How Do You Handle a Senior Employee Ignoring Basic Office Protocols? Need Advice on Issuing a Warning Letter

Dear All,

One of my employees is not displaying her ID card, not signing in the attendance book, and is having her lunch at her desk. Despite being told numerous times, she continues to repeat these actions. I have brought this matter to the attention of my Managing Director, who has also instructed her. She is a senior employee in our organization.

Request for Warning Letter Format

If I need to issue a warning letter, please provide the format for a warning letter addressing the above reasons.

Thank you

Regards

First, please let me know her job profile, how senior she is, and how long she has been working with the organization. After that, I will be able to answer you.

Dear Ameeta,

She is the Accountant and worked for three years in our company before I joined. She was dismissed because of her bad behavior with the staff. Then she started requesting my MD's wife to rejoin the company, so my MD has taken her back. Now, she is inciting all the staff not to listen to my instructions and follow the rules that I issue as HR and Admin.

Even my MD is aware of this, but he is helpless because she is very sincere and honest in her work. Her work is excellent, but her attitude towards the staff is very bad. She acts as if she has to rule and take care of all departments, including my MD. Everyone has to do as she wishes and as she tells.

As I was appointed as an HR & Admin Head, she was against me and always tries to insult me in front of everyone. Everyone was following the rules and regulations, but now I don't know what happened; she is so busy telling all the staff not to listen to me.

So, I thought to issue her a warning letter as part of my job; I have to do this, so please help me to get out of this.

Regards

Dear Margerate, To issue a warning letter, there has to be misconduct and there has to be proof as well. Not signing the attendance book, etc., are all forms of misconduct. When she repeats this behavior, instruct your security to prevent her entry without recording attendance. Request your security team to provide you with a report. Based on this report, you can then issue her a warning letter.

However, as you are new to the company, it would be preferable for your Managing Director to sign the warning letter. Apart from hitting the target, you should also have a good shoulder to keep your gun. Fire a salvo but ensure it is not from your shoulder.

Before taking any disciplinary action against this individual, I suggest addressing minor misconduct by 1-2 other individuals. By doing this, you will signal to everyone that you are promoting a culture of discipline.

This approach will pave the way for taking disciplinary action against the delinquent employee as well. When handling issues of indiscipline, cover all aspects but refrain from obtaining the MD's signatures on it.

Handle the case diplomatically. However, if your MD appears indecisive, why are you keen on enforcing discipline? If he fails to recognize the importance, what purpose does your effort serve?

Ok...

Regards, Dinesh V Divekar

I agree with Dinesh. Firstly, you have to discuss this matter along with your views with your MD face-to-face. If your MD is also serious about this matter, then it will be better to issue the warning letter along with his signature. If the MD is not serious, then you should ignore her or handle it in your own style. Let me know after the meeting with the MD; after that, we will try to solve this matter. First, you have to read your MD's mind.

All the best.

I agree with the advice given by Dinesh Divekar and Ameeta. Instead of giving you more advice, I will raise more questions.

How large is your company? When were you appointed, and how much experience do you have? What's your qualification? How senior is she compared to you in the company hierarchy? Is she the MD's wife's friend or relative? If the MD has taken her back after sacking based on his wife's request, it shows "who wears the pants." So, ask the question of whether the MD is prepared to sign a warning letter. If he is not, then please follow Dinesh Divekar's advice.

Have a nice day.

Regards,
Simhan

Dear All, I thank you for the advice and suggestions you have given. I think my MD is playing a game because when I complain regarding these issues, he tells me to take action (issuing a warning letter). However, during group discussions and monthly meetings, he does not raise the point at all. This has become an excuse for everyone in the office. Now, she has formed a group in the office and is planning to remove me from my position.

Addressing Senior Member's Questions

Ours is a security agency with 1000+ security personnel and 50 staff, totaling 1050 individuals. I was appointed in May 2010 and have 4 years of experience in Admin & HR. I have also completed my MBA in HR. She has been working since day one when the company was established. She is not a relative or friend, but she is closely attached to the MD's wife because she used to convey all company matters to the MD's wife (although the MD instructed her not to get involved in office matters).

What should I do? Should I leave the job and search for another one?