An employee correction form is a document that is given to an employee who has already received a warning notice from company higher-ups, usually those from Human Resources. This enables the company to better communicate to the employee in question how his or her poor performance can be improved.
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To know more about employee correction forms and how they are used in the workplace, read on.
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How to handle corrective actions in the workplace
There are three types of disciplinary action. These are the following:
- You can give the employee a written warning.
- You can suspend the employee without pay for a certain period of time.
- You can terminate the employee.
The first thing that you should consider is whether or not an employee needs to be disciplined. You have to look at all the factors regarding how the employee is doing in the office and see if his actions require correction. You also have to remember that before any kind of corrective action can take place, you need to have a clear documented company policy related to the issue or behavior in question. So, before you go about disciplining employees, it is important to gather all of the facts, including any supporting documentation or notes that you can find. For example, if an employee is often late, you need to gather his timesheets, dates of unexcused absences, or any email communications regarding absences.
The kind of information that you gather must also include how the issue is affecting the employee’s performance on projects as well as his or her regularly assigned duties. Consider the kind of solution you should formulate, as well as the follow-up steps you expect out of the employee before you talk to him or her.
Once you have discussed things with the employee, you must pay very close attention to his or her performance and behavior. If you see that the employee has been gradually improving over the next few days or weeks, then be sure to do a follow-up meeting agenda and tell the employee that you have noticed and appreciated the change.
One of the most important duties of a supervisor is to provide consistent and timely feedback to employees review. So, if the employee is not meeting company expectations, then he or she deserves to be informed of the situation so that he or she can make adjustments to his or her performance and behavior.
Disciplining an employee is always an unpleasant task for just about anyone. The best form of disciplinary action that you could possibly give is a motivational opportunity so that the employee would be encouraged to perform better in the workplace. There are a lot of companies out there that use progressive discipline methods to address the problematic behavior of their workers. These progressive discipline methods are the following:
- First, the employee receives a verbal warning from his or her superior.
- If the employee continues with the behavior, then he or she will receive a written warning.
- If the behavior still continues, then the employee will receive a final written warning or suspension.
- When the employee still does not comply, then he or she will be terminated.
The key to each phase of discipline is being able to address why the employee was at fault and teaching the employee how to correct that behavior moving forward. By learning how you can effectively discipline your employees, you can help ensure that you have positive working relations with them as well as a better and stronger business plan. So here are the steps you have to follow when you are required to discipline your employees:
For verbal warnings
Conduct an investigation
Before you can dish out any form of disciplinary action against an employee, it is important to gather all of the evidence to support your decision. Ask yourself who is at fault in the situation. There is a possibility that this situation may be more complex than it first appears to be. Consider if the employee had full control over all the factors regarding his or her performance. Was the employee able to understand all of his or her roles and assignments, or were there a couple of things that you might have failed to mention?
Ask to speak with the employee in private
Any disciplinary actions that you will be discussing with an employee must not reach the ears of those who are not involved. This is so that you will be able to protect the employee’s privacy and reputation within the workplace. You have to be firm and clear while also being approachable in your request. You have to remember that this person is still human so you have to treat him or her with respect.
Address the issue directly
You should not beat around the bush when you bring up an employee’s unsatisfactory or unacceptable performance report. You have to be clear about the problem and state why it needs correction.
Allow the employee to respond
Even if you have conducted your own investigation prior to the meeting with the employee, there is a chance that there were some circumstances that you were not aware of. You have to give the employee a chance to explain his or her unsatisfactory behavior as you may just get enough information that tells you that the employee does not deserve any form of disciplinary action. Give the employee a chance to process whatever you have said and allow the employee to give you his or her insight on the issue.
Communicate company policy
If you think that the employee’s performance drop is still his or her fault even after listening to the complete story, then you have to spell out why that behavior or performance is unacceptable. You have to spell it out to ensure that the employee understands just what kind of problem it is and why it must be corrected. Doing this will guarantee that you have provided him or her with the company’s desired outcome when it comes to performance and behavior for future situations.
