Disciplining an employee is unpleasant for everyone.Motivational action should be the most effective way to discipline an employee.Many corporate institutions use progressive discipline to address problematic behavior, which progresses through four stages, starting with a verbal warning, followed by a written warning and/or suspension.The key to each phase of discipline is communicating why the employee was at fault and teaching them how to change their behavior.Positive working relations and a better, stronger business can be ensured by learning how to effectively discipline an employee.
Step 1: You should conduct your own investigation.
It is important that you review the evidence against the employee before taking any action.Who is at fault in this situation?It's possible that the situation is more complicated than you think.Does the employee fully understand the roles and assignments of his position?
Step 2: Speak in private.
It's important that you don't tell the rest of your employees about the discussions.This protects your employee's privacy and reputation in the workplace.You should be firm and clear in your request.I need to speak with you in my office when you're done with the task.
Step 3: The issue should be addressed directly.
If you're bringing up improper or unsatisfactory performance, don't beat around the bush.When addressing an employee's performance, be clear on what the problem is, but deliver that information in a way that shows the employee that you or another supervisor have observed this behavior and are concernedSay something like, "I've noticed that you haven't been meeting your quota on time, so it's come to my attention."
Step 4: The employee should be allowed to respond.
It's possible that there are still some circumstances you weren't aware of, even though you should have conducted your own investigation before meeting with the employee.Many supervisors who give their employees the chance to explain their behavior find that there is no need for punishment.Give the employee a chance to process what you've said to them and let them respond with insight he may have on the issue.Talk in a conversation.You should be open to what he has to say.His input should not be a formality.An important part of your investigation is the employee's response.If the employee doesn't respond to the issue at hand, there's a chance they'll be disciplined.You don't want the employee to feel like he's being disciplined before you hear his side of the story.Asking for the employee's feedback on the issue is the best way to state the problem.Rather than being blamed for the problem, make the employee feel like he's part of the discussion.In light of what has been said, listen and re-examine the situation and problematic behavior.You can find out that the employee hasn't done anything wrong, that his behavior had a reasonable excuse, or that nothing has changed.The key is listening.
Step 5: Company policies can be communicated.
After listening to the employee's version of events, you need to explain why the behavior or performance wasn't good.If the employee is to be blamed for the problem, it's a good idea to contrast his behavior with any conflicting rules in the office.You will give the company's desired outcome or behavior for future situations if you make it clear to the employee that there is a problem.
Step 6: There is an offer of guidance.
This is the most important part of the process.It's not enough to point out bad behavior to an employee if you don't have other behavioral goals to work towards.Whether the employee was unclear on company policies or simply had a lapse of judgement, offer them ways to avoid similar problems moving forward.If an employee is having a hard time interacting with their coworkers, you may want to have a human resources representative sit down with the employee to teach them how to interact more professionally.Ask the employee why they aren't meeting deadlines and offer realistic solutions.Work with them to find a way to meet the deadlines.
Step 7: Keep a record.
It's important to keep a detailed log of your discussions with employees.This can help you remember conversations, and can also be used to track an employee's progress.If an employee brings allegations of wrongful dismissal down the line, it may be helpful to have that information.
Step 8: The incident should be investigated.
The step is the same as the verbal warning.If an employee's performance becomes problematic, it is important that you personally review the facts and assess the situation.You should be willing to try and see things from your employee's point of view.Think about who is at fault and what the circumstances are.
Step 9: Write your letter.
The written warning needs to be composed calmly.Similar to a verbal warning, the goal of your correspondence is to communicate what is not working and suggest ways to correct the problem.In your correspondence, make it clear what specific behavior or certain aspects of your employee's performance are problematic.Mention the specific company policies or laws that are being broken.Refer to any warnings or conversations you had with the employee.Give detailed instructions on what the employee needs to do in order to correct the problems, and give suggestions on how they can meet the goals.If an employee has a bad sales record, reiterate the company's instructions on how to complete a sale.If the employee learns how to change his sales strategy, then he will be more effective.Should the employee be told what the next step in the chain is?If the employee has not taken your warnings seriously, it may come across as intimidating or threatening.Ultimately, the choice is up to you, and it's best to tread carefully in this regard.
Step 10: The letter needs to be delivered.
You will need to deliver that written warning to the employee even if you've typed and sent the letter by email.It is important that no one else in the office is aware of what you are doing, and that you do it in a discreet and professional way.Ensure that the employee is the only one who sees and knows about the letter.Offer to meet with the employee to discuss the contents of the letter and make it known that you are available to speak if he has any questions or concerns.If he has a defense he'd like to offer you, you should allow them to state it.
Step 11: Attach a copy of the letter.
It's important to keep a record of all correspondences with employees.When you discipline an employee, keep a record of what was said and when, and give the employee copies of letters you send to them.The employee needs to acknowledge that he received a written warning and understand the accusations against them by signing a copy of the letter.
Step 12: Look at the facts.
You should always review the information at hand and consider whether or not the employee is to blame at every stage of the process.
Step 13: Determine the appropriate punishment.
A final written warning is the third step of a progressive discipline plan.Others can suspend the employee without pay.Depending on the policies of your company and the actions of the employee, this step will be different.Whatever course of action you choose, make sure you enforce it fairly and impartially towards all employees in the workplace.
Step 14: Write a letter.
You'll need to compose a professional letter if you want to suspend an employee or give a final written warning.What the employee has done wrong, and how his actions violate the company's policies should be clear.Refer to any previous warnings, as well as any prior hearings that the employee has been a part of.If you write a suspension letter, make it clear that the employee will face further suspensions without pay if his behavior or performance continues to improve.
Step 15: The letter needs to be delivered.
Once again, you will need to deliver the letter to your employee and have them sign a copy so that he can read it.Give the employee a chance to explain his side of the issue, and give feedback on how he can improve his performance.
Step 16: You should keep and file a copy.
All correspondences with the employee should be kept in the personnel file.Ensure that the employee's file is up to date by not removing any emails that you have sent or received from that employee.
Step 17: Determine the situation.
It's important that you fully investigate the incident and impartially assess the situation before you fire an employee.
Step 18: You should consult with the HR department.
Speak to an HR representative if your company has a human resources department.Union organizations may have specific guidelines in place.You may be required to bring a union representative to the meeting before firing an employee.
Step 19: Pre-termination proceedings should be conducted.
You may be required to schedule an employee for a pre-termination conference.You may have to inform the employee of his impending dismissal by writing a letter.Take what the employee says into account when evaluating him.After consulting with the employee and any other necessary parties, you can decide if you should impose a lesser penalty, such as another suspension or an additional performance review.The detailed reasons for the employee's firing should be included in your letter if you proceed with the process.
Step 20: Follow along.
If you have a human resources department, inform them of the decision to fire the employee.In communicating to the employee that he is being terminated, be clear and use no uncertain terms.