How Should I Handle an Employee's Indecent Behavior Over the Phone Without a Code of Conduct?

Dear All,

I am working in a software firm as an HR Executive. I am the only person in the HR Department. My query is regarding indecency over the phone. In case of taking a leave, employees are supposed to take permission from their project leaders and then inform me. It so happened that an employee called me and informed that he won't be able to attend the office. I asked him to take permission from his project leader and then inform me. Over this, he questioned my significance in the office and talked in a very indecent manner.

Please guide me on taking action against him. We don't have any code of conduct defined as such.

Thanks and Regards,
Kshama

Hi Kshama,

This happens many times in working culture. The only thing you have to do is define your authority for the same. Because when you are with newly started HR people, they don't tend to listen to you in the beginning. Talk to your senior and obtain an authority letter from them in writing. This letter should state that any changes amended by you are to be strictly followed.

You can also email me at ankit_khamkar@yahoo.co.in.

Regards,
Ank

Dear Kshama,

This is a very critical issue, and ANK is right about this. You must devise HR policies and strictly implement them in your organizations. If an employee is habitual of that habit (inform only on the phone), issue him a warning letter. Indecent behavior or conversation should not be tolerated, and you must take strict action against him. You may issue him a Show-cause notice.

Regards,
Hassan

Dear Ankit and Hasan,

Thank you so much for your response. Yes, the employee is habitual of ignoring the policies. As you suggested, I'll be framing the code of conduct or a policy for work behavior. I would appreciate your inputs on the same.

Thanks and Regards,
Kshama

Dear Kshama,

I hope you are doing well. I am attaching a model of a Charge Memo for your reference. You can modify it according to your needs.

Regards,
malladi_alps 😊😊😊