Do you make these mistakes with your problem employee?
One of the most essential tools
of management when it comes to directing the activities
of personnel is the
written reprimand. First, it gets the attention of an
employee who has great potential for your business but
who needs to shape up. Many times a written reprimand
will get the employee’s attention in a way that
mere words cannot.
This reprimand, except in the most
severe of cases, should not, however, be the first
step in correcting
an employee’s behavior. Verbal warnings come first.
The number of these verbal warnings depends on the severity
of the problem and your lenience. Note, though, you must
document the verbal warnings in the employee’s
personnel file. If the matter becomes more serious, you
will need this data. The written reprimand should mention
the verbal warnings that preceded it.
How to Create a Written Reprimand
What should go into the written
reprimand? Obviously, it needs to be clear and to the
point. Plainly state
what behaviors you are reprimanding. It should include
a signature line for the employee to sign proving the
employee saw it. There must be no question the employee
involved does not understand the nature of the reprimand
and the consequences if he or she repeats the behavior.
Take your time composing the letter of reprimand; you
should never write one "on the fly" or in the
heat of anger.
How should you present the written
reprimand to the employee? Clearly you should do this
in private, giving
the employee opportunity to vent his or her feelings.
In no instance, should you discuss it with other employees.
Be prepared to listen to the employee’s response
to the reprimand. It may not be the contrite attitude
you would wish; the employee may respond in anger. Also
be prepared for a sudden resignation. In that event,
you need to be ready to follow good procedures for termination.
In the heat of such a moment, you cannot afford to neglect
important items like collecting any keys or business
property in the employee’s possession.
If the written reprimand does not
change the employee’s
behavior, you can use it as documentation. It proves
you made substantial efforts to correct an unacceptable
situation. Such documentation will be invaluable if the
employee files a labor dispute claim against the business.
However, always consider this type of reprimand as a
tool for improvement first rather than a means of ridding
your business of a difficult employee.
Discipline
and terminate a problem employee. Employee written warning
form.
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