Leave Rules, Empathy, and Workplace Culture: Lessons for Team Leaders
“An urgent family call, a misfiled leave form, and a note of empathetic advice on leave rules for my youngest colleague—an incident that made me quietly reflect on how small daily moments can shape the future of workplace culture.”
Every workplace is filled with small, ordinary moments. Yet sometimes, these seemingly trivial moments reveal more about leadership and culture than any formal policy or speech. One such moment came to me in the form of a leave application.
My youngest colleague, Mr. Amit Nagpal (name changed), had only recently joined our organisation after the latest recruitment drive. Fresh out of graduation, he carried the quiet dignity of someone who spoke little but worked with complete sincerity. One morning, he received an urgent call from his family from a small village in Himachal Pradesh. Without hesitation, he rushed home. His paperwork followed a day later—an application for academic leave.
Amit was already back at work when the application travelled across desks and reached me. His immediate boss had signed it, my office staff had processed it, and no one had noticed the error - for urgent personal work, the correct category is casual leave.
When I pointed this out, my staff looked embarrassed. I could almost imagine what might happen next—someone calling Amit and asking sharply, “Don’t you even know the difference between academic and casual leave?”
That single exchange could have taken away the confidence of a young professional just beginning his journey. Over the years, an ensemble of such events would shape whether Amit grew into a confident contributor or a hesitant one, and how he would serve the organisation.”
Being considerate, I wrote a simple note:
“Academic leave cannot be granted for urgent personal work. Please apply for casual leave.”
Then I explained to my colleague, “This is not just about a leave form, it is about how we choose to shape a young professional’s first experiences in the workplace.” I could have written harsher words, sent it back as Not approved, or Apply appropriate leave.” And technically, I would not have been wrong. However, leadership is not measured by how strictly we enforce the rulebook—it is revealed in how we teach, correct, and guide without breaking morale.
Later that evening, as I sat with a cup of tea and reflected on the incident, I felt it deserved to be shared. So, I decided to write this article, capturing the moment and summarising my actions.
A team leader’s words can build or break confidence
Corrections can either inspire growth or create fear. More than an individual, this is defined by how a team leader responds to it. Encouragement builds confidence, while harsh words demoralise.
Rules matter, but empathy matters more
Every organisation relies on its structure, but the soul comes from empathy. When rules are explained with patience and compassion, they are not just followed—they are respected.
Small interactions shape the culture
Culture is not built through policies alone, but through the micro-moments of daily work. Even a simple leave application can decide whether an organisation values trust, kindness, or fear and formality. The tone we set in small matters becomes the tone of the workplace as a whole.
To conclude, a routine leave application can become an opportunity for reflection. Leadership is not only about ensuring that processes are followed but also that people feel guided, respected, and motivated. Choosing empathy alongside rules builds a culture where people grow, thrive, and carry those values forward.
___________
Every workplace is filled with small, ordinary moments. Yet sometimes, these seemingly trivial moments reveal more about leadership and culture than any formal policy or speech. One such moment came to me in the form of a leave application.
My youngest colleague, Mr. Amit Nagpal (name changed), had only recently joined our organisation after the latest recruitment drive. Fresh out of graduation, he carried the quiet dignity of someone who spoke little but worked with complete sincerity. One morning, he received an urgent call from his family from a small village in Himachal Pradesh. Without hesitation, he rushed home. His paperwork followed a day later—an application for academic leave.
Amit was already back at work when the application travelled across desks and reached me. His immediate boss had signed it, my office staff had processed it, and no one had noticed the error - for urgent personal work, the correct category is casual leave.
When I pointed this out, my staff looked embarrassed. I could almost imagine what might happen next—someone calling Amit and asking sharply, “Don’t you even know the difference between academic and casual leave?”
That single exchange could have taken away the confidence of a young professional just beginning his journey. Over the years, an ensemble of such events would shape whether Amit grew into a confident contributor or a hesitant one, and how he would serve the organisation.”
