What to do if HR asks for a meeting

It depends on why the meeting has been arranged.

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Some HR meetings are routine or informal. Others are part of a more structured workplace process.

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For example, the meeting might be about:

• a workplace concern or issue;

• your performance;

• sickness absence or your health at work;

• a complaint you have raised;

• an investigation into something that has happened;

• a disciplinary matter;

• a proposed change affecting your job;

• redundancy or another consultation process; or

• another workplace issue where HR is involved.

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The fact that HR is attending does not, by itself, tell you what the outcome will be.

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The most important first step is to understand why you've been asked to attend.

There are many reasons HR might be involved in a meeting.

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An informal workplace discussion

HR may want to discuss a workplace issue, clarify something that has happened or help resolve a concern. An informal meeting does not necessarily form part of a formal procedure.

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An investigation meeting

Your employer may be gathering information about something that has happened. An investigation meeting is normally about establishing the facts and is different from a disciplinary hearing where disciplinary action may be considered.

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A disciplinary meeting

If your employer believes there is a disciplinary case for you to answer, you may be invited to a formal disciplinary hearing. You should be told what the concerns or allegations are and given an opportunity to respond.

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A performance or capability meeting

The meeting may concern your performance, objectives, support or your employer's concerns about your ability to carry out your role. Establish whether this is a routine performance conversation or part of a formal capability/performance process.

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A grievance meeting

If you have raised a formal grievance, HR or another manager may meet with you so that you can explain your concerns and provide relevant information.

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An absence or health meeting

HR may be involved in discussing sickness absence, returning to work, adjustments or how a health issue is affecting your work.

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A workplace change or consultation

The meeting could concern changes affecting your role, working arrangements, restructuring or redundancy.

Understanding which of these situations applies will make it much easier to know what you should prepare and what could happen next.

Before you start preparing what you're going to say, make sure you understand the basics.

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Check your invitation or ask your employer:

• What is the purpose of the meeting?

• Is it formal or informal?

• Is it part of a particular workplace procedure?

• Who will be attending?

• Is there anything specific they want to discuss with you?

• Are there documents or evidence you should receive beforehand?

• Do you need to prepare anything?

• Can you bring someone with you?

• Could the meeting result in a formal decision or outcome?

 

You don't need to make these questions confrontational. The purpose is simply to make sure you understand the meeting you're being asked to attend.

 

If the meeting is part of a formal process, also read your employer's relevant policy or procedure if you have access to it.

If you don't know why you've been asked to attend, ask before the meeting.

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You could say something simple such as:

"Thanks for letting me know. Could you please confirm the purpose of the meeting and whether it is a formal or informal meeting? It would also be helpful to know who will be attending and whether there is anything you would like me to prepare beforehand."

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You are not being difficult by wanting to understand what you're walking into.

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If your employer says that the meeting relates to a specific concern, ask whether there is any information or documentation you should receive before attending.

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If the meeting is very soon and you have been given important information that you haven't had a reasonable opportunity to consider, you can ask whether more preparation time can be provided.