If you become aware that an employee is being harassed by a colleague, whether in a work setting, while on their personal time, or on social media, the following steps will help guide you through the situation:
- Document. Write down both what has been reported to you and anything that you have personally observed. If the person provides screenshots or other documentation, save them in a secure location. Assure the employee that you will only share this information on a need-to-know basis.
- Consult with Human Resources. Review your documentation and observations, as well as any relevant policies. If the information you have is only secondhand or the harassment has occurred outside the workplace, it is best to notify HR and let them determine next steps.
- Meet privately with the accused employee. If the situation is already being investigated by HR or Legal, follow their protocols and procedures. In the absence of a formal investigation, address the behavior as a performance issue.
- Explain why the behavior is inappropriate. Focus on the specific behavior and its impact on the workplace. Set aside your personal feelings about the individual’s behavior and maintain your composure.
- Outline expectations. Clearly state what behaviors are inappropriate. For example, if the complaint is that an employee is sending offensive emails to a co-worker, be clear about what words will no longer be tolerated. Sample language: “If you [state problematic behavior] again, you will be subject to disciplinary action.” (Consult with Human Resources prior to the meeting regarding appropriate next steps.)
- Follow up. Check in separately with both the employee who was targeted and anyone who has been accused. If the behavior continues, contact HR.
