Documenting Discipline

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  • 1. Documenting Discipline(pp. 9-11) Why is documentation so important?1.To confirm what did/did not occur (legal)2.Most objective, can review and reconsider3.Consistency Why do we use discipline? Discipline = To train (a person) to act according to the expected norm

2. Documenting Regularly (p. 24) How should I document? Notebook/Notepad Calendar (if electronic mark private) Journal in Outlook What should I document regularly Conversations about work assignments Training Informal counseling or coaching sessions Good work and kudos Customer complaints and compliments Disciplinary actions (Progressive Discipline) 3. FOSA+ System(pp. 8-9)FFacts to define the problem.OObjectives that explain to the employee how to resolvethe problem S Solutions that can help the employee reach theobjectivesAActions you will take if the problem is not corrected+Plus your overall efforts to help the employee succeed 4. Step 1: Facts (FOSA+)(pp.33-35) Avoid Subjectivity & Conclusions Remove the accusation The 5 Ws What happened When it happened Where it happened Who was involved Why it happened 5. Step 1: Facts (FOSA+)(pp.36-38) Use your five senses I saw I heard I touched I smelled I tasted 6. Step 1: Facts (FOSA+)(pp. 39-41) Third Party Observations Be careful Confront the individual withthe information Use Witnesses withfactual information Use techniques fromprevious slides 7. What not to writeThese individual quotes were reportedly taken from actual employeeperformance evaluations in a large US Corporation. "Since my last report, this employee has reached rock bottom.....and has started to dig." "I would not allow this employee to breed."This employee is really not so much of a has-been, but more of a definite wont be." "Works well when under constant supervision and cornered like a rat in a trap.""When she opens her mouth, it seems that it is only to change feet.""He sets low personal standards and then consistently fails to achieve them.""This employee is depriving a village somewhere of an idiot.""This employee should go far...and the sooner he starts the better." 8. Step 1: Facts (FOSA+)(pp. 76-77) Gather the accused employees perspective on thesituation if it is a third party claim1. Approach using the techniques described Five senses Facts 2. LISTEN This will likely be a shock to the employee Assure them you are only investigating, not accusing Take notes and read them back to the employee (Why?) Another good approach is copy your notes from that conversation 9. Step 1: Facts (FOSA+) (pp. 76-77) Objectively analyze all thefacts Ensures your information is complete Ensures you are proceeding in a fairobjective manner Opportunity to compare situation to otherdisciplinary actions for consistency Have a third party review yourconclusions (VP or HR) 10. DECISION POINTFacts CollectedDocumented effectivelyAnalyzedReviewed (with VP or HR)Decide appropriate discipline- Training- Counseling- Verbal warning- Written warning- Final written warning- Termination 11. Step 2: Objectives (FOSA+)(pp. 44-51) When writing think: Specific Positive Required Complete Achievable Performance Objectives Give the employee a specific behavior pattern to followOR Set specific result for the employee to achieve 12. Step 3: Solutions (FOSA+)(pp. 51-53)Offering an employee solutions to help him or her resolve a problem is one of the most important steps you can take.Solutions dont have to be elaborate, just effective. 13. Step 4: Action (FOSA+) (pp. 54- 56)What must be communicated in Action?1. The specific action you are taking now and scheduled follow-up e.g. - Training - Counseling - Verbal warning - Written warning - Final written warning - Termination2. The action you will take if the employees behavior falls short of the objectives. 14. Step 5: Plus (FOSA+) (pp. 57-59) Stay positive and work as a coach Communicate that this is to help not hinder. Remember definition of discipline This is not punitive We are communicating the need to change If Actions are not met, you defined the consequences in Step 4(Actions) 15. Progressive Discipline(p. 60) Training Counseling Verbal Warning Written Warning Final-Written Warning Termination Steps are subject to being skipped at discretion of VP and HR Consistency = Managing similar situations the same e.g. gross misconduct 16. NDUS HR Policy 25:Job Discipline/Dismissal If the Progressive Discipline results in the followingconsequences: Dismissal from employment Suspension without pay Demotion to a lower pay rate Adhere to requirements set forth in NDUS HRPolicy 25 17. Meeting with the EmployeeStep 1: PreparationVideo of a poor review (Click Here) Be thoroughly prepared (over-prepared) Documentation Policies Etc. Make sure your facts are accurate Ask HR and/or another manager to be present Why? Prepare a written FOSA+ Summary as documentation for thefile Add signature lines 18. Meeting with the EmployeeStep 2: The Meeting1.Tell the employee why you are meeting2.Emphasize the + - Plus Here to make aware and help3.Explain the F - Facts Allow the employee to ask questions Do not argue facts If an unknown fact presents itself that raises doubt, put the process on hold immediately Ensure the employee understands the purpose and facts Example Video of miscommunication in the meeting (Click Here)4. State your O - Objectives 19. Meeting with the EmployeeStep 2: The Meeting5. Ask the employee for their suggestions on how to improve. They will likely match, which is good Why?6. State your S Solutions7. Summarize with your A Actions8. Sign and Date the form for the file Signature acknowledges the information was shared, not thatthey agree 20. Meeting with the EmployeeStep 3: Follow-up Schedule regular follow-ups i.e. Daily Weekly Monthly 21. Citations Deblieux, Mike. Documenting Discipline. Virginia Beach: Coastal Training Technologies Corp., 1995. 22. Questions?