Nearly every experienced manager has had to deal with sub-standard behavior from subordinates. While termination is always an option, it may not be the best option. It may have a negative impact on organizational culture. It increases recruiting costs and it takes time to train new employees who may make their own mistakes. In those cases where the employee is part of a union, termination can result in long term proceedings and possible legal expenses. It can ultimately result in retention of the poor performer and even back pay for the time that the person was out. The use of progressive discipline can mitigate many of these issues.
Levels of Discipline
Under the concept of progressive discipline there are varying levels of progressive discipline:
- Counseling
- Written warning
- Suspension without pay
- Termination
Counseling
Unlike performance counseling to improve performance, disciplinary counseling is performed to correct behavior that is sub-standard or involves minor misconduct. In this type of counseling session the supervisor must explain why the counseling is happening and identify the performance or conduct that is unacceptable. During this type of counseling session it is essential to keep the conversation focused on the individual being counseled. Many people being counseled will attempt to deflect the topic on to others and their performance and the supervisor must not allow this. Using a comment like: “I’ll deal with that individual privately and accord them the same level of privacy and respect I’m according you,” generally brings the conversation back where it belongs: On the individual’s behavior and performance.
At the end of the counseling session the supervisor should explain that the purpose of the counseling is to correct the problem behavior. It is also necessary to express confidence that the employee can meet the desired performance; but if the employee chooses not to change the behavior then further disciplinary actions including termination could result. At this point have the employee acknowledge that the counseling session has taken place.
If the employee refuses to sign the document presented, have a witness to that effect and immediately suspend the person without pay for three days. If they refuse to sign it upon their return, terminate the individual and have security escort them off the company property. This may seem harsh or even counter to the concept of progressive discipline, but if a person refuses to be counseled for improper behavior it is time to get their attention through a suspension. If that fails the only alternative is termination, or else the supervisor loses the ability to enforce discipline.
The Written Warning
If counseling fails and the problem is of such a level that continued employment is likely then the next step in the progressive discipline process is the written warning. The written warning should be issued without emotion and the manager should have an additional person there, either another manager or a supervisory human resources representative.
In some ways the written warning is much like counseling as to how a manager should prepare for it. The key difference is that when it is time for a written warning the manager prepares a written document that specifies the exact violation that the employee committed and specifies that such conduct is a violation and subsequent violations by the same individual could result in more severe consequences including termination of employment.
Suspension
If a person has received a written warning and violations of company rules or conduct on the job continues then it may be time for a suspension. Typical examples of suspension are three days without pay, a week without pay or two weeks without pay. When issuing the suspension it is important that this be done without emotion and express a sincere desire to see the person become successful. It is also necessary to state that this is a “last ditch” effort because any further violations will result in termination. Just as important is the need for an additional manager to be present to both act as a witness and to inhibit a possible physical response by the offending employee.
Termination
Termination is the final step in the progressive discipline process. When this step is reached it is essential that the organization have a standard procedure in place when a termination is necessary. Depending on the workforce it may be advisable to have security standing nearby. Termination should be delivered in writing in an office or conference room and the reason for termination should be clearly stated. The manager should arrange for the employee to be escorted out of the building and off the property after being allowed to collect their personal material. Make it clear that the person is not allowed back on company property and that their final check will be mailed to them at their home address.
While the steps leading up to termination can generally be kept private, termination of an employee is a very obvious event even if no one sees the employee being fired. The person’s absence will be noted and it is best to state that the individual no longer works for the organization. The rumor mill will inform the other workers but it does not serve a company well to announce the reasons for a person’s termination.
Progressive discipline represents a firm but fair approach to organizational discipline. If the guidelines are published and followed by management it can be a very positive aspect of organizational culture. It sends a message that there are expectations and that all personnel are dealt with in the same manner and one or two small transgressions need not result in a derailment of a career.
Mark Butler - Mark Butler is a Navy veteran and the author of The Coffee Break Guide for Veterans Seeking Federal Employment.
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