How to Manage Timekeeping (without micromanaging!)

Let’s face it - life happens. Traffic jams, school drop-offs, unexpected family issues… there are plenty of valid reasons why employees might occasionally arrive late. But when lateness becomes a pattern, it can quietly start to affect team dynamics, client delivery, and overall productivity.

The question is: how do you address repeated lateness without coming across as controlling - or worse, micromanaging?

Here are a few key points to consider when navigating this challenge as a people manager or business owner:

1. Have you had an open (and judgment-free) conversation about it?

Before jumping to conclusions, start with a check-in. Something like:

"I’ve noticed you’ve been arriving late a few times—can we talk about what’s going on and how I can help?"

This approach opens the door for dialogue without making the person feel attacked or defensive. You may discover a root cause that’s simple to resolve.

2. Have you set clear expectations around timekeeping?

Sometimes, what feels like repeated lateness to a manager might not feel that way to the employee, especially if expectations haven’t been clearly discussed. Clarity is kindness.

Make sure everyone understands what’s expected and why it matters (e.g. impact on team handovers, client schedules, or morning briefings etc...).

3. Is your policy written down and accessible?

If your expectations around punctuality aren't documented in your Employee Handbook or Timekeeping Policy, now’s the time. A clear, accessible policy ensures consistency and fairness. It also helps you avoid awkward “grey area” conversations later on.

4. Is flexibility an option and have you explored it?

If there’s a genuine reason behind the lateness (e.g. childcare responsibilities, traffic from a new commute), can you offer flexible working hours, adjusted start times, or a hybrid setup?

If flexibility isn’t possible for operational reasons, then a mutual agreement is still better than leaving things unsaid and hoping for change. Assumptions aren’t a strategy.

5. Has this been addressed as a performance issue when needed?

If lateness is affecting handovers, client delivery, or the morale of others, it may need to be addressed more formally. Not every timekeeping issue requires disciplinary action but repeated, unaddressed issues can signal to others that standards don’t matter.

Escalation doesn’t always mean punishment, it can also mean putting supportive structures in place, like time audits, coaching, or clearer feedback loops.

Final Thought:

The goal isn't to police time - it’s to create a culture where responsibility, communication, and fairness coexist. Employees want to be trusted, and most want to succeed. As leaders, our job is to set clear expectations, provide support, and hold people accountable in a respectful, human way.

If you’re finding it difficult to balance empathy with accountability - or want help drafting practical, people-friendly HR policies - Fractional HR Malta is here to help. We work with growing teams to create clear frameworks and coach managers on handling these common but tricky situations.

Let’s take timekeeping off your worry list without micromanaging!

Get in touch to learn how we can support you and your business.

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