Handling repeated policy breaches

One case I supported involved an employee who repeatedly breached company policy—mainly around conduct and timekeeping. While the issues weren’t serious in isolation, the repeated nature began to impact the team and overall standards. The manager was frustrated, unsure what to do next, and worried about acting unfairly.

We needed a clear, structured approach that gave the employee a fair chance to improve, while also reinforcing that repeated breaches couldn’t continue unchecked. Here’s how we approached it:

Step 1: Make Expectations Crystal Clear

We reviewed our policy framework to make sure expectations were unambiguous. The key policies—on conduct, attendance, and job standards—were clear, legally compliant, and easy to access via the handbook and online. We also added a regular ‘policy spotlight’ to team briefings to keep them front of mind.

Step 2: Train and Support Managers

We trained managers on how to handle breaches fairly and consistently—what steps to follow, how to approach informal conversations, and when to escalate. This gave them the confidence to act early and constructively, rather than let frustration build up.

Step 3: Take Fair, Transparent Action

When further breaches occurred, we followed a consistent process. We started with an informal conversation, giving the employee a chance to explain. When the issues continued, we issued a verbal warning, clearly documenting what had happened and what needed to change.

Step 4: Provide a Route to Improve

We introduced a Performance Improvement Plan (PIP), with clear targets and regular check-ins. The employee knew what success looked like and had access to extra support. Each step was documented carefully to ensure transparency and protect everyone involved.

Step 5: Escalate if Necessary

When it became clear that the improvements weren’t being met, we moved to a formal disciplinary meeting. The employee had full visibility of the concerns and a chance to respond. We approached it with care but also clarity: repeated breaches needed to stop for the sake of the wider team.

Step 6: Follow Through and Review

We issued a final written warning, made sure the employee knew their right to appeal, and agreed to one final review period. Thankfully, in this case, the employee made real changes—and we’ve used the experience to strengthen how we manage similar issues in future.

Being structured, fair, and supportive throughout helped us protect the business while giving the employee every chance to improve. It also built the manager’s confidence, knowing they were doing the right thing, the right way.