Guide to timekeeping for managers
Supporting information
Our Guide to Timekeeping for Managers helps leaders improve punctuality, manage attendance issues effectively, and maintain team productivity with confidence.
timekeeping for managers
The Importance of Acting Promptly on Poor Timekeeping
Managers must address poor timekeeping swiftly and effectively to maintain workplace standards and team morale. Failing to act in a timely manner may inadvertently signal to employees that lateness is acceptable, leading to habitual issues and complicating future interventions. Managers should also consider the wider impact of persistent lateness on team motivation, productivity, and the organisation’s reputation.
Identifying the Cause of Poor Timekeeping
Before taking action, managers should assess whether the cause of an employee’s lateness is:
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Within the employee’s control:
- Poor personal time management (e.g., oversleeping, failing to plan family or home responsibilities).
- Using unreliable transport without contingency planning.
- General lack of awareness or disregard for punctuality.
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Attributable to workplace or personal circumstances:
- Stress, overwork, or workplace bullying leading to sleep disturbances or anxiety.
- Family emergencies, health issues, or caring responsibilities.
Managers must approach these discussions with sensitivity, giving employees an opportunity to explain any underlying issues while maintaining the expectation of improved timekeeping.
Suggested Thresholds for Action
1. Informal Action
An informal discussion is appropriate for isolated or infrequent instances of lateness. Suggested thresholds:
- 2 instances of lateness within a week or
- 3 instances within a month where the cause is within the employee's control.
Action:
- Conduct a private, informal discussion to highlight concerns, clarify expectations, and
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What is this for?
This guide equips managers with essential knowledge and skills to effectively monitor and manage employee timekeeping, including establishing clear expectations, addressing lateness, managing unauthorised absences, and promoting accountability.
Managers should handle timekeeping issues when an employee, for example, consistently arrives late, takes extended breaks, takes too many breaks, leaves work before the scheduled time, or routinely fails to show up on time for meetings or team briefings.
Managers are typically able to settle a problem early on by having an open dialogue with the employee. If an informal approach does not result in a sufficient improvement, formal disciplinary action may be required. When dealing with timekeeping concerns, managers should strive to be fair, unbiased, consistent, and reasonable.
Documentation sequence
Concern about lateness letter template
Our concern about lateness letter template helps managers formally address punctuality issues with employees, outlining expectations, and offering support to improve timekeeping.
