Before continuing, please ensure you’ve read (1) How To Write A Notice To Explain Memo and (2) How To Write A Notice of Administrative Meeting Memo

An ADMINISTRATIVE MEETING is necessary for certain incidents or cases because (a) questions or clarifications need to be answered and (b) to provided the accused with an opportunity to explain further beyond the written explanation. This will also provide the investigating committee with a better and clearer understanding of what really transpired. Thus, better decision making and recommendation to superiors.

Prior to the administrative meeting, prepare the following :

1. Meeting venue.
2. You have requested for enough tables, chairs and at least water (and glasses)
   The room is enclosed, secured without distraction, well lit and ventilated. Ideally outside the room are chairs where the others can sit and wait.
3. You have a recorder (most cellphones nowadays have audio recorders).
4. You have assigned a person or person/s to take the minutes.
5. You have all the documents, evidences ready. For audio or video evidences make sure
6. you have requested audio and/or video equipment to play said audio and/or video
7. Make sure you have test run these audio/video so you know it works and works properly.
8. Prepare an agenda or at least who will be asked first. Usually this will be the order :
   • The employee or person who wrote the incident report
   • The witnesses
   • The complainant, if any
   • The superior of the employee being investigated
   • The employee/s being investigated. (If there is more than one employee, meet them one at a time).

During the Administrative Meeting

1. If applicable (because some companies don’t have a separate committee tasked to investigate), brief first the committee and advise them of their role during the administrative meeting. This is to ensure there will be no grandstanding.
2. Start the meeting.
   • Lay down the rules
     • Advise the attendees that your are recording the meeting, thus, each one has to identify themselves (to associate the voice to a person) and concur to the audio recording.
     • One question at a time (or one person talking at a time), and as chair of the committee, you shall be controlling “who has the floor” (or who can talk at a time).
   • Read and explain the incident report
     • the specific provisions that were violated
     • impact of the incident to people and property; safety and security; company image and brand reputation.
   • Present documentary and testimonial evidences
   • Give ample time for the employee being investigated to answer the allegations against him/her.
     • to bring a representative of their choice
     • to present his/her own evidences
   • Give opportunity for other attendees to ask question or clarify
   • For any item which may have been forgotten, the person taking the minutes shall read the prior discussion
   • Before dismissing the meeting, advise the attendees if there is a need for another meeting. If none, advise them how long will it take you to submit the resolution of the case.

After the meeting, you have a week to complete the following:

1. Evaluate the incident
2. Prepare a case report for approval of management
3. Issue a Notice of Decision Memo

About the author:

BONG is a Freelance consultant in Human Resource Management as well as other Management disciplines such as Operations, Finance, Marketing.

He is a former Member of the Philippine Society for Training and Development. Former Vice-President of People Management Association of the Philippines (PMAP) Calabarzon Chapter. Former Auditor of the Association of Human Resource Managers (AHRM) in the Hotel and Restaurant industry.