You’ve probably dealt with it more than once: that one employee who always seems to stroll in 10, 15, or even 30 minutes late. Not just once in a while—but regularly. It throws off team dynamics, irritates coworkers, and sends the message that punctuality is optional. The trick is handling it without creating unnecessary drama—or letting it slide until it becomes a major problem.
Here’s how to manage chronically late staffers in a way that’s professional, effective, and fair.
Start with a Conversation, Not a Confrontation
Before you assume someone is just being careless or lazy, have a one-on-one conversation. Ask them what’s going on in a non-accusatory way. Sometimes, there’s an understandable reason—a childcare issue, a transportation problem, or even burnout—that might be throwing off their schedule.
Say something like:
“I’ve noticed you’ve been getting in late pretty often these past few weeks. Is everything okay?”
This opens the door for an honest conversation and shows that you’re coming from a place of support, not judgment.
Be Clear About Expectations
Once you’ve listened to their side, it’s time to reset expectations. Don’t assume everyone knows how serious the impact of lateness can be. Explain how it affects workflow, team morale, and customer service. Be specific about what “on time” actually means in your office—especially if you allow any kind of flexible scheduling.
Then, make sure they understand what needs to change. You might say:
“Moving forward, I need you to be at your desk and ready to work by 8:30. Let’s touch base in a week and see how it’s going.”
This gives them a clear target and sets the tone for accountability.
Document, Document, Document
If lateness continues, start keeping written records. Document dates, times, and any conversations you’ve had. You don’t have to be heavy-handed about it, but if the problem escalates, you’ll want a paper trail. This protects both you and the employee by making sure expectations were clearly communicated and followed up on consistently.
Use Progressive Discipline—But Fairly
If gentle reminders and conversations aren’t working, it’s time to follow your office’s disciplinary process. That might mean a formal warning, a performance improvement plan, or a meeting with HR. The goal isn’t punishment—it’s to make sure the employee understands that punctuality is part of the job.
Just be sure you’re being consistent. If you let one employee slide but come down hard on another, you’ll create resentment and confusion across the team.
Offer Flexibility When It Makes Sense
In some cases, the issue might be resolved with a small shift in schedule. If the employee is otherwise a strong performer and the job allows for it, consider whether a different start time could work. Just be sure you apply any flexibility policies fairly and communicate any changes to the rest of the team to avoid confusion or perceived favoritism.
Reinforce the Positive
When improvements happen—even small ones—acknowledge them. A simple “Thanks for being on time this week. I appreciate it” can go a long way in reinforcing the right habits. Positive feedback shows your team that you notice their efforts, not just their missteps.
Chronic lateness can chip away at your team’s efficiency and morale, but it doesn’t have to be a permanent problem. With a mix of empathy, structure, and consistency, you can help late staffers get back on track—and keep your office running smoothly. Your leadership sets the tone, and when you handle tough situations with fairness and clarity, your whole team benefits.