What Should I Do About an Employee Who Is Constantly Late?

When does poor timekeeping become a disciplinary issue, and when should employers look more closely at what is causing it? Lateness can be particularly disruptive in shift-based workplaces, affecting handovers, production and colleagues who are left covering the workload. This month, Deirdre McDermott from BeyondHR, who has more than 30 years of HR experience, advises a local manufacturing company after a shift worker repeatedly arrives between one and two hours late.

Dear Deirdre,

I manage a manufacturing company outside Coleraine, and one of our shift workers has been regularly turning up between one and two hours late over the past few weeks.

There always seems to be a different excuse, from traffic and sleeping in to transport or problems at home. Their lateness is affecting the rest of the team, with colleagues having to stay longer or cover their workload. We have spoken to them several times, but nothing is changing.

Can we move to disciplinary action?

Operations Manager, Coleraine

Dear Operations Manager,

Regular lateness of one or two hours is something you are entitled to address, particularly where it is affecting shifts, production and other employees. However, before moving to disciplinary action, establish the facts and give the employee an opportunity to explain the reason behind their poor timekeeping.

Establish the Pattern

Review the employee’s timekeeping records, including:

· The frequency of the lateness.

· The extent of the lateness.

· The reasons given for the lateness.

· Whether the employee followed the absence notification procedure.

· Any previous conversations or warnings.

· The impact on colleagues and operations.

Avoid relying on general statements such as “they are always late”. Good records will be important if the issue progresses formally.

Speak to the Employee

Arrange a private meeting rather than dealing with the issue through quick conversations when they arrive. Explain the pattern you have identified, go through all the incidences of lateness and ask whether there is an underlying reason for the recent change. This is important because what initially appears to be straightforward misconduct may have circumstances that require further consideration.

Consider Protected Characteristics

Employers should be careful not to automatically treat every timekeeping issue as misconduct. For example, lateness could potentially be connected to:

· A disability or long-term health condition.

· Medication or medical treatment.

· Pregnancy or pregnancy-related health issues.

· Religious observance.

· Caring responsibilities. Where disability is involved, there may also be a duty to consider reasonable adjustments.

This does not mean employers cannot manage lateness, it means you should understand the individual circumstances and be aware of any legal considerations before deciding what action to take. The aim should be consistent standards while taking individual circumstances into account.

Set Clear Expectations

If there is no underlying issue requiring a different approach, make the expected improvement clear. Confirm the employees start time, remind them of the procedure for reporting lateness and explain the impact their behaviour is having on the business, their colleagues, and how it reflects poorly on themselves.

They should also understand that continued poor timekeeping may result in formal disciplinary action. Check your attendance and timekeeping policy and procedure and make sure similar issues have been handled consistently across the workforce.

When Can You Take Disciplinary Action?

If the employee understands what is expected but continues arriving late for work without a reasonable explanation, it may be appropriate to begin your formal

disciplinary procedure. You should investigate fairly, put the concerns to the employee, allow them to respond and follow your disciplinary procedure. At a formal disciplinary hearing, the employee should also be offered the right to be accompanied.

Depending on the circumstances, an appropriate outcome may be a warning requiring an immediate and sustained improvement in timekeeping. The employee should normally be given a reasonable opportunity to improve before further disciplinary action is considered.

Don’t Ignore the Impact on the Team

Allowing persistent lateness to continue can also affect morale. If one employee regularly arrives an hour or two late while colleagues are expected to be on time and cover their work, it can cause frustration within the team. Addressing poor timekeeping is not about being overly strict. It is about setting fair expectations and applying them consistently.

My advice is to establish the facts, speak to the employee and check for any underlying reason, including a protected characteristic. If none applies, set clear expectations and, if lateness continues, consider formal disciplinary action. It’s important to be fair, consistent and consider the individual circumstances.

Regards,

Deirdre

Need HR Support?

Persistent lateness should not be ignored, particularly where it raises disciplinary concerns, affects colleagues, or creates potential legal risks linked to personal circumstances or discrimination. Having a clear policy in place can help you manage issues fairly and consistently. Download a timekeeping policy template here.

Have a workplace question for Deirdre? Submit it anonymously for the chance to be featured in a future edition of Dear Deirdre. For confidential advice tailored to your business, contact the BeyondHR team on 028 2564 4110.