HR meetings often play a pivotal role in addressing various workplace matters, from disciplinary discussions to performance reviews. To ensure fairness and support for all involved parties, the inclusion of a support person can significantly impact the meeting dynamics. Understanding how to manage this support role effectively is crucial for creating a balanced and productive discussion.
Employees must be given the option to bring a support person to a disciplinary meeting. Rejecting an employee’s request for a support person contradicts with the Fair Work Act. Let’s discuss the ins and outs of managing a support person effectively in disciplinary meetings.
Understanding the Role of a Support Person
A support person, often a colleague or union representative, accompanies an employee during a disciplinary meeting for guidance and emotional support. Their primary role is to observe and provide assistance without disrupting the meeting’s flow. They’re not expected to speak on behalf of the employee unless explicitly permitted or to interfere with the process.
Before the Meeting – Preparation Is Key
Before the meeting, communicate the expectations regarding the support person’s role. Clearly outline their responsibilities, emphasising that their role primarily involves offering support and taking notes, not actively participating in the discussion. Encourage the employee to discuss this with their support person to ensure alignment on the meeting’s objectives.
During the Meeting – Maintaining Professional Conduct
During the meeting, ensure a professional atmosphere by setting clear guidelines. Address the support person directly, acknowledging their presence, and outlining their role at the onset of the meeting. Emphasise confidentiality and the need for respect, requesting that they refrain from interrupting or disrupting the flow of conversation.
Managing the Meeting Dynamics
The HR representative will maintain control of the discussion while being considerate of the support person’s presence. They will encourage open communication but guide the conversation back on track if it veers off-topic. They will ensure that the employee feels supported while maintaining the meeting’s structure and purpose.
Respecting Employee Rights
It’s crucial to respect an employee’s right to representation. Allow the support person to confer with the employee during breaks or private moments if needed. If there are legal aspects or complex matters discussed, be transparent about the extent to which the support person can engage in the discussion.
Post-Meeting Follow-Up
After the meeting, ensure that any relevant documentation or actions discussed are communicated clearly to the employee and their support person. Share meeting summaries or any required follow-up steps promptly, ensuring transparency and clarity in the process.
Effectively managing a support person’s role in disciplinary meetings requires clear communication, maintaining professionalism, and upholding the meeting’s integrity. When managed adeptly, the presence of a support person can contribute positively to the fairness and transparency of disciplinary discussions.
Reach out to your local HR Dept if you would like more information about this topic.
