SayPro Human Capital Time Management Procedure SayProP550

Document Code: SayProP550
Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 22 June 2025
Next Review Date: 22 December 2025

Policy Owner: SayPro Chief Human Capital Officer SayProCHCR

1. Purpose
   This procedure outlines the principles, responsibilities, and mechanisms for effective time management among SayPro Human Capital. It ensures that all members of SayPro make optimal use of working hours, prioritize duties effectively, and meet deadlines in line with SayPro’s productivity, professionalism, and accountability standards.
2. Scope
   This procedure applies to:

• All SayPro Human Capital (full-time, part-time, contract, and interns)
• All departments, Royal Divisions, and project teams
• Supervisors, Officers, Royal Directors, and Executive Leadership

3. Objectives

• Promote a high-performance culture by improving time management skills
• Reduce inefficiencies, delays, and time wastage in day-to-day operations
• Standardize work schedules, reporting, and productivity monitoring
• Equip Human Capital with tools and systems to manage time responsibly

4. Definitions

• Time Management: The process of organizing and planning how to divide one’s time between tasks to increase efficiency and productivity
• Royal Director: Senior leader responsible for ensuring team compliance with time policies
• Officer: Mid-level Human Capital responsible for day-to-day monitoring of staff attendance and outputs
• Attendance Register: The official daily record of working hours (manual or digital)

5. Working Hours and Attendance

5.1 Standard Working Hours

• Monday to Friday: 08h00 to 17h00 (with a 1-hour lunch break)
• Saturdays (where applicable): 08h00 to 13h00
• Remote/hybrid teams must follow a documented agreement approved by the Royal Director

5.2 Breaks

• Morning break: 15 minutes (between 10h00 and 10h30)
• Lunch: 1 hour (between 12h30 and 14h00)
• Afternoon break: 15 minutes (between 15h00 and 15h30)

5.3 Attendance Monitoring

• SayPro Human Capital must sign in and out daily via the Attendance Register (SayProF550-01) or biometric system
• Any absence or late arrival must be reported to the Officer within 30 minutes of the expected start time

6. Time Planning and Productivity

6.1 Weekly Planning

• All Human Capital must submit a Weekly Work Plan (SayProF550-02) every Monday morning
• Officers and Royal Directors must review and approve plans

6.2 Daily Task Allocation

• Use SayPro Task Allocation Template (SayProF550-03) to assign and track responsibilities
• Time-sensitive tasks must be prioritized using the SayPro Urgency Matrix

6.3 Time Tracking Tools

• SayPro recommends use of approved digital tools (e.g., Trello, Google Calendar, SayPro Portal)
• Manual logs are allowed only with Royal Director’s written permission

7. Meetings and Scheduling

• All internal meetings must follow the SayPro Meeting Schedule Protocol (SayProP034)
• Meetings must have a fixed start and end time, agenda (SayProF550-04), and follow-up actions
• No meeting should exceed 90 minutes without CEO or CHCO approval

8. Deadlines and Accountability

• Project and task deadlines must be logged in the Task Register
• Missed deadlines must be reported in the Weekly Report (SayProF550-05) with reasons and revised action plan
• Repeated delays or chronic time mismanagement may result in formal disciplinary action (refer to SayProP045)

9. Training and Capacity Building

• All Human Capital must attend annual Time Management and Productivity Training
• Royal Directors may request additional workshops for their teams
• Training records must be submitted using SayPro Training Attendance Form (SayProF550-06)

10. Roles and Responsibilities

Chief Human Capital Officer (CHCO):

• Ensures institutional time management compliance
• Approves high-level corrective actions and training programmes

Royal Directors:

• Monitor team attendance, work plans, and punctuality
• Authorise exceptions or remote time arrangements

SayPro Officers:

• Review daily and weekly submissions
• Report irregularities and support performance coaching

SayPro Human Capital (All Staff):

• Submit required reports and manage time responsibly
• Maintain punctuality and observe breaks as scheduled

11. Tools, Forms and Templates

• SayPro Attendance Register – SayProF550-01
• SayPro Weekly Work Plan Template – SayProF550-02
• SayPro Task Allocation Sheet – SayProF550-03
• SayPro Meeting Agenda Template – SayProF550-04
• SayPro Weekly Productivity Report – SayProF550-05
• SayPro Training Attendance Register – SayProF550-06

12. Monitoring and Evaluation

• CHCO submits quarterly Time Efficiency Report to SayPro Executive Committee
• Internal audits may be conducted by the SayPro Governance Unit
• Any discrepancies in time reporting or productivity must be flagged within 48 hours

13. Compliance and Disciplinary Measures

• Failure to comply with this procedure may result in:
  • Written warning
  • Performance improvement plan
  • Disciplinary hearing (per SayProP045)

14. Frequently Asked Questions (FAQs)

Q1: Can I work flexible hours?
A: Only with written permission from the Royal Director and Officer, and it must not compromise deliverables.

Q2: What happens if I am consistently late?
A: Repeated lateness may lead to a formal warning and time management training.

Q3: How is productivity measured?
A: Based on submitted plans, actual task completions, time spent, quality of work, and adherence to deadlines.

Q4: Can I work from home?
A: Yes, if you have a Remote Work Agreement approved and monitored via SayPro systems.

15. Review and Amendment

• This procedure will be reviewed every six (6) months by the SayPro Governance Team and updated as needed.

Approved By:
Neftaly Malatjie
Chief Executive Officer, SayPro