How Should HR Handle Employees Instigating Others Against Company Policies?

Addressing Employee Instigation Against Company Policies

What should be the proper action against employees who are instigating other employees against the company's policies and working environment?

I have found information from some reliable sources regarding some employees who have conveyed to others that the company is not good, and also about HR, stating that HR never supports employees.

Such rumors are common, and you cannot legally punish an employee based on hearsay. You must have a written complaint to initiate a domestic inquiry.

Dear Sanjana,

This is a common problem in all industries, government sectors, and everywhere. When such circumstances arise, you can do the following things:

- You can counsel them either with a counselor, your senior, or someone close to them who can have a word with them individually. Surround them with people who have a positive attitude, which will create a positive environment around them.

- If any of them is very outspoken and an extrovert, you can show them how their attitude is affecting the whole team. They should show good leadership style rather than setting a bad example for other employees.

I hope this will help you to change their attitude as loyal employees are always a long-term asset to a company. They don't depreciate but always appreciate. Alternatively, you can appreciate their positive attributes.

Backbiting is a symptom that they are unsatisfied with their own performance. Send them to a few seminars on positive thinking.

To make their approach positive, you need to make your office environment more open and collaborative. You need to address the qualities in them that are not appreciated by others. Give them some books in this regard. Make them responsible for a few employees (evaluate their positive qualities only).

Ask them to tell you what they really don't like and why (it should be done in private). There are many more ways to achieve this task, and there are plenty of wise people who can suggest to us both how to achieve this.

In my organization, I have faced the same problem, but now things are improving. Don't worry, such people who engage in backbiting meet their natural end. You don't have to do anything. As long as they are in the good books of seniors and keep them interested with gossip, they will survive. However, one day when top management knows they are of no use, they will be assigned to some redundant function. Top management also knows who is doing what; it's just a matter of time. The truth can never hide.

I have received the above replies from HR people for a similar discussion that I have started.

Just wait and watch.

Regards,
Ajay

Such persons are very detrimental to the organization and can spoil the entire atmosphere. While they may suggest measures for rectification during a management meeting when asked, making derogatory comments about management policies is unacceptable. It is recommended to promptly dismiss them from their duties or consider transferring them to other locations.

Regards,
D. Gurumurthy
HR/IR Consultant

Positive Punishment and Employee Perception

Positive punishment works strongly. It means giving a specific task to an employee and, after the job is done, appreciating all small activities. Try to change a negative attitude to a positive one. People have different perceptions about all events and happenings. The same is applicable to organizations as well.

How many employees have been terminated is not a healthy practice for an organization. Some organizations really fall into that category where they deceive their employees, and it is not accidental but a practice of that company to benefit themselves. Such activities will always occur.

Therefore, before changing an employee's perception, first determine if you have a strong enough positive attitude to influence others' attitudes and perceptions. It is also a challenging task for HR Managers or Reporting Managers of such employees.

What should be the proper action against employees who are instigating other employees against the company's policies and working environment? I have found information from some reliable sources regarding some employees who have conveyed to others that the company is not good, and also about HRD that HRD never supports employees.

Prescribe Appropriate Provisions

Prescribe appropriate provisions as a code of conduct in the Certified Standing Instructions to be complied with by the employees and circulate the amendment amongst the employees.

After an inquiry with proven evidence, you can issue a memo or a show-cause notice to the concerned person for the first time, with a strict warning as per the company's standing orders applicable to employment. Ensure to obtain a written reply from the individual.

Furthermore, another memo should be issued to address and change the individual's attitude with a more lenient approach. Subsequently, you can proceed to terminate their services with reference to the earlier memos.

Please note that when terminating an individual's services, the employer is required to pay the notice period payment based on the individual's service period in the company.

Regards,
RK

I would suggest that you ask all employees to assemble in one place and have an open forum with some management personnel. Ask the employees to discuss any issues they may have and jot down their problems that can be solved. By doing this, they will feel cared for and heard. These small gestures will help to avoid rumors. I am certain that it's going to be helpful.

Thank you.

It is common in almost all organizations. Please call him privately and tell him that what he is doing has been noticed by the organization. Warn him mildly. Problems should be nipped in the bud. Wait for some time. If he continues spreading rumors, then sack him to make this a deterrent. In my experience, if we take each problem seriously, we cannot concentrate on core issues. Our time and energy will be unnecessarily wasted in our professional life. Hence, either ignore such rumors or nip them in the bud.

Regards

Understanding Employee Concerns

Please introspect and find out the reasons why employees are badmouthing the organization. Is it true that the HR department does not support employees or is unfair? You should do some deep soul searching before taking action against concerned employees. Go to the root of the problem. You can warn and stop some employees from badmouthing, but if your company's policies are faulty, others will do so. How many people would you take action against? Please don't jump the gun as advocated by some members.

Do you have anything in writing from employees about the attitude of those disgruntled employees? What did they actually speak about regarding HR and Management? You should have details of the 5 Ws and 1 H - who, whom, what, when, why, and how. Gather all these details and prepare a datasheet. Look at their past records. If this is the first instance, call them and explain the information you have and ask for their explanation verbally. If they become agitated, or if it is habitual behavior, issue a charge sheet following your company's rules or the clauses of the appointment order.

Do not show any leniency towards habitual offenders.

Regards,
G.K. Manjunath, Sr. Manager-HR

Identify the workforce members who are spreading the word and assign them extra responsibilities. For example, you can designate them as SPOCs for employee engagement activities such as birthday celebrations, organizing fun events at work, and coordinating town hall sessions. By doing so, they will understand how disheartening it is to hear negative comments.

Do not worry; try to understand their frustration towards the company and establish a bridge between them and the top management.

Thanks,
Raam

Building Trust and Confidence as an HR Professional

Gaining trust and confidence is very important for any HR professional in any organization. This is not an easy task, as most employees view HR as an employer's representative, present to implement what is told by the employers.

If people are spreading rumors that the HR department is not supportive, find out the reasons why such rumors are being spread. Introspect into your team activities to identify and address any negatives. Then, slowly start spending adequate time with the possible rumor spreaders and try to understand their concerns and insecurities, which can be addressed properly. Do not believe in things that your eyes did not witness or your ears did not hear.

All the best :-).

Action Against Employees Spoiling the Working Environment

First, analyze why they are behaving this way. If they have valid concerns, try to address their points. In the meantime, encourage them to provide suggestions for improvements, thank them all, and counsel them to first notify HR about any problems.

If they are in the wrong, consider placing them in different areas to keep them occupied with work. Afterward, gradually send them for personality development programs. I strongly believe this approach will be effective.

Thank you very much. I conducted a meeting with everyone on these topics and found that most of the employees are against him. I counseled two employees who were involved in these activities, warned them, and now one of them is working properly.

One of them is very negative, so we terminated that employee this month.

Thank you all for your valuable suggestions and actions.

Thanks and Regards,
Sanjana