What is Employee Discipline?Many HR professionals find employee discipline to be one of the most difficult and taxing parts of HR. Especially if you are new to leading this process, it’s easy to feel uncertain or stressed. Fortunately, there are helpful attitudes and actions to take. Show
Employee discipline is the action of a company when an employee doesn’t follow the company’s rules and policies. Employee discipline should be positive, and contribute to a safe and pleasant work environment for everyone. The focus is not on punishment and consequences, but rather on plans for improvement and growth. The Importance of Creating and Following an Employee Discipline PolicyAn effective discipline policy is beneficial to both the employee and the employer. It gives employees the opportunity to develop and improve. It also protects the employer if the employee was later terminated.
What to Include in Your PolicyEvery policy should be clearly written and given to employees. It should include the rules and examples of some behaviors that might lead to disciplinary action. You should include the steps and actions that the company will take when there are infractions or misconduct. Many companies choose to include a statement that protects their right to terminate employees at will. Progressive Discipline: The Most-used Disciplinary MethodProgressive discipline provides a series of steps that are followed and documented by HR or the supervisor. This process ensures that the supervisor or HR clearly communicates with the employee throughout the whole process. The purpose of progressive discipline is to help the employee create a plan of action and improve their overall work performance. Rather than punishing the employee, the supervisor works with them. Only after repeated offenses or in extreme circumstances will this process result in stronger discipline such as suspension or termination. How to Discipline an Employee Using Progressive DisciplineBefore you start disciplining, you must have a fair workplace. All employees have the right to know what is expected of them. Rules and policies should be clearly communicated, written, compliant with state laws, and fairly enforced. Step 1: Investigate MisconductAll claims of infractions or misconduct should be thoroughly investigated.The investigation should be prompt, fair, and thorough to ensure that the supervisor or HR representative has valid facts. Step 2: Counseling and Verbal WarningAt this step, the supervisor brings the problem to the attention of the employee. The nature of the problem and violation of the policies should be discussed, as well as clear expectations of correct behavior. The supervisor and employee can also create steps to resolve the problem and improve performance. Counseling and a verbal warning can be separate steps, with the counseling being more informal and pre-emptive and the verbal warning more formal. The decision depends on individual circumstances and your policy. Even though this is a verbal warning, the supervisor should still maintain a written record of the counsel or verbal warning as proof in case the problem persists. Step 3: Written WarningIf the problem continues or a new problem arises, a written warning follows the verbal warning. The document clearly states the infraction and the consequences of a repeat offense. It is best for the immediate supervisor and/or manager to meet with the employee and review the written warning with them. The supervisor should clearly communicate expectations and outline consequences for failure. Step 4: Final Written Warning and/or SuspensionMany employers have a final written warning which might be paired with suspension. The final written warning will have similar details to the written warning. Suspension should be approved by a manager and HR, and may be without pay depending on state and local laws. If an investigation disproves the suspended employee’s wrongdoing, it is suggested that the employer restores the employee’s pay. This means that the employee is paid out for their lost work. There are other options besides suspension before firing someone. Depending on your company, you may decide to consider these options as part of this step.
Step 5: TerminationTermination is always the last step. Any decision to terminate should be approved by HR and an upper-level manager. Some companies decide that final approval should come from the CEO. Many companies fill out a form, similar to a final written warning, that explains the situation and shows the approval of the necessary personnel in the termination. If necessary, this can be used as proof that the company followed the correct procedures. The Dos and Don’ts of Employee DisciplineDisciplining an employee is hard, and it is easy to feel overwhelmed and get caught up in the steps. Here are some helpful reminders. Do
Don’t
What steps should be taken before taking any disciplinary action?Disciplinary Procedures: correct steps. Get an initial understanding.. Investigate thoroughly.. Invite the employee to a disciplinary meeting.. Conduct the disciplinary meeting.. Decide on action to take.. Confirm the outcome in writing.. Right to appeal.. What are the factors to consider when considering discipline?The following seven contingency factors can help us analyze a discipline problem:. Seriousness of the problem. ... . Duration of problem. ... . Frequency and mature of the problem. ... . Extenuating Factors. ... . Degree of socialization. ... . Violations of these rules than is the organization whose rules are informal or vague.. Management Backing.. What should a manager look for when disciplining employees?How to discipline your staff. Lay the ground rules.. Collect all information.. Consider the surroundings.. Explain why their behaviour is inappropriate.. Communicate rationally.. Provide corrective steps.. Write a correspondence.. Discipline your staff in the right way.. What requirements are important before discipline can be applied successfully?Before disciplinary action may occur, the supervisor must give the employee oral or written notice of the charges against him/her, why the behavior is unsatisfactory, an explanation of the employer's evidence, and an opportunity to present his/her explanation of the behavior in question.
|