Managing performance & conduct issues (NZ & AU)

Step-by-step instructions – how to request support

Overview

As a manager, effectively managing employee performance and misconduct is crucial for maintaining team productivity, fairness and legal compliance.

This page outlines the suite of performance management tools available in MyHR, and how you can use them to guide improvement and, if required, transition into formal disciplinary action.

These tools span from early-stage documentation and coaching through to formal performance improvement plans and disciplinary processes. Using this suite of tools:

Ensures issues are addressed early and documented, reducing risk of escalation
Demonstrates fairness and consistency in how you manage performance and conduct matters
Supports employee development and gives them a clear chance to improve
Provides a clear record that can support decision-making, including if termination becomes necessary

Tools for managing performance issues

There are a number of tools available for managing performance issues, depending on the scenario you are dealing with. Our HR teams are available to talk you through your options to decide the appropriate tool for your situation.

Tools commonly used in New Zealand and Australia are listed below.

Notes – Capturing observations & engagement

Notes are your first step in proactive performance management. They’re used to record factual observations about employee behaviour, achievements, or areas needing improvement — as they happen.

This creates a continuous, objective record that supports later conversations, reviews, or formal processes if needed. Notes can capture both positive and constructive feedback, ensuring balance and context.

Visit the Using the Notes feature page.

Record of Discussion – A documented formal conversation

Use in place of a verbal warning for minor misdemeanours or adhoc issues which don't justify formal disciplinary. Meet with the employee, noting what has happened and agreed outcomes. This creates a paper trail that can support later formal disciplinary should there be no improvement.

Visit the Record of Discussion Guide for Managers page.

Letter of Expectations – Written notice of required improvement

Clarifies required conduct or performance when expectations have drifted. Typically issued on the back of informal discussions to signal that continued issues may move into formal process. Good midpoint after earlier coaching/notes and before a warning.

The team at MyHR can assist with drafting a Letter of Expectations.

Performance Improvement Plan (PIP) – Structured improvement process

Structured, forward-looking plan for underperformance (skills, quality, targets—not willful misconduct). Sets specific measurable goals, support/training, review checkpoints, and notes potential consequences if performance doesn't lift. Don't use a PIP to address misconduct that undermines trust; manage that separately.

Visit the Performance Improvement Plan guide for managers page.

Disciplinary Process – Formal action if issues persist

When informal management, coaching, or performance improvement plans don’t result in sustained improvement — or when misconduct is occurs — a formal disciplinary process may be required.

The goal remains fairness and consistency: ensuring that decisions are based on facts, and that the employee has a genuine opportunity to respond.

Visit the Managing a disciplinary page.

Step-by-step instructions - how to request support

The same form can be used to request all of the performance and misconduct issues support options. You will be asked to describe the issue you are dealing with in as much detail as possible, and will have the opportunity to provide supporting information/evidence.

Log into MyHR and select HR Services.
Select Disciplinary & performance support under Employee issues, and select Begin.

Issue summary tab

Select the person from the drop down menu.
Describe the issue you are looking for support with in as much detail as possible.
Select Which of the following best describes what you're looking for? from the dropdown menu, and select Next.

Supporting information tab

Upload document or supporting evidence, or select "I don't have any supporting information"
You can link Notes from the employee's profile by selecting Add note, then selecting the relevant notes, and selecting Attach.
Select Next.

Details & context tab

You will be be provided with optional follow up questions to help our Advisory team assess the situation. Provide further details and select Next.

Review & submit tab

Check the details entered and make edits if appropriate.
Select Submit.

The support request has been submitted. You can view the associated chat thread from the Ask Us feature if you would like to message the HR Advisory team member who will be working with you on this process.

You can also review the request via the employee's profile > HR requests. Selecting the request in the HR requests table will also open up the associated chat thread.

FAQs & troubleshooting

What are draft requests?

Our new disciplinary & support request, allows you to save progress as you go.
In order for a draft to save, you have to select a person or have come from under a person profile, then you will see a saved indicator on the left hand panel
Any changes you make to the request, including typing information, selecting from our drop down menus or add attachments, it will save this and you can now come back to where you left off

How do I see my draft requests?

Draft HR requests can be found on the Request management or HR Request tab in the app
Navigate to these tabs and you will see an item on the list with the status 'draft'
When you click on the row, you will be taken back to the last saved spot in the form
You will see a discard button, if you click this, you will be prompted to confirm if you want to discard the draft
If you discard, it will be removed from your list.

Who can see draft requests?

If you created the draft, you are the only one who sees it.
Our normal permissions apply to be able to submit a request in general, so you need to have add and manage permissions or be an owner of the account.

Will this happen for all the requests in the system?

No, this is only relevant for new disciplinary & performance support requests

Support Options

If you need more help, our HR teams are always here for you!

If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240