Spencer Lanoue
Talking to an employee about their performance isn't always easy, but it's sometimes necessary. Whether it's about tardiness, performance issues, or behavior, giving a verbal warning can help guide someone back on track. This post will walk you through the process of preparing and delivering a verbal warning in a way that's clear, respectful, and productive.
Why Verbal Warnings Matter
Before we jump into the how-to, let's discuss why verbal warnings are important. They're not just a way to address issues. They're an opportunity for growth and improvement. When done correctly, they can motivate employees to improve their performance and behavior.
Consider this. If an employee isn't meeting expectations, they might not even be aware of it. A verbal warning can open a dialogue, allowing both parties to discuss the issue and find a solution. It's not just about pointing out what's wrong. It's about working together to make it right.
Moreover, verbal warnings are often the first step in a formal disciplinary process. They set the tone for future interactions and document the company’s efforts to address the problem. This can be crucial if further action is needed down the line.
Preparing for the Conversation
Preparation is key to delivering an effective verbal warning. You wouldn’t walk into an important meeting without doing your homework, right? The same goes for this situation. Here’s how to get ready:
- Gather Facts: Before you speak with the employee, gather all the facts related to the issue. This includes dates, times, and specific examples of the behavior or performance that needs addressing. This way, you can speak confidently and provide concrete evidence.
- Know the Policy: Familiarize yourself with company policies and procedures related to the issue. This helps ensure that you’re acting consistently and fairly.
- Plan Your Message: Think about what you want to say and how you want to say it. You want to be clear and concise, but also supportive and understanding. Consider writing down key points to ensure you don’t forget anything.
Remember, the goal is not to reprimand the employee but to encourage them to improve. Approach the conversation with a mindset of collaboration and support.
Choosing the Right Setting
When giving a verbal warning, the setting can make all the difference. You want to create an environment where the employee feels comfortable and respected. Here are some tips:
- Choose a Private Location: Choose a setting that's private and free from distractions. An office or conference room works well. Avoid public spaces where the employee might feel embarrassed or exposed.
- Consider Timing: Timing is everything. Schedule the meeting at a time when both you and the employee can focus without feeling rushed. Avoid holding the meeting at the end of the day or right before a weekend, as this can leave the employee stewing over the conversation.
- Set a Positive Tone: Start the meeting on a positive note to help put the employee at ease. This can be as simple as a friendly greeting or a compliment on something they've done well recently.
Setting the right environment shows the employee that you value their privacy and are committed to a constructive conversation.
Delivering the Message
Now that you’re prepared and have set the stage, it’s time to deliver the message. Here’s how to do it effectively:
- Be Direct and Clear: Get straight to the point and explain the issue clearly. Use specific examples and avoid vague statements. For example, instead of saying, “You’re not meeting expectations,” say, “You've been late to work three times this week.”
- Stay Calm and Professional: Keep your emotions in check and stay professional throughout the conversation. Avoid raising your voice or using aggressive language. Remember, you're there to help, not to blame.
- Encourage Feedback: Give the employee a chance to share their perspective. Listen actively and show empathy. This can help you understand any underlying issues and find a solution together.
Here’s a sample script to help you visualize how the conversation might go:
Manager: “Hi [Employee Name], thanks for meeting with me today. I wanted to discuss your recent attendance. I’ve noticed that you’ve been late to work three times this week. Can you share what’s been going on?”
This approach is direct yet empathetic, opening the floor for a discussion rather than a one-sided lecture.
Addressing the Underlying Issues
Sometimes, the behavior you’re addressing is just a symptom of a deeper problem. This is where digging a little deeper can make a huge difference. Once the employee shares their side, you might uncover factors affecting their performance that aren’t immediately obvious.
For example, if an employee frequently misses deadlines, it might be due to personal stress or an overwhelming workload. In such cases, offering support rather than reprimanding them can lead to a positive outcome.
Consider these strategies:
- Ask Open-Ended Questions: Encourage the employee to talk about any challenges they’re facing. Questions like “How can I support you?” or “What resources do you need?” can open up a productive dialogue.
- Collaborate on Solutions: Work together to find solutions that address the root cause of the issue. Whether it's adjusting deadlines, providing additional training, or offering flexibility, show that you’re invested in their success.
Addressing the root cause not only helps resolve the current issue but also prevents similar problems in the future.
Setting Clear Expectations
After discussing the issue and identifying solutions, it’s essential to set clear expectations moving forward. This ensures that both you and the employee are on the same page about what needs to change.
- Outline Specific Expectations: Clearly outline what you expect from the employee in terms of behavior or performance. Use specific, measurable goals to make it easy to track progress.
- Set a Timeline: Set a reasonable timeline for improvement. This gives the employee a clear timeframe to work within and helps you monitor progress.
- Document the Conversation: Even though it’s a verbal warning, it’s a good idea to document the conversation for your records. This can be useful if further action is needed later.
Here’s an example of how you might wrap up the conversation:
Manager: “Moving forward, I expect you to arrive on time at least 90% of the time over the next month. Let’s check in weekly to see how things are going and address any challenges. Does that sound reasonable to you?”
By setting clear expectations, you provide the employee with a roadmap for improvement and accountability.
Following Up
The conversation doesn’t end once the verbal warning is given. Following up is crucial to ensure that progress is being made and to provide ongoing support. Here’s how to do it effectively:
- Schedule Follow-Up Meetings: Schedule regular check-ins to discuss progress and address any ongoing challenges. This shows the employee that you’re committed to their improvement.
- Provide Positive Reinforcement: Acknowledge any improvements or efforts made by the employee. Positive reinforcement can boost morale and encourage continued progress.
- Be Patient: Change doesn’t happen overnight. Be patient and give the employee time to adjust and improve.
Continuous support not only helps the employee improve but also strengthens the relationship between you and your team member.
Learning from the Process
Every conversation you have with an employee is a learning opportunity. Not just for them, but for you as well. Reflect on the process to see what worked and what didn’t. This can help you handle similar situations more effectively in the future.
- Review the Outcome: Did the employee improve? If not, why? Consider what could have been done differently.
- Seek Feedback: Don’t be afraid to ask for feedback from the employee. They might provide insights that you hadn’t considered.
- Adjust Your Approach: Use what you’ve learned to refine your approach for future conversations. Every situation is unique, so being adaptable is key.
By learning from the process, you not only improve your skills as a manager but also create a more supportive and constructive work environment.
Integrating Spell into Your Process
As you navigate the challenges of giving verbal warnings, consider using Spell to streamline your documentation process. With Spell, you can quickly create and edit documents, making it easier to keep accurate records of your conversations and follow-ups.
Imagine having a tool that allows you to draft, revise, and polish your notes with AI assistance. Spell can help you save time and ensure your documentation is clear and professional. Plus, its real-time collaboration features allow you to work with your team seamlessly.
Final Thoughts
Giving a verbal warning doesn’t have to be daunting. With clear communication, empathy, and ongoing support, you can turn a challenging conversation into a productive one. And when it comes to documenting the process, Spell can be your go-to tool for creating high-quality records effortlessly. With these strategies, you’ll be well-equipped to handle verbal warnings effectively and support your team’s growth.
