Do
you make these mistakes with your problem employee?
If you are dealing with a difficult employee
and need a paper trail in case a termination is necessary,
an employee written warning is a good place to start.
An employee written warning is nothing
more than a note to the employee to let him or her know
that job performance has been unsatisfactory. You can
be specific about incidents that have happened (or not
happened), and you should state the reasons for your
concern. Include any impact the employee's lapses have
had on the company or department.
How to: Employee Written Warning
If you plan to draft an employee written
warning, there is a basic format you can follow. For
example, address the letter to the employee, not the
manager of the department or the human resources manager.
You can cc them on the letter, and note that they should
place a copy in the employee's file. However you should
address the employee written warning directly to the
employee.
In drafting the employee written warning,
describe, in detail, why you are writing the letter.
For example, to say, "your work has been unsatisfactory" on
its own would, itself, be unsatisfactory. More information
is necessary. You can note the work has been unsatisfactory,
but then outline the specific flaws. For example, you
might note that a report was late or the employee has
missed many days of work over a certain period of time.
Another detailed note might explain how the employee
refused to answer their emails causing the delay of a
shipment.
Once you have outlined the problems with
the employee's work and the reason for your letter, you
can then detail any problems with the employee's work.
Again, this is only an employee written warning, and
you don't want to make threats about firing if work doesn't
improve. But you can say that they have violated parts
of their employee agreement or because of their work
problems, the company has lost a certain amount of money.
In the employee written warning you are
essentially outlining any reasons you might, in the future,
decide to terminate. Create a detailed letter, but keep
it as short and factual as possible. Do not get emotionally
involved and do not levy blame. The old expression, "get
in, get out and get on your way," could certainly
apply here. Make your argument; be detailed but concise,
and go on about your business.
Discipline
and terminate a problem employee. Employee written
warning form.
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