From time to time it may be necessary for you to visit one of your staff members at home. The following information is compiled to help you deal with this in a professional and empathetic way taking into account your personal safety. It is essential you check with your HR and Policy Guidelines for your specific Company protocols.
When it has been decided that a visit is necessary, there are several steps that need to be taken.
Permission from staff member – No permission given – No Visit
You will need the express permission of the staff member before any visit can be arranged. Companies may differ in what format this may take whether it can be a verbal or written agreement. (Please check this with HR).
Confirmation
Once agreement has been gained then the arrangements for the visit can be made. This can be done either in writing or by telephone followed by confirmation in writing of the appointment time and date and of course the name(s) of the person(s) making the visit.
Background Information
Prior to the appointment it is essential that you are fully aware of the reasons for the visit and the outcomes required. It may also help you to find out some background of the case, the person themselves and their circumstances from other managers who may have been involved, especially if you are unfamiliar with the person.
Day of the Visit
It is essential that a colleague or colleagues are aware of your intentions, the details of appointment time, expected length of visit and time of return to the office. It is sound advice to make arrangements to call a colleague (by arrangement) on completion of the visit whether or not your intention is to return to the office or not, after leaving the staff members home.
The actual visit
It is important to keep to the times already agreed; this will help to lessen any stress felt by the staff member, especially if the circumstances are not considered favourable by them. Equally if the visit is to someone who may live alone and feel lonely it could adversely affect their feelings of self-worth and confidence. Of course, the unexpected can happen, breakdowns, traffic congestion etc, if this is the case please remember to call them to explain the delay or cancellation as soon as possible.
On Arrival
Park safely and as close to the property as possible in a well-lit road and be aware of your surroundings. On arrival at the property if there appears to be a loud/boisterous or dangerous dog on the premises which makes you feel uncomfortable, ask the owner to shut it away for the duration of the visit.
Introduce yourself and colleague if accompanied as necessary, especially if there are other persons present. Remember you are a guest in someone’s home; however, the atmosphere can vary enormously depending on the reason for the visit. Whilst your staff member may accept your presence, there may be resistance/hostility from others present for many reasons. (If this becomes a problem or you are asked to leave at any time, then you should remove yourself from the situation as quickly as possible and report any incidents to your Manager and/or assaults to the Police).
General conversation may help diffuse any tension before embarking on the reason for your visit. You will probably have your own style and have decided on a plan of action, whether or not you spell out your reasons for the visit and take questions after or whether it is done in a less formal way of question and answer. This will probably be decided on the reception you receive from the staff member and people present.
If you are going to take notes it would be wise to explain this before you get your pad and pen out. It is important that the staff member fully understands your reasons for the visit and any subsequent information shared, checking their and your understanding at intervals will be useful to both the staff member and yourself.
In conclusion
It is very important that the staff member feels listened to throughout the meeting (there is a section in this guide dealing specifically with listening skills – you may wish to check this out prior to your visit).
On closing the visit explain what happens next and thank them for their time.
