Before you issue a corrective action, it helps to map out your written or verbal communication using what CEDR HR Solutions refers to as the FIRR Method, which stands for Facts, Impact, Reason and Request.
Facts: Use only facts—things you can see and hear—in your corrective actions to reduce the likelihood the employee will disagree or become defensive or resentful of your efforts.
Impact: Clearly explain how the employee’s actions have affected other employees, clients, the practice, etc.
Reason: Show the employee that you’re being reasonable, as opposed to argumentative. Explain that you believe the employee’s intentions are good and that he or she is capable of success. Model the professional tone you expect from the employee.
Request: Communicate the specific and measurable actions you want the employee to take to improve the situation.