Offering guidance is the most important part of any disciplinary process. Just pointing out the employee’s problems is not going to help him or she improves. If you are not providing alternative behavioral smart goals that your employee should try to achieve, then do not expect any improvement at all.
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For written warnings
Investigate the incident
This step is no different from that of the verbal warning. Any time that the employee’s performance becomes a problem, you have to personally assess the situation and take in all of the facts regarding the situation. Keep an open mind and try to see things from the employee’s perspective.
Compose your correspondence
If you are going to write a written warning, you should do so calmly. The goal of the correspondence is the same as that of the written warning—to communicate what is not working and suggest ways to correct the problem. Make it clear in the letter what specific behavior or aspect of the employee’s performance is deemed problematic and why this is so. Cite the specific company policies or laws that are being broken. Give detailed instructions on what the employee needs to do in order to solve these problems and offer suggestions on how the employee can meet these goals.
Deliver the letter
Whether you are going to send it via email or use a physical document, you have to deliver the letter to the employee in a discreet and professional manner. Protect the employee’s privacy and reputation by making sure that only he or she is the only person who knows about the letter. Offer to meet with the employee to discuss the contents of the warning letter and make it clear that you are willing to speak if he or she has any concerns about any aspect of the letter. If the employee has a defense to offer, then you also have to make it clear that the employee has a chance to provide his or her side of the story.
File a copy of the letter
It is important that you maintain a record of any and all correspondences with employees. Any time you discipline an employee during the progressive stage of the disciplinary action, you will need to write down a record of whatever was said and when it was said. You must also keep any copies of letters you give to or receive from the employee. Have the employee sign a copy of the letter to acknowledge that he or she has received the written warning.
For delivering the final warning
Review all of the facts
In just about every stage of the disciplinary process, you have to go through all of the facts to see whether or not the employee should be blamed for poor performance.
Determine the appropriate punishment
There are some businesses that simply offer a final written warning as the third step of a progressive disciplinary action plan. And then there are those who may choose to suspend the employee for a certain period of time without pay. This will vary depending on the policies of your company and the specific actions that the employee has committed. Whatever course of action you decide to go with, you have to ensure that you enforce a course of action fairly and impartially to all of the employees in the workplace.
Write a correspondence
Whether you are offering a final written warning or intending to suspend an employee, you need to compose a letter that states the action that is going to be taken against the employee. Make it clear what the employee has done wrong and what company policies or laws were broken as the result of his or her actions. Refer to any previous warnings or prior disciplinary hearings that the employee was involved in. If you are writing a suspension letter, make it clear in no uncertain terms that the employee will face further suspensions without pay or even termination if his or her performance continues to remain unsatisfactory.
Deliver the letter
Once again, you have to deliver the letter to the employee and have him or her sign a copy to verify that he or she has read and understood its contents. Offer the employee a chance to defend his or her actions and offer concrete feedback that will help his or her performance.
Keep and file a copy of the letter
Maintain your record of correspondence with the employee and keep all copies of correspondences in the employee’s personnel file. You should not delete any emails that you have sent or received from that employee and make sure that the employee’s file is up to date.
Terminating the employee
Assess the situation
Again, before you start making a decision when it comes to disciplinary actions, you have to fully investigate and assess the situation at hand.
Consult with the HR department
If your company has a human resources department, consider speaking with an HR representative to get advice on how to you need to proceed. There may be specific guidelines that you have to follow when it comes to terminating an employee. For example, you may be required to bring a union representative to the meeting before termination can take place.
Conduct pre-termination proceedings
Depending on your business, you may be required to schedule the employee for a pre-termination conference. You might even be required to create a termination letter that informs the employee via written correspondence of his or her impending termination. Give the employee a chance to respond to your evaluation and take whatever was said into serious consideration. After you have consulted with the employee and any other necessary parties, determine whether you should proceed with the employee’s termination or if you should impose a lesser punishment.
If you have decided to terminate the employee, deliver the sample letter and inform your human resources department. Provide the reason why the employee has to be terminated.
If you would like to learn more about disciplinary actions or anything related to this particular topic (such as how to go about filling up employee discipline forms), check the other articles on this website.