4 Ways to Deal with Employees with Don’t Comply with Company Policy (with 6 Example Consequences)
Introduction
Compliance in the workplace is necessary to protect the safety and success of all. An employee's inability to follow company policy can result in non-compliant behavior. The goal of company policy is to cultivate a professional and productive environment for everyone.
Non-compliance with such policies jeopardize the success and safety of both the company and the employee. Being able to deal with non-compliant employees when the issue inevitably rises is crucial for a manager.
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Non-Compliance
Non-compliance is the result of an employee failing to adhere to the company rules and regulations outlined in the company policies. Non-compliance can show up as a variety of behaviors; showing up late, failure to wear proper PPE, harassing other employees, inappropriate dress, improper credentials/training for the task, and failure to complete responsibilities. Regardless of the situation, failure to comply with company policy can result in fines, HR problems, risks to health and safety, and more.
Cultivate Compliance
Communication of company policy is essential to compliance. The policy should be laid out clearly in a uniform way to everyone such as in a policy manual or company code of conduct. Avoid using overly complicated language to ensure it is easy to understand. Providing an online and hard copy allows employees to easily access and refer to company policy. Testing and training employees on the company policy is an extra step the manager can take to increase awareness and accountability.
Company policy must be understood to be complied with.
How to Manage Non-Compliant Employees
Non-compliance could be intentional or unintentional. As a manager, it is important to address the issue quickly to minimize any risk.
Have A Conversation
Have an open conversation with the employee. Address the situation and determine any potential underlying reasons for the breach of company conduct. Is the policy clearly stated? Has there been a recent policy change? Having a conversation is the first step to creating a solution.
Reiterate Company Policy
Inform the employee of the company policy they are failing to comply with. Help the employee understand the policy is in place to protect themselves as well as the company. Explaining to the employee why the policy is in place helps them understand how their actions are jeopardizing their success and safety.
Be Consistent
Managers must be consistent in the way non-compliance is addressed. Non-compliance can spread throughout the workplace if certain employees are seen getting away with bending the rules. Lack of enforcement can send a message that the company policy is not important therefore it is crucial to enforce all policies equally.
Be Proactive
Setting clear consequences in the code of conduct or company manual sets a clear line for employees that they cannot cross. This ensures both you and your employee are held accountable if a policy is violated. Providing regular feedback for employees can sometimes allow you to quickly address any negative performance before it becomes a full violation of company policy. Check out ManageBetter’s ReviewBuilder to help create performance reviews.
Example Consequences of Non-Compliance
Depending on the severity of the situation you must be prepared to reprimand the employee. Consequences can vary from:
Verbal warning
Written warning
Limited privileges
Limited access to information
Probationary period
Termination
Conclusion
The best way to cultivate a culture of compliance is to set clear expectations of company policies that are accessible to all employees. Outline the rules, regulations, and consequences that will follow for the employees to reference. This ensures both you and your employees are on the same page. Leading by example is crucial for compliance as well. If employees see you as the superior bending the rules, they will likely believe it is okay to bend that rule as well.
Just as businesses have stringent rules and regulations to follow, your employees should too. Having an employee who does not follow company policy can create a serious risk for the company, the employee and you as their manager.
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