Ina Teves, Organizational Development Consultant

Ina Teves is an organizational development consultant with a change management firm dedicated to making a difference wherever it goes by journeying with the client through the entire process of organizational transformation. Email your questions to ina.b.teves@gmail.com.

ON DISCIPLINES AND WRITTEN REPRIMANDS

Hi Ms. Ina!

I'm an HR manager for a new software company here in Batangas. We are just drafting our company polices and I’ve come across many difficult issues. One of which is Disciplinary Action for deficiencies in performance...

I would like to know whether the procedural due process required in administrative bodies also apply where the determination of an issue is within the company. We have some employees who usually cause delays in the release of our products. We have given informal verbal reprimands as we do not have a policy written on this matter; however due to the persistence of the deficiencies we have decided to draft a policy for it which includes a written reprimand that will actually be put into the personnel file.

Please enlighten me on this matter. Thanks!!!

Dear Ms. W.

Employees are entitled to due process for any violation of company policy, regardless of whether this will end in termination or a minor sanction such as a written reprimand.  This means that you have to still write them a memo containing the following:

• Date of violation
• Incident
• A request for the employee to explain in writing why he should not be held accountable for the nth offense of a particular violation of company policy.

Management then weighs the explanation provided by the employee against the data it has collected and formally communicates its decision to the employee.  All communications between employee and management should be entered in the employee’s 201 file.

This might seem like just so much paper going back and forth, but in the end it will protect both management and employees.

It is critical that you come out with a company manual soon.  The time you spend clarifying rules and regulations will be better spent on more strategic workplace improvement efforts.

In the absence of a company manual, you may issue a policy memo with implementing guidelines. Clearly indicate the effectivity date of the policy.  Ensure that everyone, including supervisors and managers, is informed and oriented on how this will be implemented.