How Do We Handle a Terminated Warehouse Manager Who Won't Leave? Seeking Advice!

Hi Everyone,

We would like to bring to your attention an ongoing concern regarding our warehouse manager who joined us on January 2, 2025. After just a week, we discovered that his profile was not genuine, and he lacks the necessary experience for the role. Additionally, his attitude has been a significant issue—he has been unresponsive to management’s requests for reports and data.

Despite our attempts to retain him by assigning tasks verbally, which were not formally documented, he failed to submit any deliverables. On January 10, 2025, HR conducted a call with him and communicated that we would be terminating his employment due to his behavior and lack of alignment with our work culture. However, he refused to accept the termination. We proceeded to send a formal termination email, settle his final dues, and inform him via both email and call.

Despite this, he continues to visit the warehouse and engage in work. Since HR is based at the corporate office and we do not have security at the warehouse, we are unable to physically prevent his presence. Additionally, our junior staff at the warehouse are not in a position to address this situation effectively.

Given that he has shown resistance to understanding and following our directives, we would appreciate your advice on how to handle this situation moving forward.

Thank you in advance for your support.

Hi Preethi,

First of all, please deploy adequate security personnel in the warehouse to ensure the safety and security of people and materials. Despite sending the termination email, he has been visiting the warehouse regularly.

What system do you have for recording attendance in the warehouse?

Has he been recording his attendance every day? If he has been coming to the warehouse after the salary day, have you paid his salary?

Official Termination Letter

You can send an official letter to him stating that he has been terminated from the services, accounts are settled, and he has no reason to visit the warehouse anymore. If he continues to visit, it will be seen as unauthorized entry into the warehouse, and appropriate legal action will be taken against him. Please send this letter to his address by RPAD.

Legal Action and Security Measures

If he still persists after receiving the letter, you may lodge a police complaint for trespassing to prevent him from entering the premises. Please discuss with your management and deploy the necessary security measures, including installing CCTV cameras for safety. If you need any support in this matter, please contact me separately at [Phone Number Removed For Privacy-Reasons]. I have a very good consultant who can help you handle this issue smoothly.

Regards,

Dear Preethi BK,

This is in addition to what the previous member, Mr. Ranganathan, has written.

Security Measures at the Warehouse

If you deploy security guards at the warehouse, the question of unauthorized entry should not arise. Hire the guards for one or two months. While hiring, ensure they are physically strong to deter those who might confront them.

In addition to the security staff, for a few days, you may need to deploy an admin manager or someone else to be present in the warehouse.

Location and Influence Concerns

Your profile mentions that you are from Bangalore. Which part of Bangalore is the warehouse located? Is it on the outskirts, and if so, how far? Does the terminated Warehouse Manager (WM) have contact with the local population in general and local politicians in particular? Will they influence his removal in any way?

Recruitment and Management Practices

Upon selection of the candidate for the post of warehouse manager, has he been issued an appointment letter, or is it yet to be issued? Does the appointment letter include the probation period clause?

The incident calls for a review of your company's management practices on the following counts:

a) Evidently, this is a recruitment failure. If, within eight days, the authorities discover that the candidate selected has a 'bad' attitude, lacks sufficient experience, and his profile is not genuine, then those involved in the recruitment must be held accountable for this fiasco. The problem is not with the candidate but with those who selected him. The situation calls for training the interviewers on how to conduct job interviews.

b) Before the termination of services, did your company issue warning letters or a show-cause notice to the delinquent employee? If not, then your company needs to prepare a policy on handling cases of indiscipline.

c) How can your warehouse function without security? What if there is a theft of material? Who will be held responsible? The walls of the warehouse? There are cases of theft of material even with the presence of security personnel. By not deploying security guards, your company is taking an unwanted risk.

Thanks,

Dinesh Divekar

Dear Preethi-Bk,

Here are some suggestions on how to handle the situation regarding the terminated warehouse manager who refuses to leave:

Communication and Documentation

- Final Communication Attempt: Try to have one last formal communication with him. Send a registered letter or an email (with read receipts enabled) clearly stating that his employment has been terminated and that his continued presence at the warehouse is unauthorized. Explain the reasons for the termination again and ask him to cease all work-related activities immediately. Keep a record of this communication for future reference.

- Document His Actions: Instruct the junior staff at the warehouse to document every instance of the former manager's presence and any actions he takes. This could include the times he arrives and leaves, what tasks he attempts to perform, and any interactions he has with other employees. This documentation will be useful if the situation escalates.

Security and Access Control

- Temporary Security Arrangement: Even if there is no permanent security at the warehouse, consider hiring temporary security personnel for a few days or until the situation is resolved. They can be stationed at the entrance to prevent the former manager from entering the premises.

- Revoke Access: Ensure that all his access credentials, such as keys, access cards, and system passwords, are revoked immediately. If he has access to any restricted areas or digital systems, change the locks and passwords to prevent unauthorized access.

HR and Legal Intervention

- HR Escalation: HR should escalate the issue to a higher level within the company. This could involve discussing the situation with senior management or the legal department to get more guidance and support on how to proceed.

- Legal Advice: Consult with an employment lawyer to understand the legal options available. The lawyer can advise on whether a restraining order or other legal measures can be taken to prevent the former manager from entering the workplace. They can also guide you on how to handle any potential legal claims that the former manager might raise.

Staff Support and Training

- Staff Communication: Hold a meeting with the junior staff at the warehouse to reassure them and provide clear instructions on how to handle interactions with the former manager. Let them know that they should not take any orders from him and should report any unusual behavior or attempts to interfere with work to the appropriate authorities immediately.

- Training on Conflict Resolution: Provide some basic training on conflict resolution and dealing with difficult situations for the warehouse staff. This will help them feel more confident and equipped to handle any potential confrontations with the former manager professionally and safely.

Thank you and best regards,

John Chiang