HR Insights with Ali: Why You Should Keep a Record of all Workplace Policy Violations, No Matter How Minor

Posted on 3/15/2017 by Ali Oromchian, Esq.

Even the best employees have their off days. They accidentally oversleep, mislabel a piece of paperwork, or miss a project deadline. It may feel petty to acknowledge and record these missteps, especially for the top-performing members of your staff. 

But the truth is that regardless of which employee commits the violations or how minor they may be, keeping a solid record of violations protects you and your practice, and can keep your business running smoothly, for the following reasons:

  1. Small violations can lead to larger ones if they are unchecked. Even if a violation is due to no deliberate misstep by the employee, it still needs to be acknowledged. If not, then you are sending the signal that the rules in your practice are not going to be enforced, which is an impression that you do not want to give.
  2. Your infraction policy should never vary from employee to employee. Acknowledging all policy violations, no matter how small or who is making them, establishes consistency and fairness among your office staff.
  3. Good recordkeeping can be beneficial down the road. This is a policy which applies to many situations. While a small error may not seem like a major problem now, if those same errors continued to occur then it is in your best interest to have a record of all of them in order to support your position should termination become necessary.

Simply making a record of any policy violations does not have to mean that you embarrass or berate an employee for his or her mistake. For example, if one of your hardest-working employees happens to oversleep and is late for work - something which may have never happened before - it is likely that he or she feels bad about it and a lecture about timeliness would be both unnecessary and hurtful. But that doesn’t mean that you can’t make note of the reason for the late arrival and explain to the employee that you know it was a mistake, but that you must make note of it simply because that is what you do in every such situation in your practice.

If you use a time-clock system, then keeping track of late arrivals is effortless, and your records will be sound. If you need assistance with noting any type of other policy violations, HR for HEALTH is happy to help. Our program contains a notes section for recording policy violations and other important performance-related discussions. Simply open a support ticket titled “Policy Violations” and we will be happy to answer any questions you may have.