Picture this: one of your best team members starts missing deadlines, skipping meetings, and causing some friction with coworkers.
But, how to effectively manage the disciplinary process for positive outcomes?
Effective management can correct behavior, enhance performance, and maintain team spirit and fairness.
Let’s explore how to turn these tough conversations into opportunities for realignment, growth, and lasting change.
At TROIS Collective, we help businesses create effective HR systems that focus on people.
In Human Resources Management, a disciplinary process helps organizations address employee behavior or performance that does not meet expectations.
Managers should get some training on how to give feedback, deal with terminations, but also how to manage the disciplinary process.
When done right, this process:
And the most important one for any HR Manager and employee: it helps employees improve their performance.
So, instead of being harsh, a well-run disciplinary process should help build trust and improve overall performance.
Managers often enjoy onboarding and orientation, but tend to shy away from disciplinary conversations because they feel uncomfortable.
Ignoring bad behavior and not talking to team members can lead to bigger issues, like:
On the other hand, if you tackle discipline with care and empathy, it can really pay off.
In the end, this can boost your employer brand and help retain your staff longer.
As a fractional partner, we support many businesses by creating a guide that explains the key parts of an effective disciplinary process.
We hope this guide helps you audit and improve your HR process.
Great disciplinary systems really start before any issues arise.
When new hires come on board, make sure they get the employee handbook and understand what’s expected of them.
It's also important to go over the code of conduct and let them know what happens if they step out of line.
Make it a point to review these policies during team meetings and training sessions regularly.
If you’re ever in doubt about whether your policies are doing their job or following the law, think about getting an HR audit or teaming up with an HR provider for some guidance.
Consistency in HR is one of the best strategies you can apply, but when it comes to disciplinary procedures, it's extra important across the organization.
Staying consistent helps ensure fairness and reduces the potential for claims of bias or favoritism, which can lead to complaints, poor mental health at work, or legal issues.
The first thing you need to do in any disciplinary situation is figure out what the problem is.
This might be something like an employee showing up late repeatedly, not being at work when they’re supposed to, or not hitting their performance goals even after getting help.
Every junior HR should learn that if you run into a disciplinary issue, having good documentation is the best thing you can have.
Make sure to keep track of things like:
This helps clear things up and protects your company from claims of wrongful termination.
Instead of terminating employees right away, set up a way for them to turn things around:
1. Verbal warning
Have a private conversation about the issue. Write down what was discussed for your records.
2. Written warning
Give them some formal paperwork that clearly states what the problem is, what needs to change, and a deadline for improvements.
3. Final warning or suspension
If things don’t get better, give a final warning. This could mean taking some time off or putting them on a performance improvement plan (PIP).
4. Termination
Only consider letting them go as a last resort if there’s no improvement.
When it's time to talk to the employee, choose a private place and focus on the facts.
Describe the problem with specific examples and explain how it affects the team or business. Then, offer support and resources.
But avoid getting emotional, personal, or making vague threats.
A PIP lays out what needs to be done to get back on track. It includes:
You or an outsourced partner will keep an eye on progress.
If the employee hits the goals, make sure to recognize their hard work.
If they don't make the mark, then it's time to consider the next steps, which could involve termination.
How to effectively manage the disciplinary process for positive outcomes really comes down to one main idea: think of it as a way to help people grow, not just as punishment.
Start by setting clear expectations, keeping records of everything, tackling issues head-on, providing support, and knowing when and how to take action.
If you're dealing with performance problems or don’t have a solid HR team to rely on, TROIS Collective can lend a hand.
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