Facing Challenges with Disciplinary Actions in HR: What Steps Should I Take?

My name is Prakash, and I work as a Human Resources Manager. I am facing challenges when it comes to taking disciplinary actions against employees. These actions are necessary due to issues such as tardiness, unauthorized absences, and engaging in unnecessary discussions on the shop floor. Despite providing numerous opportunities for improvement, some employees continue to repeat the same behaviors.

I would like guidance on the steps I should follow when initiating disciplinary actions. Additionally, if the situation requires terminating an employee's employment, what procedures should be followed? Your insights on this matter would be greatly appreciated.

Understanding Disciplinary Procedures

You need to read and engage in some self-study, which will be beneficial. Familiarize yourself with the Industrial Standing Orders applicable to your state and the Industrial Disputes Act. Once you understand the disciplinary procedures, you can take action.

First, document the acts of indiscipline and maintain a record. The company's standing orders, which include work timings, hours of work, leave, etc., should be displayed prominently so that all workers and staff are aware of them.

There are many knowledgeable members who can guide and help you with specific issues, but it's important to do some homework first.

Thanks for providing the information. As per your guidance, standing orders need to be displayed in a prominent place. Before establishing company rules, we first discussed them with all HODs, and only then did we enforce them strictly. However, many staff members and employees are still ignoring the rules. When I inquire with management about taking action, they mention that our company's operations are entirely dependent on individuals as there is no automation in place. How should I proceed with this situation?

Management's Role in Maintaining Discipline

The management will have to cooperate with you in maintaining discipline. Stress the fact that indiscipline is causing lower output and poor quality output. Present statistics on absences without leave, late arrivals, etc., for the management's awareness. By observing the figures, the management will likely realize that neglecting basic discipline will not yield positive results in any organization.

The management can initiate automation of work in the company, particularly in tasks that are highly repetitive and easily automated. Without the support of management, it will be challenging for HR alone to transform the work environment.

Regards

Thank you for your information. I agree with your opinion. Without management support, it is very difficult to manage. Currently, too much freedom is given to employees. It is very challenging.

Practical Approach to Disciplinary Actions

Please do not initiate disciplinary processes with the intention of removing confirmed employees. This is impractical and unwanted at any cost. The reason being, your efforts, though in the interest of the organization, are not being noticed, and soon this may work against you. This concerns Industrial Relations (IR), and you may fail miserably.

It is essential to take a practical approach instead. Communicate with employees about existing service rules and employment terms and conditions. This process may take some time. Initially, you should have your unit head establish confidence with all other functional heads in some way. The success rate is directly related to the commitment of the unit head and functional heads. If you can get 75% of the total bosses to support the restoration of basic discipline regarding issues like tardiness and attendance, you will have achieved more than 75% of your goal.

Therefore, engage with Heads of Departments (HODs), unit heads, union representatives, and HR team members. Ensure that everyone involved is on board. Bringing about change or eliminating any wrongful practices is the responsibility of everyone; it is an organizational issue.

If you need assistance with any specific scenarios or require practical options, you can reach out to me at [Email Removed For Privacy Reasons]. You can also contact me directly for further advice and practical alternatives.

Best wishes!

Regards,
RDS Yadav
Management Adviser and Trainer
Director - Future Institute Of Management and Technology
MOB. - [Phone Number Removed For Privacy Reasons]

Issuing a Written Warning

Call the concerned employees individually into the meeting room and issue an initial written warning to him/her stating the reason. In the letter, the reason for the warning must be clear, and you should also mention that this letter is a continuation of the verbal warning given to him/her. Make two copies of the warning letter – one for the employee and the other for the employer. The employer's copy must be signed by him/her with their name and date. If he or she refuses to sign, call two witnesses to sign it on the back, then give a copy of the letter to the employee either in hand or by mail. File the employer's copy in the employee's file as well.

Further Disciplinary Actions

If the behavior is repeated, you may communicate the matter to the management and issue a termination to the employee. Once you have removed a few troublemakers, others will automatically start abiding by the company's rules and regulations. Also, consider revising and making the general code of conduct stricter according to the current conditions. When you are taking actions for the betterment of the company, the management will support you.