Time keeping, how to advise

[mummydarkling]

Today I was in our head office for a meeting. Afterwards one of the other managers on the same level as me in the company asked to speak to me privately. It seems that he has downloaded data from our swipe/door access cards. I was shown a long list of dates and times that he had gone to some effort to draw up which basically showed that a member of staff that I line manage has been leaving work 10-15 minutes early on average most days.

I now am obligated to bring this issue up with my employee and yet feel strange to say how "we" downloaded this data and why. Apparently his curiosity was piqued when he found it hard to get this person on the phone late in the afternoon.

Any tips and hints on broaching the subject (our manager knows too....) I have had some issues with my employees work in the recent past but had worked quite hard with her to deal with these. I wonder if my management capabilities are being questioned although I mostly get on well with my fellow manager colleague.

Firstly, it doesn't seem from your post that your capabilities are being questioned - more that your colleague has picked up on an additional issue with the employee in question.

In terms of approach, it depends. If the employee has worked with you to resolve the issues you identified, then this makes it easier than if they have been a reluctant participant.

If they are beginning to improve then approach it from a 'I know you're working hard and coming in early/working lunch, but changes in hours need to be agreed, not assumed.

If improvement is a long way off, then it needs to be approached using a very formal meeting to state they have not been available when they should be, ask for clarity on why this has been occurring and possibly (but hopefully not) follow with a meeting to present a verbal or written warning.

yes I can now see that, it was just strange being given the information, not having suspected a time keeping issue, I am often off site myself so not in a position to keep a literal eye on the person. Think I just felt odd about it, now I realise that this is just one of the many joys of being a line manager.

Thanks for your help