WARNINGS AND COUNSELLING EMPLOYEES
When issuing an employee with a warning it is paramount for the employer to address the following criteria.
- Meet face to face with the employee; (do not text or email warning without meeting with the employee);
- Have a witness with you;
- Invite the employee to have a support person present;
- Provide for translation services if required;
- Record notes from the meeting;
- Retain your original copy of notes from all meetings including diary entries and notes recorded from oral warnings and previous warnings
- Refer to previous warnings or discussions with the employee;
- Produce copies of previous warnings
- Clearly detail the reason(s) for the meeting, (i.e. what the employee is doing wrong);
- Where applicable provide to the employee copies of relevant materials, e.g. timesheets, production records, position description and evidence pertaining to the employee’s unsatisfactory performance or conduct;
- Where relevant, discuss in detail the employee’s position description and associated duties;
- Provide the opportunity for the employee to have input in respect of all matters raised, (employee says their side of events);
- Clearly detail what is required of the employee, (e.g.. acceptable conduct, adherence to policies, performance to be of a particular standard, etc);
- Offer to provide assistance to the employee where necessary, (e.g. additional training, supervision, etc);
- Advise the employee as to whom they can seek assistance or guidance;
- Ask the employee if they clearly understand what is expected of them;
- Finally, state very clearly that in the event of a reoccurrence of unacceptable
behaviour , conduct or poor performance, etc, the future consequences including further disciplinary action or termination of employment. - Provide a copy of the signed warning to the employee, ask them to sign it and have the witness sign the warning similarly. Keep a copy for your records and give a copy to the employee.
The above is a summary of the fundamental criteria relevant to the process of warning an employee.
The above may need to be varied to meet the specific requirements of the employer and the employee.
Remember to seek advice if you are unsure.
Please contact Neil Craven of Craven and Associates Consulting Services, Human Resources and Workplace Specialists, on 0419 500 609 for further information and assistance.