulties replacing dismissed employees, then you may have to compromise and give the employee a longer leeway.
You also have to contend with genuine reasons for latecoming and those who make it a habit to come late. If you need to change two or three buses or catch a train to get to work and have a very unreliable public transport system, it would be unfair to punish the latecomer when it is really beyond his control.
I would like to hear from someone who has a system to get employees to comply.
Ganapathy Ramasamy
From Malaysia, Melaka
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Another issue is whether your punishment after the non-payment would be considered as double jeopardy.
Some have tried progressive punishment. If you are in an industry where it is easy to get replacements, then a dismissal for habitual lateness may send the right signals. But if you have difficulties replacing dismissed employees, then you may have to compromise and give the employee a longer leeway.
You also have to contend with genuine reasons for latecoming and those who make it a habit to come late. If you need to change two or three buses or catch a train to get to work and have a very unreliable public transport system, it would be unfair to punish the latecomer when it is really beyond his control.
I would like to hear from someone who has a system to get employees to comply.
Ganapathy Ramasamy
From Malaysia, Melaka
Acknowledge(1)Amend(0)
Hi,
Regarding punctual attendance, there is no law to enforce. It is only through proper and periodical counseling that these issues can be sorted out. The next thing is to allow a grace period for employees of 5 to 7 minutes daily. Any employee who arrives late after the grace period should have it recorded through the daily attendance system. Take a daily printout and, during month-end salary processing, deduct the salary for the total number of days of late attendance for an employee.
Secondly, if the company starts at 9 am, for example, the first bell should ring at 8:50 am and the second bell at 8:55 am. Employees who arrive after this time should be considered late. It is essential to put some psychological pressure on employees to be punctual.
Otherwise, inform employees that for every minute or hour they are late in the morning, the same amount of time will be extended in the evenings.
Regards,
R. Devarajan
From India, Madras
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Regarding punctual attendance, there is no law to enforce. It is only through proper and periodical counseling that these issues can be sorted out. The next thing is to allow a grace period for employees of 5 to 7 minutes daily. Any employee who arrives late after the grace period should have it recorded through the daily attendance system. Take a daily printout and, during month-end salary processing, deduct the salary for the total number of days of late attendance for an employee.
Secondly, if the company starts at 9 am, for example, the first bell should ring at 8:50 am and the second bell at 8:55 am. Employees who arrive after this time should be considered late. It is essential to put some psychological pressure on employees to be punctual.
Otherwise, inform employees that for every minute or hour they are late in the morning, the same amount of time will be extended in the evenings.
Regards,
R. Devarajan
From India, Madras
Acknowledge(0)Amend(0)
Hi,
The old system of signing in attendance register can be replaced with new technology. Currently, there are several machines available according to the financial capacity of the employers. Some of the bio-enabled technologies are quite good for small organizations too. I could see the difference in some of the demonstrations made by these companies. This system can be added to the HR and pay packages so that the effect of such latecomings and early leaving can be reflected in the payments as well.
However, one of the best ways to discourage this tendency is counseling and trying some psychological approaches with the erring employees, as the other methods may result in discontentment among the employees.
Ajay
From Brazil, Maceió
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The old system of signing in attendance register can be replaced with new technology. Currently, there are several machines available according to the financial capacity of the employers. Some of the bio-enabled technologies are quite good for small organizations too. I could see the difference in some of the demonstrations made by these companies. This system can be added to the HR and pay packages so that the effect of such latecomings and early leaving can be reflected in the payments as well.
However, one of the best ways to discourage this tendency is counseling and trying some psychological approaches with the erring employees, as the other methods may result in discontentment among the employees.
Ajay
From Brazil, Maceió
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