What is progressive discipline?
"Progressive discipline" is a common idea in HR that shows how to handle an employee problem. It is a way to punish someone by giving them a series of punishments that get worse as the bad behavior continues. This gives the employee a chance to change and get better, instead of being fired. The goal of progressive discipline is to help the employee know how bad their actions are. It also gives them chances to do better before firing them. This can make employees feel better because they see that they will have a chance to improve and that small mistakes will not get them fired right away. It also shows other employees that problems will be fixed, not ignored. This helps keep a good workplace and high-quality work. As the boss, you can keep employees longer by not firing them right away. It can also protect you from legal problems by showing that you gave them every chance to improve before firing them.
Here are the five common steps of progressive discipline:
- Verbal warning: The first step is usually a verbal warning. The employee is informed of the issue and what is expected to change in their behavior or performance.
- Written warning: If the behavior or performance does not improve, a written warning may be issued. This document outlines the issue, consequences if the issue is not resolved, and a plan for improvement.
- Suspension: If the behavior or performance continues to be unacceptable, a suspension may be issued. This means the employee is suspended from work for a specified period, usually without pay.
- Demotion: If the issue persists, the employee may be demoted to a lower position, which often involves a decrease in pay and job responsibilities.
- Termination: If the employee's behavior or performance does not improve through the previous steps, termination may be necessary.
What mistakes are commonly made in implementing a progressive discipline policy?
Using a progressive discipline plan can be tricky. Here are some common mistakes that people make:
One big mistake is not using the plan the same way for all employees. It is important to be fair and use the plan the same way for everyone, no matter their job or how long they have worked there. These plans should be shared with employees in the employee handbook.
It is also important to write down each step of the punishment process. Without good notes, it can be hard to prove that the punishment was needed. Keep detailed records of all punishments, including warnings, suspensions, and firing. Be sure to follow the exact plan in the employee handbook. Employers should follow the plan and do each step of the progressive discipline process on time.
Punishment is not just to punish employees. It should be used to fix bad behavior. As said in Part 1 of this guide, the first step is to talk to the employee about their behavior and work together to find a solution. Employers should find out the real reason for the problem, instead of just punishing the employee. Talk clearly and often with the employee about their behavior and what is being done to fix it. Be ready to fix problems before they get worse. This will help you avoid punishing them and keep a bad employee from affecting others.
Remember that it's important to deal with a bad employee quickly to stop them from hurting others. Work with the employee to find out why they are not doing well. This will help you make a good improvement plan for them and set a clear path forward. Tell them what you expect, give them chances to train, and watch their progress. This will help make sure they do not affect others and have a chance to get better. Keep checking in with the employee to see if punishment is needed. You might try hard to help them, but it might not work. Then, more warnings or firing them might be the right thing to do.
What should I do when an employee is not responding to disciplinary action?
Letting an employee go is never easy, but there are steps you can take to make the process as respectful and professional as possible. First and foremost, make sure you have all the necessary documentation and have consulted with HR and/or legal counsel. Second, you should also have a clear understanding of the reasons for termination and be prepared to explain them to the employee.
The amount of evidence required to terminate an employee depends on the circumstances of the situation and the laws and regulations that apply in your specific region. In general, termination should be based on legitimate reasons and supported by evidence.
This evidence should include clear documentation of any performance or behavior issues, and any warnings or disciplinary actions that have been taken. This documentation should be objective and based on specific incidents or behaviors.
The process taken for disciplinary action and termination should be clearly documented and should be a codified process within your organization. This process should include clear expectations and consequences and it should be communicated to all employees. It is also important to follow all applicable laws and regulations, including those for discrimination and wrongful termination. This highlights the importance of consulting HR and/ or legal counsel to ensure you have sufficient evidence for termination.
Once you are sufficiently prepared, schedule a private meeting with the employee and let them know that the purpose of the meeting is to discuss their employment status. During this meeting, be direct and clear about the reasons for termination. It's important to be respectful and professional throughout the process, even if the employee becomes upset or emotional.
Let the employee know what the next steps are, including any final pay, benefits, or other information they need to know. If possible, provide information on resources that may be available to them, such as outplacement services or unemployment benefits
If the employee's work needs to be reassigned or covered, have a plan in place for transitioning their work to other employees. This can help to minimize disruption to the organization. Keep in mind that termination can be unsettling for other employees. Be sure to follow up with other team members to address any concerns or questions they may have.
Remember to be empathetic and respectful throughout the termination process. While it's important to be clear about the reasons for termination, it's also important to treat the employee with respect.
It is a challenge to know when and what steps to take to address a difficult employee. When those steps are necessary, you now have the tools and information you need to handle this difficult situation with knowledge and professionalism. For more information on dealing with employee challenges, check out Part 1 of this guide.
Disclaimer
The information contained here is for educational purposes only and is not intended to constitute legal, tax, or financial advice.