I have a situation with an employee. Can you send me a template I can follow to manage the issue? Can you tell me quickly what to do?

I receive numerous calls each week that start like this. Without exception, my answer is “it depends, tell me more about the situation before I tell you what to do”. I am also acutely aware that there are many HR Consultants out there who offer templates for managing employee situations.

So, why do templates not work? Why do we ask a million questions instead of giving you a straight answer? Is there a real reason or is it scaremongering?

Well, here’s a HR Consultant’s perspective, which may help to demystify why seemingly trivial questions we ask may be the difference between effective and ineffective advice.

1. Every workplace is as unique as a fingerprint. What works for one might not fly for another. It’s like putting together a puzzle – we need all the pieces to give you the best advice possible.
2. If the answer was simple, you would have found it on google.

Managing people is not about ticking boxes and filling out forms. We’re your people compass, guiding you through the maze of laws, regulations, practicalities of managing the day to day, and working with the quirks of company culture. One-size-fits-all solutions? Nope, doesn’t exist in our world.

Take Sarah’s case, for example. She’s been hit with a health issue that’s throwing everything off balance. She’s accrued some sick leave, but it’s not going to be enough to cover the treatment plan.

Here’s how things can get tricky:

1. Leave Entitlements

   Sarah needs more than just accrued sick leave. We’re talking utilising unpaid personal leave entitlements (yes, this is a thing), extended unpaid personal leave, using accrued annual leave, considering long service leave, reading your leave policy, checking any additional contractual benefits, etc etc. We explore all the options to make sure she’s covered and you make an informed decision. This is not simply about minimum legal entitlements, it is about ensuring a well-considered, fair and reasonable solution.

2. Legal Compliance

   The dreaded legal stuff. We make sure the course of action plays nice with the Fair Work Act. The Act has many protections for employees on extended sick leave, which may not be blatantly obvious at first glance. What if the medical situation is due to a domestic violence issue, which requires awareness of legal and ethical issues. What if the sick leave follows a pattern of behaviour that has other underlying causes? What if the sick leave is due to being bullied at work?

3. Impact on the Team

   Sarah’s absence isn’t just about her – it’s about the whole team. We’re talking reorganising workload, hiring temp staff, maintaining team morale, managing perceptions. This often includes finding out the unwritten ground rules in your team, the perceptions about coworkers or you as the leader. This is about ensuring the solutions presented don’t cast a lasting shadow on the team that will take twice as long to repair in the future.

4. Supporting Sarah

   Beyond the logistics, Sarah’s well-being comes first. That means checking in, offering support programs, and making sure she’s got everything she needs to come back strong. This means identifying who checks in with Sarah, how often, what support can be offered and arranging it.

5. Documentation

   Finally, there’s some paperwork. Frankly, if the situation is managed well, the paperwork is the easiest part. While it is crucial to keep accurate records of everything from leave agreements to team discussions, documentation always follows the real actions taken. Remember that the tail doesn’t wag the dog!

As demonstrated by Sarah’s case, HR challenges often resemble nesting dolls, with each layer revealing new complexities. While it may seem like HR consultants ask a million questions, rest assured that this thorough approach is essential for providing well-considered, fair, and effective solutions tailored to your organization’s needs. Trust in the process and know that you’re in good hands.