What are the best ways to counsel an employee regarding the prohibition or excess use of a mobile phone in the workplace? I had already warned one of my employees via email two months ago, but I received a complaint against her from her team leader. I request your best suggestions.
From India, Delhi
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23From India, Delhi
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Dear Richa,
You mention that you have received a complaint from the Team Leader regarding excessive use of mobile phones during working hours. Prior to this, you state that you had sent her a warning email. Herein lies the catch!
Your query pertains to counseling. However, it should be noted that counseling should precede any warning letter or email. Therefore, you could have raised this query before sending the email. Additionally, any warning letter should be issued by a senior authority such as the General Manager, Vice President, Director, etc. As an HR Generalist, why did you involve yourself in sending the warning letter? Is the HR Generalist considered a senior enough authority for the general staff to take the warning letter seriously?
In any case, speak with the team leader to understand why he/she believes that the team member is excessively using the mobile phone. Determine her definition of "excess" and whether it has impacted the team member's work in general, and the department/section in particular.
Subsequently, meet with the team member and inform her of the complaint. Remind her of your previous communication and inquire about what actions the administration should take if she continues with her current behavior. Obtain her agreement on behavioral correction. Before concluding the meeting, ask her to summarize the discussion and inform her that she will receive a warning letter, this time from a senior authority.
When issuing the warning letter, print it on the company's letterhead and secure a signature on the copy. Keep the photocopy in the employee's file.
Previously, there was a question regarding a draft for issuing a warning letter for video calls during working hours. I provided the draft. Click the following link to reference it: https://www.citehr.com/586107-warnin...ml#post2358552
Thanks,
Dinesh Divekar
From India, Bangalore
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You mention that you have received a complaint from the Team Leader regarding excessive use of mobile phones during working hours. Prior to this, you state that you had sent her a warning email. Herein lies the catch!
Your query pertains to counseling. However, it should be noted that counseling should precede any warning letter or email. Therefore, you could have raised this query before sending the email. Additionally, any warning letter should be issued by a senior authority such as the General Manager, Vice President, Director, etc. As an HR Generalist, why did you involve yourself in sending the warning letter? Is the HR Generalist considered a senior enough authority for the general staff to take the warning letter seriously?
In any case, speak with the team leader to understand why he/she believes that the team member is excessively using the mobile phone. Determine her definition of "excess" and whether it has impacted the team member's work in general, and the department/section in particular.
Subsequently, meet with the team member and inform her of the complaint. Remind her of your previous communication and inquire about what actions the administration should take if she continues with her current behavior. Obtain her agreement on behavioral correction. Before concluding the meeting, ask her to summarize the discussion and inform her that she will receive a warning letter, this time from a senior authority.
When issuing the warning letter, print it on the company's letterhead and secure a signature on the copy. Keep the photocopy in the employee's file.
Previously, there was a question regarding a draft for issuing a warning letter for video calls during working hours. I provided the draft. Click the following link to reference it: https://www.citehr.com/586107-warnin...ml#post2358552
Thanks,
Dinesh Divekar
From India, Bangalore
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Dear Sir,
I really appreciate all your suggestions. They are worthwhile, constructive, and rewarding. I would like to mention that I work in a small organization (I.T. Company) where the Director is the only top-level management. After him, all the managerial and official issues are handled solely by me. Whether it's sending warning emails, conducting one-on-one HR meetings, counseling sessions, grievance handling, organizing employee engagement activities, or conducting performance appraisals, almost all HR activities are managed by me. I am unsure if I am following the right approach or not.
The Director only issues orders to me, and I am responsible for executing all the tasks. Just yesterday, I conducted a counseling session with an employee who was excessively using their mobile phone. She admitted to listening to music with earphones during working hours and assured me that she would not repeat this behavior.
I have taken note of your suggestions, Sir, as I am keen on securing a position in a multinational corporation or a reputable big company where I can further develop my managerial skills for a senior HR Manager role.
Thank you.
From India, Delhi
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I really appreciate all your suggestions. They are worthwhile, constructive, and rewarding. I would like to mention that I work in a small organization (I.T. Company) where the Director is the only top-level management. After him, all the managerial and official issues are handled solely by me. Whether it's sending warning emails, conducting one-on-one HR meetings, counseling sessions, grievance handling, organizing employee engagement activities, or conducting performance appraisals, almost all HR activities are managed by me. I am unsure if I am following the right approach or not.
The Director only issues orders to me, and I am responsible for executing all the tasks. Just yesterday, I conducted a counseling session with an employee who was excessively using their mobile phone. She admitted to listening to music with earphones during working hours and assured me that she would not repeat this behavior.
I have taken note of your suggestions, Sir, as I am keen on securing a position in a multinational corporation or a reputable big company where I can further develop my managerial skills for a senior HR Manager role.
Thank you.
From India, Delhi
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