- Act on the issue in a timely manner … don’t put it off.
- Check to see if the employee has had similar issues in the past. Understand how similar issues have been handled with other employees.
- Discuss the issue with the employee in a private setting.
- Explain how the behavior or poor performance impacts the employee’s job.
- Review relevant company policies. Provide copies to the employee.
- Explain the consequences—both current and potential for future violations.
- Ask if the employee has any questions or if there is anything else of which you need to be aware.
- Following the conversation, document the issue, your conversation and the resolution. Include:
- Your name
- Employee’s full name
- Names of any other persons involved (or present during conversation)
- Date of conversation and date of the incident
- Summary of issue and resolution/remediation
- List any documentation provided to the employee.
- In some situations, you may want to provide a copy to the employee.
- Follow-up to make sure the issue has been resolved.
- Bonus: Utilize HR documentation software, such as HR Acuity, to streamline the reporting process.
