Employees are ignoring the rules! How to deal with it

No doubt your workplace has rules. And no doubt you expect employees to follow them within a relatively tight frame.

But since rules are made to be broken, it’s up to you to deal with the flagrant violators, lest you create a chaotic workplace where the employees treat the rules as mere suggestions.

Generally there are two types of rule-breakers: those who unwittingly break them (a quick reminder will set them straight); and those who knowingly break them (a tougher job for you).

Here are some guidelines to deal with the latter:

1.  Don’t drag your feet. You need to take action as soon as you’re aware of the infraction. Waiting until the employee’s evaluation to broach the issue has two downsides: (1) The passage of time will dilute the seriousness; and (2) you’ll be stewing over it for weeks until the meeting. And you have better things to do than deal with pent-up anger.

2.  Match your facial expression to your words. Now’s not the time to smile or lessen the tension with a joke followed by a chuckle. You need to address the issue with a straightforward, no-nonsense demeanor. Look him in the eye and let it out. The whole correction process hinges on your tone.

3.  Be specific. Gather your documentation of undisputable instances of the rule-breaking. Cite dates, times and details to build your case. Any vagueness could give the employee an opening to debate your accusations or downplay the seriousness. Plus, paperwork always adds a level of gravity to any situation.

4. Give him the floor. Let the employee have a chance to explain himself. Often the rule-breaker will fumble with an excuse, pass the blame either on a co-worker or the system. Hear him out without interrupting; you may learn that the problem is more widespread.

5.  Put the infraction in perspective. Explain to the employee how his behavior not only affects his co-workers, but how it’s disrupting processes and company goals. In other words, tell him why the rule needs to be enforced.

6.  Get an agreement. Be sure to end the meeting with a clear understanding that the rule is to be followed, and what the consequences will be if it’s not.