The Role of Support Persons in HR Meetings
HR professionals often manage sensitive discussions, such as those related to workplace investigations or misconduct, where employees may feel apprehensive or vulnerable. To foster a supportive environment, the presence of a support person can make a meaningful difference. However, it is vital to clearly define and manage their role to maintain professionalism and ensure the meeting’s purpose remains the focus.
What is the Role of a Support Person?
A support person’s primary responsibility is to provide emotional comfort and practical assistance to the employee. Their role might include:
- Taking notes during the meeting for the employee’s reference.
- Offering quiet reminders or suggestions during breaks.
- Helping the employee feel more confident and stay focused on the discussion.
It is important to note that a support person is not an advocate. They should not speak on behalf of the employee, disrupt proceedings, or attempt to influence the outcome of the meeting.
“Support persons provide comfort and clarity, empowering employees to navigate sensitive HR meetings with confidence.”
Setting Clear Guidelines
Establishing boundaries with support persons is key to ensuring a professional and efficient meeting. HR professionals should:
- Clarify the scope of involvement: A support person can observe and assist quietly but should not actively participate in the discussion.
- Reinforce confidentiality: To protect sensitive workplace information, all participants must respect confidentiality requirements.
- Manage conflicts of interest: Avoid situations where individuals involved in the investigation or with a vested interest act as support persons.
Setting these expectations at the start of the meeting can prevent misunderstandings and help maintain a professional tone.
Handling Disruptions
Although rare, disruptions from a support person can occur, such as interruptions or inappropriate behaviour. In such cases, HR has the authority to:
- Pause the meeting to address the issue.
- Adjourn the meeting if the behaviour continues.
- Request the employee to bring a different support person before resuming discussions.
Proactively addressing disruptions ensures that the meeting stays on track while respecting all participants’ rights and responsibilities.
Practical Tips for HR Professionals
While HR professionals are not required to directly liaise with support persons, they can help the employee prepare for a smooth meeting by:
- Encouraging the employee to explain the purpose and format of the meeting to their support person.
- Providing general guidelines on the support person’s role to avoid misunderstandings.
By equipping employees with the right information, HR can reduce the likelihood of unhelpful reactions from support persons and ensure a more productive discussion.
Support persons are valuable allies in fostering a respectful and supportive atmosphere during challenging HR meetings. However, maintaining a balance between emotional support and professional boundaries is essential to ensuring the meeting remains constructive and focused. By clearly defining roles and managing expectations, HR professionals can effectively navigate these interactions to achieve positive outcomes for all parties.