Being considerate, I wrote a simple note:
“Academic leave cannot be granted for urgent personal work. Please apply for casual leave.”
Then I explained to my colleague, “This is not just about a leave form, it is about how we choose to shape a young professional’s first experiences in the workplace.” I could have written harsher words, sent it back as Not approved, or Apply appropriate leave.” And technically, I would not have been wrong. However, leadership is not measured by how strictly we enforce the rulebook—it is revealed in how we teach, correct, and guide without breaking morale.
Later that evening, as I sat with a cup of tea and reflected on the incident, I felt it deserved to be shared. So, I decided to write this article, capturing the moment and summarising my actions.
A team leader’s words can build or break confidence
Corrections can either inspire growth or create fear. More than an individual, this is defined by how a team leader responds to it. Encouragement builds confidence, while harsh words demoralise.
Rules matter, but empathy matters more
Every organisation relies on its structure, but the soul comes from empathy. When rules are explained with patience and compassion, they are not just followed—they are respected.
Small interactions shape the culture
Culture is not built through policies alone, but through the micro-moments of daily work. Even a simple leave application can decide whether an organisation values trust, kindness, or fear and formality. The tone we set in small matters becomes the tone of the workplace as a whole.
To conclude, a routine leave application can become an opportunity for reflection. Leadership is not only about ensuring that processes are followed but also that people feel guided, respected, and motivated. Choosing empathy alongside rules builds a culture where people grow, thrive, and carry those values forward.
___________
Every workplace is filled with small, ordinary moments. Yet sometimes, these seemingly trivial moments reveal more about leadership and culture than any formal policy or speech. One such moment came to me in the form of a leave application.
My youngest colleague, Mr. Amit Nagpal (name changed), had only recently joined our organisation after the latest recruitment drive. Fresh out of graduation, he carried the quiet dignity of someone who spoke little but worked with complete sincerity. One morning, he received an urgent call from his family from a small village in Himachal Pradesh. Without hesitation, he rushed home. His paperwork followed a day later—an application for academic leave.
Amit was already back at work when the application travelled across desks and reached me. His immediate boss had signed it, my office staff had processed it, and no one had noticed the error - for urgent personal work, the correct category is casual leave.
When I pointed this out, my staff looked embarrassed. I could almost imagine what might happen next—someone calling Amit and asking sharply, “Don’t you even know the difference between academic and casual leave?”
That single exchange could have taken away the confidence of a young professional just beginning his journey. Over the years, an ensemble of such events would shape whether Amit grew into a confident contributor or a hesitant one, and how he would serve the organisation.”
Being considerate, I wrote a simple note:
“Academic leave cannot be granted for urgent personal work. Please apply for casual leave.”
Then I explained to my colleague, “This is not just about a leave form, it is about how we choose to shape a young professional’s first experiences in the workplace.” I could have written harsher words, sent it back as Not approved, or Apply appropriate leave.” And technically, I would not have been wrong. However, leadership is not measured by how strictly we enforce the rulebook—it is revealed in how we teach, correct, and guide without breaking morale.
Later that evening, as I sat with a cup of tea and reflected on the incident, I felt it deserved to be shared. So, I decided to write this article, capturing the moment and summarising my actions.
A team leader’s words can build or break confidence
Corrections can either inspire growth or create fear. More than an individual, this is defined by how a team leader responds to it. Encouragement builds confidence, while harsh words demoralise.
Rules matter, but empathy matters more
Every organisation relies on its structure, but the soul comes from empathy. When rules are explained with patience and compassion, they are not just followed—they are respected.
Small interactions shape the culture
Culture is not built through policies alone, but through the micro-moments of daily work. Even a simple leave application can decide whether an organisation values trust, kindness, or fear and formality. The tone we set in small matters becomes the tone of the workplace as a whole.
To conclude, a routine leave application can become an opportunity for reflection. Leadership is not only about ensuring that processes are followed but also that people feel guided, respected, and motivated. Choosing empathy alongside rules builds a culture where people grow, thrive, and carry those values forward.
___________