Coaching

Discipline

&

Documentation

Training Objectives To develop and demonstrate effective

strategies for coaching and disciplining employees, and documenting those issues, in order to better manage employee performance

Describe strategies for using FOSA to better administer coaching, discipline, and documentation

Challenges of Leaders…. Detecting the problem and addressing it right away. Holding everyone to the same standard. Finding time to handle the situation when it occurs Getting buy-in and suggestions from the employee. Managing my own emotions/reactions and those of

the employee. Knowing when to involve HR / AAO. Identifying the Who, What, When, Where and Why? Knowing what to ask?

What is Coaching?Ongoing process that helps employee to…• Achieve desired outcomes and get results• Improve current level of performance• Sustain high levels of performance• Change unwanted behavior

*Coaching happens over time*

Tip: Best coaching is done closest to the time of the event.

What Coaching is Not…• A “quick fix” or one time event• Solely used for correcting performance

problems• Sitting down with someone to “write them

up”• Done only when things are going wrong• Done only when things are going right

Characteristics of a Good Coach Confident in the abilities of individuals Enthusiastic Caring Supportive Good two-way communicator Knowledgeable Patient

When did you last offer coaching?

When do you offer coaching? Before you assign a major task to an employee who

may not have done the task before. When an employee asks for advice, feedback,

guidance or direction. When you observe positive or negative conduct

behaviors. When you want to encourage high performing

employees to sustain high levels of performance.

Types of CoachingCoaching for Success – Guiding people toward success in new or challenging

situations. This includes positive feedback.

• When someone takes on a new responsibility or role.• A direct report has to make a major presentation.• Shows appreciation and is generally a short conversation

Coaching for Improvement – Guiding people to improve unacceptable performance, work habits or behavior. This includes constructive feedback.

• Missing deadlines or going over budget• Involves the need for change or improvement• Generally an in depth conversation

What is F O S A?What is F O S A?An interactive method to describe/manage an

employee’s behavior or performance.

The FOSA steps are outlined in four basic elements below:

Step 1: Facts

Step 2: Objectives

Step 3: Solutions

Step 4: Actions

• What happened?

• When / Where it happened?

• Who was involved?

• How it happened?

• Previous corrective action

FACTSFACTS

OBJECTIVESOBJECTIVES• What do you want the employee to change or

understand as a result of this discussion?• Set a specific result for the employee to

achieve.• Give the employee a specific behavior pattern

to follow:

Compliance – requires immediate change

Training – requires change over time

SOLUTIONSSOLUTIONS• Help the employee meet the objective(s) that

have been established:– The employee should be involved in finding

solutions for improvement

– Ask the employee for his/her suggestions…

“Tell me about what your solutions are to improve your performance.”

ACTIONSACTIONS• What corrective action is being taken now?

“This is an written reprimand and I will present you with the corrective

action document this afternoon” • How will success or failure be measured?• What future actions (consequences) will result if

the behavior or performance does not change?Make sure the employee understands the action being taken and the

consequences.• Describe any follow up that will take place.

Progressive DisciplineProgressive Discipline

What is progressive discipline?

Progressive Discipline Policy MAPP .02.04.03

Progressive DisciplineProgressive Discipline Is a process for dealing with job-related behavior that

does not meet expected and communicated performance standards.

Features increasingly formal efforts to provide feedback to the employee so he or she can correct the problem.

Enables the University to fairly terminate the employment of employees who are ineffective or unwilling to improve. (contact HR prior to this step)

Progressive DisciplineProgressive DisciplineSteps in the progressive discipline process…

Informal measure Conference between supervisor and employee. Usually verbal.

Formal measures Written reprimand (Active for 12 months). Final reprimand or Suspension without pay (not to exceed 10 working

days). Dismissal from employment.

Exceptions to Disciplinary Process: Presidential (positions designated by the Board policy)

Probationary Period (Discretion of the hiring department – with valid reasons)

Reduction-in-Force (Separate policy for RIF’s)

Inability to perform (Medical Reason’s / exhausted all leave)

Job Abandonment (form of resignation)

FOSA Exercise #1FOSA Exercise #1

• Review the scenario.• Determine the level of action.• Use the FOSA method to prepare to counsel

the employee.• Select an employee and manager to role play

the scenario.• Other team members should observe and

make recommendations.

DocumentationDocumentationThe Importance of Documentation…. Provides a fair, consistent and objective view for

management. Necessary form of open and honest communication. Protects the University and you from lawsuits. Helps employee understand – provides direction

Remember…. Documentation is discoverable!

DocumentationDocumentationWhat documentation do I keep when

coaching an employee?

Keep records of significant conversations with employees in your department files.

Records will allow you to write clear and effective performance evaluations.

Should include supportive and positive feedback as well as constructive feedback.

Remember…. Documentation is discoverable!

FOSA - DisciplineFOSA - Discipline

Review Discipline Example

FOSA Exercise #2FOSA Exercise #2

• Review the scenario.• Determine the level of action.• Use the FOSA method to prepare to counsel

the employee.• Select an employee and manager to role play

the scenario.• Other team members should observe and

make recommendations.

Required LanguageRequired LanguagePer University policy, the following must be

documented on all written disciplinary notices:• Right to appeal (formal written only)

“You may have the right to respond to this written reprimand in writing and/or appeal it in accordance with the University’s employee grievance policy (MAPP 2.04.01).”

• Acknowledgement“I acknowledge receipt of the above written discipline. My signature

does not necessarily indicate my agreement with this personnel action.”

Employee Conference RecordEmployee Conference RecordReview Sample Form

Reducing ChallengeReducing Challenge• Ensure that post-termination procedures are

followed.• Be candid with the employee.• Respect the employee’s feelings.• Respect the employee’s privacy.• Avoid inconsistent post-termination

statements• Maintain relevant documents.

My Commitments…

I will focus on the behaviors and the facts and not the person when I use this tool.

Whenever I meet with an employee for any reason, I will write and keep detailed notes about the meeting.

My Commitments…

I will review all sides of the situation objectively, prior to taking action..

I know that documentation is about what happened, what was said, or what action we have decided to take. I will use FOSA.

Other HR topics!Leadership Training Courses….

Essentials of Leadership Coaching for Success

We Can Help…

Anna Schauman, JD, HR Generalist713-743-5754

Connie Kemp, HR Manager713-743-5703

Steven Wellman, HR Generalist713-743-5758

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