1. Prepare and plan before the interview.

2. Gather all the facts, and obtain written information about attendance and productivity.

3. Consider special circumstances such as low staffing, work overload and even personal difficulties.

4. Check the employee’s record to see whether they have had previous warnings.

5. Ascertain what the organisation’s disciplinary procedure is and what options are available to you.

6. Confer with colleagues to see if they have dealt with similar cases and what the outcomes were.

7. Draw up a structure for the interview.

8. Inform the employee in writing of the reasons why they are having an interview, the time and place, and who will be present.

9. Give the employee sufficient time to prepare their case.

10. Conduct the interview in these stages; introduction, present the case against the employee, allow the employee to reply, discuss the case and summarise at the end.

11. When both sides agree the interview should be adjourned so that thought can be given to what action is to be taken.

12. Inform the employee in writing of the action to be taken, both parties should then sign this.

13. Set a date for a review.

14. The employee should be informed of the appeals procedure if they feel they have been unfairly treated.

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Do's and Don'ts

Do:

Gather all the facts before the interview.

Leave enough time for both sides to prepare for the interview.

Make the interview a discussion; let the employee have their say and listen to it.

Record the evidence, the minutes of the interview and the outcomes.

Don’t:

Neglect to check the organisation’s disciplinary procedure.

Assume guilt before the interview.

Finish the interview without setting clear goals for the future.