Disciplinary Issues: Should HR be included in all disciplinary meetings?

In some organizations, supervisors and managers are expected to handle routine disciplinary matters and call on HR to issue more serious disciplinary actions such as suspensions and terminations. In other organizations, HR always participates in disciplinary meetings as a witness or to facilitate the meetings. The approach taken is based on the organization's culture and available resources. Below are some important issues to consider in making this determination.

The first question is whether all supervisors and managers are properly trained in documenting disciplinary issues. Because new or untrained supervisors may create liability for the organization, they may require additional training from HR on conducting and documenting disciplinary meetings.

HR's presence during disciplinary meetings can be linked to the differing expectations of employees and management. Some employees want HR to serve as their protector during disciplinary meetings; management may want HR to be present as a witness. Others in the organization may see HR's role as a mediator, especially if they fear things will get out of hand. While HR professionals can fulfill any of these roles, the feasibility of doing so needs to be considered. For example, is the HR department sufficiently staffed for HR to physically attend all disciplinary meetings between employees and management? How will the organization benefit from having HR present at all disciplinary meetings? Let's say that Jim, a manager, asks HR to be present during a disciplinary meeting with Matt, Jim's direct report. During the meeting, an HR professional quickly realizes the potential for a shouting match between Jim and Matt. By setting meeting ground rules, the HR professional is able to facilitate and focus the meeting on the facts rather than the underlying emotions, resulting in both sides feeling that their concerns were heard and addressed.

Let's compare this scenario to one where HR serves as a coach. Sandra, a manager, contacts HR to discuss her concerns about Helen's slipping performance. Prior to the manager-employee meeting, Sandra meets with HR and is trained in a process that helps identify and document Helen's performance problems, including their impact on the organization. With HR's coaching, Sandra is now able to effectively communicate to Helen a series of interventions to improve Helen's performance. While HR never attended the disciplinary meeting between Sandra and Helen, HR's involvement was essential to both parties involved.

In addressing whether HR staff should be included in all disciplinary meetings, honestly examine the competencies within your HR department and their alignment to the needs, resources and culture of the organization. Ensure that your HR professionals and managers have been provided the appropriate training, tools and level of support they need within the organization.