There are times when employees knowingly or unknowingly make mistakes, break laws and commit offenses that have a direct impact on their employment. In such situations, employers do not jump to take disciplinary actions but rather give the professionals a second chance to make amendments. This can be done merely by a verbal caution in case the offense is minor.
Otherwise, if the employee happens to make a serious fault then the senior management is bound to download a warning letter format and issue it to the concerned employee or terminate them straight away. Now instead of being impulsive and firing the employees right away, it is always wiser to take required action so that the employee gets an opportunity rather than having to suddenly lose the job.
Implement Individual CAPA Plans
It is advisable to steer clear of implementing common measures for every employee who has violated the norms. Instead, the employer should come up with individual CAPA (Corrective And Preventive Action) plans for each professional, depending upon the severity of the offense that they have made.
Let us look at some of the main reasons behind warning letter issuance and how you, as a supervisor, can help your workforce recover and get out of this job-risking situation better:
- Delay In Deliverables or Underperformance Solution:
Under this condition, the best way to make the employees get back on track is by organizing contests. Usually, employees fail to achieve the time-bound targets due to lack of purpose or a driving force. So, when you pitch the team members against each other, they are likely to get competitive and fight for the numbers. In this way, the one who has received a warning letter gets a chance to redeem himself/ herself by attaining these small goals, thereby proving their worth. Another factor responsible for the inefficient performance could be a lack of skills. To resolve that, training, learning and development programs and knowledge-sharing sessions can be organized to upgrade the competence of the underachiever.
- Infringement of Company Policies Solution:
Infringing company policies and regulations such as Time and Attendance Policy, Dress Code and other restrictions applied to the workforce can lead to dire consequences. From issuing a warning letter and initiating temporary suspension to rejecting the release of important documents like relieving letter format, employees can pay a huge price. Thus, a frequent reminder should be sent to all the working professionals stating the company policies and the disciplinary actions that could be taken. When an individual is penalized with a warning letter for this violation, he/ she can be simply put under observation for noticing any repetition of such an act.
- Causing Damage To Company Property Solution:
After issuing the warning letter to an employee who has caused destruction to any of the company resources, willingly or unwillingly, the best corrective measure is to charge the person with a fine or ask them to get the thing repaired by themselves. In case the part of property damaged is expensive like a desktop, a machine or any equipment, the employee can also be suspended for a particular time period. If the employee keeps committing such mistakes again and again in the future, then employment should be terminated with an immediate effect after giving a final notice.
- Inappropriate or Unprofessional Conduct Solution:
If an employee has ever been involved in any fights or chaotic situations, done a criminal activity, carried an anti-social weapon in the office premises or showed indecent behavior, then this is considered as the infringement of corporate law. Most of the employers who are lenient towards their workforce first issue a warning letter format and then take action. But, such types of offenses and generally not taken casually and strict disciplinary measures are immediately implemented which include firing the guilty as well as blacklisting them to debar them from future employment.