Punctuality prescription: How to tackle employee lateness
As tempting as it may be to turn a blind eye, as an employer it is vital that you actively MANAGE and monitor employee lateness.
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Delays on public transport, bad traffic, family emergencies, and even a faulty alarm clock are all potential reasons as why staff members may be late for work. Whilst these are unavoidable facts of life and represent legitimate excuses, lateness poses a more serious problem when an employee persistently fails to arrive at work on time.
For a small business owner, lateness can seriously impact profitability. Indeed, a lack of punctuality amongst UK EMPLOYEES is estimated to cost the economy around £9 billion a year.
ClearSky HR's Helen Pedder offers her top tips on tackling employee lateness.
Be clear on the rules
As tempting as it may be to turn a blind eye, as an employer it is vital that you actively MANAGE and monitor employee lateness.
A well-drafted policy is the first step in combating the issue. It doesn't have to be a lengthy document, however every employee lateness policy should include:
The required standards of timekeeping, including an employee's start and finish time.
Consequences an employee will face in the event of persistent lateness e.g. formal and written warnings.
How timekeeping will be monitored within the business.
If and how staff members can make up any lost time.
The reporting process employees must follow when they arrive late. Employers are well within their rights to specify when an employee must notify the business if they're going to be late. You can also state which method of contact they must use. Employees that are required to call rather than text/email are often less inclined to be late.
Every employee should be made aware of your company's lateness-reporting policy, ideally during their induction. Also ensure that the policy is enforced consistently across the business.
Monitoring and MANAGING lateness
Actively investigating incidents of poor timekeeping is crucial when MANAGING lateness. This helps to identify any underlying triggers or issues that may be causing an employee to be late, such as working hours. It also shows your employees that lateness is being monitored within the company, meaning they'll be less inclined to be late without due cause.
In the event that an employee is finding it difficult to balance their professional and personal responsibilities, you could consider introducing a flexible working policy. When handled correctly, flexible working can boost staff morale, motivation and retention, whilst reducing lateness and absenteeism.
Remember to accurately document when an employee is late. Staff sign-in sheets and clocking-in systems, for example, are simple yet cost-effective methods in monitoring employee timekeeping.
Disciplinary action
When an EMPLOYEE is persistently late, you should consider a more formal approach.
Depending on the nature and severity of an EMPLOYEE'S lateness, a typical disciplinary sequence should include a series of escalated warnings, for example:
1. Verbal warning
2. Written warning
3. Final written warning
4. Dismissal
In the first instance, an employee would usually be given a verbal or written warning. If their timekeeping remained problematic, then a further hearing would be arranged where they may receive a written or final warning.
Unacceptable levels of timekeeping do not generally constitute as gross misconduct. Dismissing an employee during the first disciplinary hearing would be considered unfair, as an employment tribunal would expect employers to have issued previous formal warnings.
It is crucial that business owners follow the correct disciplinary procedure. Failure to comply could leave your business exposed to an employment tribunal, with an employee's compensation payout increasing by up to 25% if this failure can be proven in court.
To ensure you follow the correct process, see ClearSky's guide to disciplinary procedures.
For expert advice and support on employee lateness, contact ClearSky HR's CIPD-qualified consultants today on 0808 147 1921 or email hrinfo@clearskybusiness.co.uk.