A Collection of Tips, Insights, and Resources That Can Help When You Need to Write Up an Employee
One of the worst tasks a manager has is writing up an employee. Many managers will put off the write-up when possible. It’s never easy. At the same time, it’s necessary. Especially when you have fair workplace policies in place.
Many times you’ll have a very hard-working, dedicated employee that makes a mistake. Even though you want to let the violation go, you can’t because you can’t play favorites in the workplace, and at times like this, it’s hard to write-up one of your key employees.
In this article, you’ll find tips and insights that make the process of writing up an employee seem effortless. To ensure everyone is treated fairly, you want to make sure you have strict and clear policies in place. And you want to make these policies accessible to your employees and make sure they understand the procedures.
Understand the law
To effectively write up an employee, you need to understand the employment laws. The last thing you need is a lawsuit on your hands because of the way you disciplined and employee. It makes much more sense to understand the law and create policies that abide by the law. The laws will vary depending on the country, state, or province where your business operates.
Keep It Confidential
It’s essential to keep your write-up confidential. By keeping the disciplinary action confidential, you are respecting your employee. Imagine if you received a write-up, would you want your boss to talk about it with others?
Present In Private
Issue a write-up in a private area. You don’t want coworkers witnessing the write-up. People will gossip about the issues, and the employee may be embarrassed, which worsens the disciplinary action. Rather than the employee understanding and accepting the disciplinary action, they are more focused on the way it was presented and may file a complaint against you.
Don’t Rush It
When you’re ready to present a write-up, you want to make time for it. Even though you want to get it over with as soon as possible. You need to take the time necessary to go through the process and explain the reasons for the disciplinary action.
Do it alone or with another manager
Should you present the write-up alone or have someone present? Depending on the violation, you may want to have someone present. It should not be another employee but can be another manager. Having another manager present for major violations allows for someone to witness the discussion in the event of the escalation to HR or the labor board.
Your document must be clear and precise. Include the nature of the violation. The date it occurred and how it violates company policy. Don’t include other issues, stick to the current violation, and document in a concise manner.
Going Through The Write-up Process
At this point, you’re ready to present the write-up to your employee. As mentioned above, you will be in a private area. You have scheduled sufficient time. You may have another manager or HR present. Start by telling the employee this in regards to the issue that occurred. State the issue. Explain how it affects the company and workforce and, in conclusion, stress how it can not happen again.