Polite Notice

Sapna Saini
I am working for petro chemical company in Al Khor, Qatar. Our company policy is clear, if employee or worker goes out for personal work like to ATM, Super market; based on his work time sheet his salary is given, KHALAS, Hence if any one goes out of work his salary is gone. Be clear to all.
Regards,
Chandru, Qatar

Hi Sapna
I quite agree with Som's views. Create am ambience where people enjoy working at the same time discipline is maintained. If you start treating employees as if they are in Montessori you will have to pay the price for it in the long run.
So just have an open lunch hour say 1-2 or 12-1 and clock this in and out time via an attendance system those who are out beyond one hour would be reflected in the month end record and then you can call them for a chat , and warn them accordingly

Dear Sapna,
suggestion given by Mr. Murthy is valid and according to the procedures, now a days there is to much advancement in office work control management and its is important to adopt them at right time, you can have many tools to stop miss use of lunch time.., for eg
you need to follow HR Rules first
make a complete time schedule for lunch time and delegate this authorities with responsibilities to the respective team leaders and above them group leaders, and keep a stinker on them which can hit their performance level.
use card entry and exit
use secured logins on pc, can track if pc is ideal nd not in use by certain software which can help you to calculate their total productive hours(now it depends what kind of work they are involved in accordingly you need to make your action plan)
let us know the nature of work, solution would be according to that
Regards
TP

I don't think HR dept. has to regulate how and where employees take their lunch during lunch time. Asking them to report HR dept. every time they take lunch will only end up with administration burdene to HR dept. and will create enemy and unsatisfaction. The important thing is puntuation in time. HR dept. may ruling with time locking (sign out and sign in are required) to ensure employess using the appropriate time for their personal time.

Dear Sapna

It is common all employees leave the office for lunch break and go outside. First of all, yours being IT company, initially, a policy regarding employees movements should be decided. The office timings, the lunch timings should be clearly specified. Naturally, in any office, the lunch time may be one hour or half an hour between 1-00 PM to 3-00 PM. You may open a " Movement Register" and place it on Common table of the office. Every employee may be asked to record his movements for lunch to go outside and also to record the timings at which he/she returns to the office after taking lunch. I am giving a format for Movement Register.

S.No. Name of the Employee, Designation Time of leaving Purpose, Time of return Signature.

If this is maintained all the employees will strictly follow the lunch timings even if they go outside, but they will return to duty after taking lunch positively before the timings prescribed. For this you can give a circular to all your employees taking the permission of your boss.

The profarma circular is also attached please find herewith.Hope you may meet the required requirements

Suri Babu Komakula

Attachment:

COMPANY NAME (LETTER HEAD)

CIRCULAR 10th January, 2010

Sub:- Regulating the office timings and lunch hour for the employees – Certain instructions to the Employees of the Company - Issued – Regarding.

*****

All the staff members of the (Name of the company to be mentioned) Company are hereby informed that most of the employees are not stick on to the lunch timings prescribed by the Company resulting much dislocation of work in the office. In the interest of office administration, it has been decided to prescribe the lunch timings to all the employees to adhere strictly.

All the employees may avail Lunch time during every working day from 1-00 PM to 2-00 PM ( or the Company may prescribe whatever the timings they desire ) without fail. Employees are at liberty to have their lunch in their respective seats without going outside the office premises. However, if any employee desires to avail lunch hour outside the office premises, he may do so, but with an advice that he /she may record his movements during the lunch time in the “Movement Register” available in the office. He/She has to record his time of leaving and time of return to his seat in the said Movement Register without fail. This is only prescribed with a view to streamline the movements of the employees during office hours, but not to inconvenience them in any manner.

All the employees are fully aware that each and every employee must pay his attention towards his devotion to duty in the interest of the Institution/Company. It is hopeful that all the employees will extend their fullest cooperation to the Company in this regard.

Wishing all the employees success in their endeavor to bring the Institution/Company to prosper in future.

H.R.MANAGER

To

All the Members of the Staff of the Company

(Copy to other Departments wherever necessary)

Notice Board.

Dear Sapna Saini,
Adding to MR.TVN Murthy, i would suggest you to keep a "in and out" register at the Gate by informing security. Every time informing HR may not be practicable. However,such registers can be monitered by HR on day to day for deviation cases i.e.if employees are taking more time than permitted. Actions can be initiated accordingly.
BR Mohan
GM-HR

Why we are trying to be so strict in lunch hours too?
I think lunch hours are meant to relax & energise for the remaining hours in the office. And it should be left with emp. to use the lunch hours as productive hours.
The only matter of concern, if emp. is using business hours in lunch?
Than that is matter of concern & must be bought into notice with the general circular.

Very goo reply from SomGollakota,
Do you have a policy in place about work schedule and lunch time? As per anotehr coleage on this site as well, an organization is not a military camp...it shold not be expected from employees to notify whenever their going for lunch, the schedule should be in place based on your organization needs and lunch time have to be provided and taken in to consideration whenever setting up this policy. In this way all employees and management are aware of the time their expected to be at work,etc...
Please see examples of 8 hour work with luch time below:
Stating 8:AM to 12:00 and 1:00Pm to 5:00PM
Lunch time 12:00 to 1:00PM
Regards,
Pjuan