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In this assignment, you will plan for tough conversations with two employees regarding a hostile work environment complaint. You will apply your knowledge of HR management principles and conduct research to help you plan for those conversations including the questions to ask, documentation, company liability, and reporting to other stakeholders.
Scenario
Imagine you are the HR manager at a medium-sized financial services company. A female employee, Jennifer, comes to you very upset because her male coworker, Robert, has been making her uncomfortable lately by repeatedly asking her out on dates, even after she clearly said, “no.” This is the first time Jennifer has come to HR with an issue about a colleague, and there have not been any previous complaints regarding Robert’s behavior.
How would you handle this situation? Think about your plan of action, including how you would conduct conversations with Jennifer and Robert and how you would document and report your plan.
Instructions
Use FirstPass Draft Review for this assignment, it can help you refine and develop it prior to making your final submission. Use FirstPass at any time even if you do not have a fully completed assignment. The tool is here to offer feedback to guide revisions, helping you refine your work and ensure it aligns with expectations.
Note: Preview the scoring rubric and watch the instructor video first to ensure the correct completion of the assignment.
Using information from your textbook and other resources, create a communication plan that contains the following sections:
Part 1: Initial Planning
Jennifer has now filed a complaint with your office and has submitted a written statement. You plan to have individual meetings with Robert and Jennifer. This section will address the initial planning steps you would take before those conversations. Your response in each lettered section should be 1-2 paragraphs in length.
Utilizing your knowledge and research of HR management principles, develop four relevant goals you want to achieve during your meetings with Jennifer and Robert. Be sure to include specific details about how these goals will guide your planning.
Determine the details of the following key planning considerations to prepare for the conversations with Jennifer and Robert. In your paragraph(s), be sure to include why each of these considerations is important: (i) the location of the conversations, (ii) who should attend each conversation, (iii) the tone you would like to set in each of the conversations, and (iv) problems you anticipate arising during the conversations.
Part 2: Questions and Conclusions
Now that you have completed the planning tasks for the conversations, it is time to develop the specific questions you will ask Robert and Jennifer and determine how you will conclude each conversation. Your response in each lettered section should be 1-2 paragraphs in length.
Using the goals you created in the planning section, determine the specific questions you need to ask Jennifer during your conversation. Be sure to explain why these questions are important.
Propose how you will conclude the conversation with Jennifer.
Using the goals you created in the planning section, determine the specific questions you need to ask Robert during your conversation. Be sure to explain why these questions are important.
Propose how you will conclude the conversation with Robert.
Part 3: Compliance
As an HR manager, you know that compliance with company policy during these conversations will be critical. In this situation, you will need to consider documentation, confidentiality and company liability. You will also need to report your plan to other stakeholders including your supervisor. Your response in each lettered section should be 1-2 paragraphs in length.
Determine how you will document/record the conversations with Jennifer and Robert. Be sure to include why documentation is important using relevant HR management principles as evidence.
Examine the role of confidentiality in these conversations. Be sure to include what steps you will need to take to ensure confidentiality.
Develop three questions you could ask your supervisor to assess the company’s risk in this situation, including steps you can take to minimize liability.
Now that you have developed your plan, analyze the importance of sharing your plan with other stakeholders such as legal and/or your supervisor. Be sure to include examples of specific items you would share and to whom.
Part 4: Sources
Provide a list of sources you used to complete this assignment. A minimum of three external sources are required for this assignment.
Resources
Use three (3) sources to support your writing. Choose sources that are credible, relevant, and appropriate. Cite each source listed on your source page at least one time within your assignment. For help with research, writing, and citation, access the library or review library guides.
Your textbook is considered a resource and the following websites are also useful sources of information to get you started:
U.S. Equal Employment Opportunity Commission, HarassmentLinks to an external site.. www.eeoc.gov/harassment
U.S. Equal Employment Opportunity Commission – Sexual HarassmentLinks to an external site.. https://www.eeoc.gov/sexual-harassment
U.S. Equal Employment Opportunity Commission. No date. Checklists and Charts of Risk Factors for Employers. www.eeoc.gov/checklists-and-chart-risk-factors-employersLinks to an external site.
The specific course learning outcome associated with this assignment is:
Analyze strategies for managing conflict and communication issues with employees.

Struggling with where to start this assignment? Follow this guide to tackle your assignment easily!

Step-by-Step Guide for Structuring and Writing Your Paper

Step 1: Read and Analyze the Assignment Prompt

• Understand the scenario, focusing on Jennifer’s complaint and Robert’s alleged behavior.
• Pay attention to instructions about addressing compliance, confidentiality, and documentation.

Step 2: Organize Your Work Into Clear Sections

Use the provided structure to plan and write your assignment:

Part 1: Initial Planning

• Define Four Goals:
  For instance:
  1. Ensure Jennifer feels safe and heard during the meeting.
  2. Gain a clear understanding of the situation from both parties.
  3. Reinforce company policies on workplace behavior.
  4. Develop a resolution plan that adheres to company guidelines.
     Write 1-2 paragraphs on how these goals guide your preparation.
• Planning Considerations:
  Address the following in detail:
  • Location: Choose private, neutral spaces to ensure confidentiality and comfort.
  • Participants: Meetings should only include HR and the individual employee to prevent undue influence.
  • Tone: Maintain a professional yet empathetic tone to encourage open communication.
  • Anticipated Problems: Prepare for emotional responses, denial, or escalation during discussions.

Part 2: Questions and Conclusions

• Questions for Jennifer:
  Develop questions such as:
  • Can you detail specific instances of Robert’s behavior?
  • How has this affected your ability to work?
  • Are there witnesses or additional evidence?
    Explain why these questions help clarify the situation and demonstrate care.
• Conclude Jennifer’s Conversation:
  Summarize her concerns, explain next steps, and assure her of confidentiality.
• Questions for Robert:
  Ask questions like:
  • What is your perspective on the events Jennifer described?
  • Are you aware of company policies on harassment?
    Explain why these questions assess the situation and reinforce accountability.
• Conclude Robert’s Conversation:
  Recap his input, clarify company policies, and explain the investigation process.

Part 3: Compliance

• Documentation:
  Record key details from each conversation accurately. Justify the importance of documentation using HR management principles, such as maintaining legal compliance and creating a record for future reference.
• Confidentiality:
  Highlight steps like secure storage of documents and limiting access to authorized personnel only.
• Supervisor Questions:
  Include questions such as:
  1. What are the potential legal liabilities in this case?
  2. Should we involve legal counsel during this process?
  3. What preventative measures should we implement to avoid similar cases?
• Stakeholder Sharing:
  Outline the importance of involving legal counsel, senior management, or relevant stakeholders. Specify items to share, like documentation, planned actions, and timelines.

Part 4: Sources

• Include a minimum of three references in APA format. Possible sources include the U.S. Equal Employment Opportunity Commission website and your course textbook.

Step 3: Write Clearly and Concisely

Use professional language, and organize your content logically. Stick to the 1-2 paragraph length for each subsection.

Step 4: Proofread Your Work

• Use tools like FirstPass Draft Review for feedback.
• Check for alignment with the rubric, grammatical accuracy, and logical flow.

Step 5: Submit Your Assignment

Before submission, ensure that your assignment includes all required elements and adheres to the instructions.

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