Term
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Definition
- a tool used by managers to improve poor performance and enforce appropriate behavior to ensure a productive and safe workplace
- it's purpose is not to punish employees, though it may happen in some cases. |
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Term
| the purpose of employee discipline |
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Definition
- eliminate inappropriate behavior
- create a win-win situation for manager and subordinates
- NOT to exercise vengeance or eliminate a problematic employee. |
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Term
| poor conduct that may/should result in discipline |
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Definition
- tartiness
- absentness
- willingly disobeying
- negligence
- fighting
- stealing
- falsification of documents
- abusiveness
- harassment
- obscene language
- possession of controlled substance
- at work under the influence
- substance abuse
- infraction of work rules such as dress code, safety violations, etc. |
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Term
| performance that may/should result in discipline |
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Definition
- poor productivity
- repeated errors
- high rate or errors |
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Term
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Definition
- a step by step method of dealing with performance problems in employees. process should be outlined in an organizational P&P
- neglecting discipline has consequences: negative effect on productivity and morale, difficulty in enforcing long-ignored standards in the future. |
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Term
| policy and procedure manual (P&P) |
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Definition
- a written standard used within an organization to describe what is to be done and how to do it.
- usually written for tasks that are done repeatedly and by more than one individual
- importance of a written disciplinary P&P: protects manager and organization, guarantees rights of employee, directs manager how to discipline employees. |
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Term
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Definition
| the component of a P&P that states what is to be done |
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Term
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Definition
- explains rationale for a policy
- may include how the policy relates to an organization's philosophy |
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Term
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Definition
| an optional component that lists the individuals or groups impacted by the policy |
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Term
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Definition
step by step description stating
- the actions to take
- the order in which they should occur
- the timelines to be followed |
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Term
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Definition
1. supervisors
- authorize reasonable, short term excused absences and administrative leave
- approve entitled administrative leave in accordance with the regulations as stated in the P&P
2. employees
- request approval for excused absences from supervisor
- record approved absences on time sheet |
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Term
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Definition
The process of discipline usually has a min of 4 steps:
1. verbal warning
2. written warning
3. suspension
4. termination |
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Term
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Definition
| the activity performed by a manager when implementing a step of progressive discipline in order to assist an employee to correct a behavior or performance problem. |
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Term
| How to communicate standard for different levels of offense |
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Definition
- minor: informal discussion, verbal warning
- moderate: written warning
- serious: suspension, investigative suspension, dismissal |
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Term
| disciplinary process step 1: verbal warning |
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Definition
- problem identification and info sharing with the employee
- prior to a verbal warning, manager must be aware of the problem and verify that it exists.
- manager
~ meets with employee
~states problem that has been IDed
~ listens to employee's perspective
~ discusses potential solutions with the employee
~ ends on a positive, hopeful note
~ if employee is unaware of the policy they are violating, coaching may be appropriate. |
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Term
| disciplinary process step 2: written warning |
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Definition
- the second, more formal, step which includes stating the problem and noting repetition over time.
- this step includes:
~ meeting similar to verbal warning
~ placement of formal documentation in employee's file.
- depending on the org, there may be more than one written warning required. |
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Term
| disciplinary process step 3: suspension |
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Definition
- the employee is given time off, usually without pay, to demonstrate the seriousness of the problem.
- manager meets with employee as before, and reviews formal documentation of suspension.
- employee is generally relieved of duties (and pay) for 1 or more days
- be careful not to schedule makeup time when employee returns |
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Term
| disciplinary process final step: termination |
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Definition
- the final action=end of employment
- this only occurs after repeated failure of the employee to correct the problem. |
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Term
| dos and don'ts of termination |
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Definition
DO
- necessary approvals
- complete paperwork
- keep it breif
- schedule in the morning
- allow time to recover
- pay must be provided at the time of termination
DON'T
- fridays
- holidays
- during vacation
- make it personal
- expect rational behavior |
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Term
| special circumstances of the disciplinary process |
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Definition
- certain events may result in termination without progressive discipline (being drunk at work, carrying a firearm, physical endangerment of others)
- before immediate termination, manager should consider magnitude of problem behavior and prior record of the employee |
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Term
| Other things to consider when disciplining |
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Definition
- discipline can only progress within established timelines. if the time passes without further infractions, the process must start over again.
- the disciplinary process is only valid for a single type of infraction. if an employee has problems in more than one area, more than one disciplinary process must be initiated. |
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Term
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Definition
- required documentation: a written record of the disciplinary action taken
- anecdotal information: optional information notes that are sometimes kept by a manager as a reminder of things that have occurred. |
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Term
| documentation should include... |
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Definition
- the employee's IDing informatio
- the manager's IDing information
- behavioral or performance problems
- description of events and discussions proceeding this action
- description of the specific events leading to this action
- possible consequences of this problem is not corrected
- duration of the warning
- signature of the manager
- signature of the employee, with a disclaimer regarding agreement (or a witness) |
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Term
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Definition
- system should be applied uniformly to all employees
- notes should be factual and non-judgemental
- notes are more useful if dates
- notes should be discarded when no longer needed, or when important info is transferred to official documents. |
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Term
| Employee Assistance Programs |
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Definition
- EAPs
- plans that provide employees with support in dealing with personal crises that could negatively impact work performance (substance abuse, stress, grief, etc)
- commonly used for employees IDed as having or at risk for substance abuse
- participation in an EAP may be required as part of a disciplinary process
- EAPs may be self operated or contracted from outside providers |
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Term
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Definition
- restoration of productivity
- aviodance of time/energy needed for progressive discipline
- cost savings
- employee is assisted in dealing with a potentially devastating personal crisis |
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Term
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Definition
| a method for employees to use to resolve conflicts when they feel they have been treated unfairly by management |
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Term
| grievances may include... |
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Definition
- wages
- promotions
- work schedules or hours of work
- discrimination
- harassment
- other area |
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Term
| employee grievance procedure |
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Definition
grievance P&P has the same format as discipline P&P
- typical procedure
~ discuss problem with manager
~ discuss problem with manager's superior
- superior may refer problems to grievance committee or CEO
- union employee grievances are handled differently.... |
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