Disciplinary Action Process

Phase 1: Preparation

1. Document the Issue

‍Gather all relevant information, incidents, and evidence related to the behavior or performance that has prompted the disciplinary action. Use Mosaico to create a card detailing each incident, ensuring all data is centralized and easily accessible.

2. Review Policies and Past Records

‍Check the employee’s past records and the company’s disciplinary policy to ensure consistency and fairness. Store policy documents in Mosaico for easy reference.

3. Check for NZ law guidance

Ensure compliance with New Zealand’s employment laws by following guidance provided by the Employment Relations Act 2000.

4. Schedule the Meeting

‍Arrange a time and place for the meeting, notifying the employee formally with details about the reason for the meeting. Use Mosaico’s calendar integration to schedule and send notifications.

Phase 2: Conducting the Meeting

5. Prepare the Meeting Space

‍Ensure the meeting space is private and free from interruptions.

6. Explain the Purpose

‍Start the meeting by clearly stating its purpose and the issues to be addressed. Outline the process that will be followed during the meeting.

7. Present the Evidence

‍Clearly present the facts and evidence of the issue. Allow the employee to view the documented incidents or performance records.

8. Allow the Employee to Respond

‍Give the employee a chance to tell their side of the story, provide explanations, or present their own evidence.

9. Discuss Possible Outcomes

‍Review potential disciplinary actions, ensuring they align with company policy and the severity of the issue.

Phase 3: Decision and Documentation

10. Decide on Disciplinary Action

‍Based on the discussion and company policy, decide on the appropriate disciplinary action. This might range from a verbal warning to more severe consequences like suspension or termination.

11. Document the Decision

‍Use Mosaico to document the meeting’s outcomes, the decision made, and any next steps. This record should include a summary of the discussion, the employee’s response, and the justification for the disciplinary action taken.

12. Communicate the Decision

‍Inform the employee of the decision verbally and follow up with a formal letter outlining the disciplinary action and any expectations moving forward.

Phase 4: Follow-Up

13. Monitor Progress

‍If the decision involves a performance improvement plan or similar actions, schedule regular check-ins and reviews using Mosaico to monitor the employee’s progress.

14. Adjustments if Necessary

‍Based on progress or additional information, adjustments to the disciplinary action may be made. Document any changes in Mosaico and communicate them to the employee.

15. Close the Case

‍Once the issue is resolved or the disciplinary action is fully implemented, close the case in Mosaico. Summarize the outcome and any lessons learned to improve future disciplinary processes.