Capability templates toolkit

What ?

Capability refers to an employee’s ability to carry out the duties of their role to the required standard. It focuses on performance issues that arise not because of misconduct or unwillingness, but because the employee may be genuinely struggling to meet expectations despite their best efforts.

Employers have a duty to support employees in improving their performance through clear guidance, reasonable adjustments, and access to relevant development opportunities. A fair and supportive capability process should be used to explore the reasons behind underperformance and to work collaboratively with the employee to improve their skills or approach.

Having a robust and transparent capability process in place helps protect the organisation and ensures employees are treated consistently and fairly. Addressing capability issues in a timely and structured way can improve overall team performance, reduce stress and ambiguity, and foster a culture of accountability and support.

Capability templates are essential for managing a low-risk, compliant Capability process.

Common mistakes

Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.

• Confusing capability with misconduct – Treating an inability to meet required standards as deliberate wrongdoing.
• Failing to establish the required standard – Raising concerns without clearly explaining what competent performance looks like.
• Ignoring support – Moving towards formal action without considering reasonable training, guidance or adjustments.
• Using unrealistic standards – Expecting performance that is not reasonably achievable within the role.
• Failing to consider health issues – Ignoring information that may be relevant to an employee's ability to perform their role.
• Not giving enough time to improve – Setting a formal plan without allowing a reasonable opportunity to demonstrate improvement.
• Failing to document evidence – Relying on general statements about poor performance rather than specific examples.
• Moving straight to dismissal – Treating capability concerns as automatically requiring termination rather than following a fair process.

FAQs

What is an employee capability process?

A capability process provides a structured way to address concerns about an employee's ability to meet the required standards of their role, while giving them an opportunity to improve.

What is the difference between capability and conduct?

Capability concerns generally relate to an employee's ability or performance, whereas conduct concerns relate to behaviour or failure to follow expected standards.

Should an employee be given support?

Where appropriate, employers should consider support such as training, guidance, reasonable adjustments or additional supervision.

Should capability concerns be documented?

Yes. Employers should maintain appropriate records of concerns, discussions, support, objectives and review outcomes.

Can capability concerns result in dismissal?

In some circumstances, continued failure to meet required standards may ultimately result in dismissal. Employers should follow a fair process and consider the individual circumstances.

Why use HRDocBox to support capability management?

HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective capability management with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.