Why you
must get rid of bad employees if reprimands don't work.
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.
A
new concept in employee termination and discipline
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