Handling Insubordination in the Workplace

Day-to-day workplace conflict is normal—even between administrators and their subordinates. Every employee has the occasional 'off day,' and even the savviest leaders sometimes rub their employees the wrong way.

Insubordination, however, differs widely from the conflict referred to above. Insubordination is in its own class, and company leadership must handle it accordingly. If you are a manager in your company, you must recognize and quickly derail insubordination before it becomes a large-scale issue.

What is Considered Insubordination in the Workplace?

Insubordination is blatant disrespect and direct disobedience to a reasonable order. While underperformance, honest mistakes, and workplace conflict are undesirable, they aren't truly insubordination.

Understanding insubordination is critical because the associated disciplinary actions are significant. Typically, you can track insubordination through behavioral patterns.

• An authority figure issues a reasonable verbal or written order. 
• The employee acknowledges and understands the order.
• The employee disregards the order.

Examples of Insubordination

• Refusing to complete a task.
• Disregarding basic instructions, safety practices, or other company procedures.
• Mocking and disrespecting workplace authority verbally or through body language   (foul language, snide remarks, eye-rolling, crude gestures, or slander).
• Criticizing the company or leadership on social media.
• Sabotaging leadership in front of other employees.
• Repeatedly failing to arrive at work on time.
  

Dealing with Insubordination in the Workplace

Insubordination affects not only you as the manager but also the company. An insubordinate attitude can spread quickly to the entire workforce like a virus. It lowers morale and engagement while breeding distrust and hampering your ability to lead effectively. Responding promptly is crucial.

To cite an employee for insubordination, you must be able to back up your claim with written documentation. Employee handbooks, company guidelines, and even employee contracts should outline your company's definition of this serious workplace offense. 

How you respond to each instance of insubordination will depend on the situation itself. Some incidents are objectively more critical than others. Your actions may also depend on company policy, so consult your HR team for assistance. 

Tips for Responding Appropriately to Insubordination

1. Stay Calm. It's hard not to take insubordination personally. But to remain objective, you must remain calm and (in effect) remove yourself from the situation. Protect your leadership reputation and remain professional. Don't let your emotions get the best of you! 
2. Begin Documenting. When you start seeing and addressing insubordination, keeping a paper trail by documenting the situation is essential. Document the behavior, including the date and time, any witnesses, your response, and all subsequent interactions with the offender.
3. Even if the situation doesn't warrant disciplinary action, having a record for legal purposes is necessary. The documentation also helps you remain objective when communicating with HR and the employee.
4. Report the Incident. Report the insubordination to HR. Even if the issue starts small, making HR aware is crucial. Not all insubordination requires the same response, so working with HR will help you better address the situation.
5. Communicate with the Employee. Sometimes, insubordination is minor or occurs only once. However, address it as a matter of protocol. A casual conversation with the employee is sometimes all it takes to correct the behavior. Just be sure you document the conversation and its results.
6. Create an Action Plan. However, if the insubordination is significant or if it persists, more drastic action must occur. For help, consult your HR department and legal team. The following warning sequence is typical.
7. Give the employee a verbal warning - making them aware that their behavior was out of line.
8. Issue a formal written warning outlining the behavioral issue, previous conversations about the behavior, a timeline for changed behavior, and the consequences if no change occurs.
9. Issue a final written warning (with the same details as the first) indicating the potential for more dire consequences.
10. Finally, termination is in order if the employee fails to change their behavior. 

In some cases, depending on the severity of the case, a full HR investigation may become necessary. An investigation protects you personally while appropriately handling the insubordinate employee. Dealing with insubordination can be messy, so seeking legal protection is crucial if the employee responds aggressively.

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