When it comes to growing your business, every minute counts. So it can be inconvenient when your staff members aren't on time for work. But even the most punctual employee can be late on occasion.
Whether it's because of a personal reason, public transport delays, or oversleeping - being late for work can happen to anyone. However, it could become a problem for your company if it affects business productivity and employee work ethic.
In this guide, we'll discuss managing late employees, employee lateness policies, and how to encourage workplace punctuality.
What happens when employees are late to work
Most employees are late for work due to unforeseen circumstances. And they're usually isolated events. In these instances, there is little impact on your business's efficiency, and you can allow some flexibility. But, it can become a problem if employees are continually late.
For example, if an employee is five minutes late every day, that's thirty minutes a week that they don't work. And if other employees become aware of a staff member's regular lateness, they may believe being late to work is okay. This can have a knock-on effect on your business.
Ultimately, it could cost your company financially, whilst also resulting in lower productivity.
Valid reasons why employees may be late for work
Sometimes lateness is out of an employee's control. For instance, they may have childcare problems before work.
Other reasons include:
- Public transport delays. For example, traffic jams. This is typically the most common reason for being late.
- Personal problems. For instance, an employee may have a sick family member that needs care.
- Bad weather. For example, there may be snow on the roads - meaning people have to drive slower. As a result, your employee may spend twice as long commuting.
It's important to remain calm when employees arrive late to work. Approach them with clear understanding - especially if they're usually on time and have valid reasons for being late for work. But, if it becomes more frequent, you should consider disciplinary action.
What is the UK employment law on lateness?
Of course, there's no law that prohibits employees from arriving late for work. But the Employment Rights Act 1996 does allow employers to fairly dismiss staff.
According to the law, employers might be able to fairly dismiss an employee if:
- They’re incapable of doing their job to the standard they require.
- They’re capable, but unwilling to do their job properly.
For example, if an employee is late once - but has never caused a reason for concern, then this would not be gross misconduct. And if you do dismiss them, they may be able to claim unfair dismissal.
However, if an employee is persistently late without reasonable excuse – for example, a disability - you may have grounds to dismiss them. As long as regular lateness is an example of misconduct in your employment contracts. And you refer to the disciplinary procedure in your employee lateness policy.
What to include in your employee lateness policy
An employee lateness policy can help businesses manage staff arriving late to work. It’s a company policy that presents guidelines for an employer to follow when a team member arrives late.
It typically includes:
- A reminder that employees are expected to arrive in sufficient time to work. And adhere to their set hours.
- How employees should report being late for work and who to. For example, they may need to speak with a certain manager if they think they are going to be late.
- Details of what disciplinary action will be taken if an employee is consistently late.
What if an employee is only a few minutes late?
If an employee is only a few minutes late - and never usually is - you could enforce a grace period. A grace period is a set amount of time you allow employees to be late to work without consequence.
For most employers, a typical grace period is about five to seven minutes. But, if employees arrive five to seven minutes late for work every day, you should refer to your employee lateness policy.
How to deal with employees being late
When employees arrive late for work, it's best to have a procedure in place to deal with it. This includes setting standards when you hire new employees. And speaking with those who aren't arriving on time when necessary.
As an employer, you should:
Require phone calls
When an employee is late, you should ask them to phone you - or another senior manager at your company to report their lateness.
Not only is it important for health & safety, but it helps manage workloads if they're going to be missing for a longer period of time. It also keeps a record of who is late and how often.
Ask employees to make up the time
You could ask employees who arrive late to make up their time, and complete the work they may have missed. This may include asking employees to work late or arrive early the next day.
Consider flexible work schedules
One way to remove employee lateness altogether is to implement flexible working at your company. Flexible working arrangements are an alternative to traditional working hours and days.
This may include the option to work from home or flexible start and finish times. For example, an employee may wish to work late instead of starting early - so they can take care of their children in the morning.
How to deal with a staff member who is always late
If one employee is regularly late, it may become a problem for your business. So it's important you deal with it before it does. There are several ways you can do so.
These include:
Inviting your late employee for a chat
You should invite your employee with chronic attendance problems for a one-on-one chat, especially if their lateness continues over a longer period of time. As there could be something going on in their personal life that you're not aware of.
Both you and the late employee can then discuss if there's a reason for their regular lateness. And if so, you can ask them what support they need. As well as creating a plan that will help address their lack of punctuality.
You should ensure the chat with your late employee is completely confidential. And is held by yourself or another senior manager.
Set goals and outline consequences
To help an employee's persistent lateness, you could set them goals. This will give them a chance to improve their punctuality in a way that is manageable for them.
You should also outline the consequences of a late employee not following their goal plan. For example, if they are late another three times in a row - you may inform them that you will take disciplinary action.
This is so they are clear about what is expected of them. And know that if their lateness persists, it may result in dismissal.
Acknowledge or reward improvements
You may also wish to acknowledge or reward improvements for staff members who have become more punctual at work.
This may include verbal appreciation or a simple note of encouragement. This will motivate the employee to continue being on time, as they know you are impressed by their progress.
Follow your disciplinary procedure
Unfortunately, not all late employees will improve after you've made a plan - or even if you make reasonable adjustments. And, if the problem continues, you may want to discipline them. Or in more severe cases, dismiss them.
For example, you may speak with a continually late staff member about their punctuality. But later find out they are still spending the first ten minutes of their shift in the break room.
In this instance, you should refer to your disciplinary procedure as the employee is not being cautious about their lateness. And voluntarily ignoring workplace requirements.
How to motivate employees to be punctual
It's important to know how to deal with staff members who are late to work. But it's also important to motivate other employees to continue being punctual. There are several ways you can do so.
These include:
Create a reward program for punctual employees
To motivate employees, your company could create a reward program that acknowledges when staff members arrive on time.
For example, you could offer a voucher. Or an extra day's holiday for employees who arrive on time for work every day over a six-month period. Employees who are always late for work won't gain these rewards.
This will reinforce the importance of punctuality at your company. However, you must ensure you track time correctly, otherwise, employees may accuse you of favouritism.
Use a clock-in system
You could also consider using a clock-in system at your workplace to deal with employee lateness. A clock-in system notes what time an employee arrives at work, and when they leave.
Your company can buy a physical time-clock where staff members clock-in and out. Or, you could install time-tracking software on work computers. This will hold a late employee accountable, as they'll likely be more punctual if they know you're monitoring them.
But, you must understand the pros and cons of employee monitoring, and ensure it is right for your workplace.
Make your expectations clear
When hiring staff, you should include brief details of your employee lateness policy in their employment contract. This way, your whole team is aware they are expected to arrive on time, as soon as they join your company.
It also helps employees understand what could happen to their position if they continue being late.
Make punctuality a part of performance reviews
It may feel difficult to approach an employee about their lateness. So you should discuss it with them at their performance reviews.
Recognising it during the performance evaluation process confirms its importance in your workplace. And motivates employees to be punctual, as they know you are assessing them for it.
Get expert advice from Peninsula UK
Employee lateness may seem small, but it can have an effect on employers. This includes impacting your company's efficiency and productivity. As well as promoting a poor work ethic.
It's important you approach consistently late employees with sensitivity, as there may be a cause for their regular lateness. But, you should also follow proper disciplinary action if they don't have a valid reason.
Peninsula offers you expert 24/7 HR advice and support, to help you create an employee lateness policy, manage employees being late to work, as well as offering guidance on disciplinary procedures. Contact us on 0800 028 2420
