There are certain occasions where a disciplinary meeting is a necessity. Although they can be uncomfortable for both managers and employees, when they are executed correctly, they can help to address performance or behaviour-related concerns, allowing the employee in question to thrive moving forward. In this article, we’ll talk you through the process of how to conduct an effective disciplinary meeting with an employee.
When is a Disciplinary Meeting Relevant?
There are many occasions wherein conducting a disciplinary meeting is appropriate. For example, an employee may be invited to attend a disciplinary following:
- Behaviour(s) that breach company policies
- Insubordination or disrespectful behaviours
- Breaching the terms of their contract
- Putting the health and safety of others at risk
- Absenteeism or constantly being late for work
- Failing to reach performance targets (after previous reviews and discussions)
- Criminal activity or negligence
What Do Disciplinary Meetings Aim to Achieve?
Many different resolutions can come out of a disciplinary meeting. When used as a tool to address underperformance, they can be used to understand the potential challenges the employee faces, reaffirm employer expectations, and put a development plan in place to help the employee improve.
Per employment policies and laws, disciplinary meetings must be carried out by employers before taking further action, such as termination. This helps to ensure that you are following the correct process.
Steps for Conducting a Disciplinary Meeting with an Employee
Step One: Do Your Research
Before conducting a disciplinary meeting with an employee, you should be sure to research the relevant employment laws and regulations that you must abide by alongside your company policy. This will ensure that any disciplinary action taken, such as a written warning, aligns with these guidelines.
Step Two: Gather Evidence
Following this, you should start the process of gathering evidence to support your claims. This could include:
- Performance records
- Performance reviews
- Incident reports
- Testimonials from superiors/colleagues
- Security camera footage
Step Three: Determine the Appropriate Action
While it may seem that way for the employee, a disciplinary meeting is not necessarily a form of disciplinary action. Instead, it is your attempt to get to the bottom of the issue while also giving your employee the opportunity to defend themself.
However, depending on the outcome of the meeting itself, you should outline what further action you will take. Again, this should align with company policy.
Step Four: Notify the Employee
Once you are ready to conduct a disciplinary meeting, you should notify the employee. You should let them know the time and date of the meeting while also providing them with some insight into what this is in reference to. At this stage, you should share any evidence you have gathered. This way, they can begin to prepare their defence.
By law, employees have the right to bring a companion, such as a colleague, into a disciplinary meeting or hearing, and you should also let them know about this ahead of time.
Step Five: Host the Meeting
A disciplinary meeting should begin with an overview of the issue or allegations at hand. During this time, you can present any evidence that you have gathered and also previously shared with the employee. Following this, you should provide the employee with the opportunity to defend themselves.
While these meetings can be tense, especially if both parties disagree, try to remain calm, courteous, and respectful. This will ensure that you are taking your employee’s perspective into account. You may find it useful to take notes.
Step Six: Follow Up
After the meeting has been adjourned, you should take some time to review your notes and decide upon the next course of action. Once you have made your final decision, you should reach out to your employee directly.
If you need to address a disciplinary issue with an employee but aren’t sure where to start – we’re here to help. At Premier Legal, we’ve developed a wide range of HR Support Services to help you put your best foot forward when navigating potential HR issues, including disciplinaries.
One way in which we achieve this goal is through employment law training, which provides you with insight into how you should approach everything from misconduct to performance.
If you’d like to find out more, please do not hesitate to get in touch today. We’d be happy to answer any questions you may have.
