The very nature of written communication (at workplace) suggests that prior communication with the supervisor wasn’t clear enough, that it warranted another attempt; or perhaps misdemeanors by an employee have become more grave that the supervisor was forced to take this last action.
Dealing with misconduct at the workplace is sometimes most confusing to managers and supervisors who want to ensure such conduct doesn’t take place again.
Do they send in a written reprimand? Do they call the rogue employee to their office? Is suspending the misbehaving employee a good option? Before doing anything, work on the employee written warning letter. Here’s how:
Determine If the Situation Calls For a Warning Letter
Your company may choose to handle employee infractions differently than others, but even then protocol is likely to change according to the situation.
Severity of misconduct should be measured before issuing a warning letter. Most companies follow a step-by-step process when dealing with a rogue employee. It works like this:
o First documented verbal warning is given
o Then a written warning is given
o Then final warning is given
o Then employee is handed a termination letter
Situation: What Should Be Done To A One-time Offender For A Serious Offense?
There is no need to issue a verbal warning if offense of employee is serious, even if it’s one-time. It’s better to jump straight to the written reprimand. On the other hand, continue with your usual process if misconduct or offense of employee has been developing over time.Who Should Write The Warning Letter?
Employee warning letters are generally ghost-written by an HR specialist; however, direct supervisor must address and deliver the letter. Decision to write such a formal letter sometimes involves additional levels of the organization, depending on the severity of misbehavior or offense.
Make sure to address the warning letter on your behalf. Maybe the employee at fault doesn’t realize the severity of this issue or perhaps there are other factors—inside and outside of the organization—that are prompting such conduct.What Should The Warning Letter Contain?
There are three main components that make up the body of an employee warning letter.
o Outline prior unacceptable conduct for which employee received verbal warning
o Identification of expected or required conduct of employee
o Consequences of failure to follow required or expected behavior
Managers can leave as little room as possible for misinterpretation in this way. It doesn’t matter if you are a veteran at your managerial job or the newest pea in the pod. Making sure the right protocol is followed when it comes to warning letters, employee appreciation, termination of contract and other issues has been made easy.
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