Your coworker is not following company policies. How can you get them to comply?

1 Identify the problem

The first step is to identify the specific policy that your coworker is violating and how it affects your work. Is it a safety hazard, a quality issue, or a productivity loss? For example, maybe your coworker is not wearing protective equipment, skipping quality checks, or taking longer breaks than allowed. You need to have clear and factual evidence of the problem before you approach your coworker.

3 Use positive communication

The third step in addressing a concern with a coworker is to use positive communication skills to express your concern and request. It's important to avoid accusing, blaming, or criticizing your coworker, as this can make them angry or resistant. Additionally, it's best to avoid being passive, vague, or apologetic, as this can make them ignore or dismiss your message. Instead, use "I" statements to describe how you feel and what you need; open-ended questions to invite your coworker to share their perspective; and active listening to show that you are paying attention and understanding their point of view. For example, say "I feel unsafe when you don't wear your helmet" rather than "You are breaking the safety rules". Ask "What are the challenges you face in following this policy?" rather than "Do you know this policy?". Show active listening by nodding, making eye contact, and paraphrasing what they say like "So you feel that this policy is too rigid and unrealistic?".

4 Seek a solution

The fourth step is to seek a solution that works for both of you and the company. You don't want to be domineering or lenient; instead, employ empathy, collaboration, and positive reinforcement. To demonstrate empathy, acknowledge your coworker's feelings and needs, and show that you care about their situation and well-being. For collaboration, involve your coworker in finding a solution that meets both of your needs and the company's expectations. And use positive reinforcement to praise your coworker for any positive steps they take or agree to take, showing your appreciation and support. This approach can help you find a win-win outcome.

5 Follow up

The fifth step is to follow up with your coworker and monitor their progress. You don't want to assume the problem is solved or forget about it, as this can make your coworker think you don't care or that the policy is not important. You also don't want to nag, micromanage, or spy on them, as this can make them feel mistrusted or annoyed. Instead, use reminders to help your coworker remember and implement the solution, and offer your assistance if needed. Additionally, provide them with feedback about their performance and behavior, and encourage them to keep improving. If they continue to violate the policy or refuse to cooperate, escalate the situation by reporting them to a higher authority and explain the consequences. This will help ensure accountability and consistency.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?