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What Should You Do If An Employee Refuses to Follow Instructions?

Managing employees can sometimes present challenging situations, particularly when an employee refuses to follow reasonable instructions.

Whether it’s ignoring a task, refusing to comply with workplace procedures, or pushing back against management decisions, situations like this can quickly disrupt the running of a small business.

For employers, it’s important to handle these situations calmly, fairly and consistently. Addressing the issue early can help prevent workplace tension and ensure expectations are clearly understood.

This guide explains how employers can approach situations where an employee refuses to follow instructions and when it may become a formal conduct issue.

Can An Employee Refuse To Follow Instructions?

In most workplaces, employees are expected to follow lawful and reasonable instructions given by their employer. This is a fundamental part of the employment relationship.

Examples of reasonable instructions may include:

  • completing assigned tasks

  • following workplace policies or procedures

  • attending meetings

  • complying with health and safety requirements

  • working agreed hours or duties within their role

If an instruction falls within the employee’s job responsibilities, refusing to follow it may raise concerns about workplace conduct.

However, before taking any action, employers should always consider whether the instruction was clearly communicated and whether there may be a valid reason for the employee’s response.

First Check That The Instruction Was Clear and Reasonable

Sometimes situations arise simply because expectations were unclear.

For example, an employee may not have understood:

  • what was required

  • when the task needed to be completed

  • why the instruction was important

Before assuming an employee is deliberately refusing to cooperate, it can be helpful to clarify the situation and ensure instructions were communicated clearly.

Taking a moment to review the circumstances can often prevent misunderstandings escalating into a larger issue.

Start With An Informal Conversation

In many cases, the most effective first step is an informal conversation.

Approaching the employee calmly allows you to understand their perspective and discuss the situation openly. During the conversation you may want to:

  • explain the instruction that was given

  • ask the employee why they did not follow it

  • clarify expectations going forward

Sometimes there may be genuine reasons behind the situation, such as:

  • confusion about the task

  • workload pressures

  • concerns about how something should be done

  • personal circumstances affecting performance

  • Sometimes workplace concerns can also relate to absence management. Addressing the issue early through informal discussion can often resolve the situation without the need for formal action.

Reinforcing Expectations In The Workplace

If the instruction was reasonable and there is no valid reason for refusing it, it’s important to reinforce expectations.

Employers should make it clear:

  • what behaviour is expected

  • why the instruction was important

  • what needs to happen going forward

Clear communication is particularly important in small businesses where roles may overlap and expectations can sometimes be less formally defined.

Setting consistent expectations helps employees understand their responsibilities and reduces the risk of similar issues occurring again.

When Refusing Instructions Becomes a Conduct Issue

If an employee repeatedly refuses to follow reasonable instructions, the situation may become a conduct issue.

Persistent refusal to follow instructions may sometimes be described as ‘insubordination’, meaning an employee is failing to follow lawful and reasonable directions from their employer.

When behaviour continues despite informal discussions, employers may need to consider moving to a more formal process to address the issue.

In these situations, it’s important to approach the matter carefully and ensure that the disciplinary process is handled fairly.

Documenting Workplace Concerns

Even when issues are addressed informally, it is good practice to keep a record of conversations and actions taken.

Employers may wish to note:

  • the date the issue occurred

  • what instruction was given

  • what discussion took place with the employee

  • what expectations were agreed

Keeping accurate records can help provide clarity if concerns continue and may support any further steps that need to be taken.

Preventing Similar Issues In The Future

Situations where employees refuse instructions can sometimes arise because expectations were not clearly established from the beginning.

Employers can help prevent problems by:

  • clearly defining job responsibilities

  • communicating workplace expectations

  • ensuring policies and procedures are in place

  • addressing behaviour concerns early

Taking a proactive approach to managing employee conduct helps create a more consistent and positive workplace environment.

Need HR Support?

Managing employee behaviour and conduct can sometimes be complex, particularly if issues continue or formal processes become necessary. Getting the right guidance can help ensure situations are handled fairly and that employers take appropriate steps to manage workplace concerns.

If you’re dealing with employee behaviour issues or need support managing staff situations, BloomHR can help. Contact us for more information.