Effective Strategies for Employee Discipline and HR Notice Format

Dear All,

In my company, an employee does not obey the HR rules; gossip is not allowed in the office. After a verbal warning, he did not change his attitude and continues to gossip with other employees. He complained to me that another person disturbed him. When I talked with him, he argued with me. I am an HR Executive. Could you please provide me with a notice format for this employee?

This is very urgent. Please help me.

Regards,
Pulkit

Dear Pulkit,

I think you meant "gossip." Again, your question/query is not very clear. Please rephrase the thread and repost it.

Dear Mahesh Sir,

An employee in our establishment is not following the HR rules. Many times I have given verbal warnings, but he is not changing his attitude.

Complaints against him:
1. He engages in gossip in the office.
2. During lunchtime from 1:30 to 2:00 pm, he extends his break till 2:30 pm.
3. He goes to the market during lunchtime.
4. He argues with HR personnel.

Regards,
Pulkit

Dear All,

I am seeking a format for addressing indiscipline in the office. In our establishment, some employees engage in gossip during working hours. Despite giving verbal warnings that gossip is not allowed in the office, one employee has come to argue with me. I am an HR Executive.

Please provide me with a memo format to address this issue with the employees. Your prompt assistance is greatly appreciated.

Regards,
Pulkit

It depends on the company profile, its area of operations, and the work culture environment, etc.

For example, if a company is into creativity like advertising, then there are lots of informal meetings, chats, talks, etc., and it's a norm. For the manufacturing industry, a 10-15 minute break after a 2-hour work should be fine with everyone. For the customer service industry or retail, normally one cannot set fixed break points, but the employees need to be briefed about what is acceptable and what is not. Just like continuous gossip is not acceptable and sets the habit of indiscipline. A normal chat without much interference to other employees at work and not at the cost of postponing urgent important work can be allowed. Because humans are not machines, and they need to break the monotony. If you find out that there are some really erring employees who waste their time and also spoil the discipline, then make a point to counsel the employee and also give a warning if essential about a possible disciplinary action like a warning letter. Of course, while counseling, make it a point to show how the indiscipline is affecting work and team effort. Warning letters should be the last resort if behavior doesn't improve. Breaks for relaxing should be applicable for all employees with certain set procedures like a separate space for a chat or reading newspapers, etc., wherein it wouldn't affect their work. Remember that rejuvenating employees with breaks is also essential for effective performance. The human aspect of employees is something that HR has to handle with care and composure always. Regards.

Dear Pulkit,

Instead of giving a letter, I suggest you introduce:

1. Card punch system to monitor time of IN and OUT. If late, deduct the salary.
2. If an employee receives a complaint, block the punching machine for that particular employee the next day so that they have to come to HR for reversal. Obtain a written statement from the employee before reversing.
3. Whatever argument they make, please take note and do not react.
4. The next day, instruct the security personnel not to allow the person inside, settle the issue, and escort them out.
5. Create a policy for HR and display it on the notice board for disciplinary activities.
6. Call the representative (if a union exists), explain the situation to them, and have them manage the individual.
7. Keep the salary due until the person provides a written acknowledgment of the misbehavior and issue a warning.

Please let me know if you need any further assistance.

Thank you.