By Kristen Jonas, HR Consultant, Kinesiology HR LLC
Early in my career many or most had the impression that Human Resources was part of a dystopian society, relishing in oppressive policies intended to make the workplace miserable. Employees called our department the “Principal’s office” because surely HR Managers sat in our offices waiting for employees to misstep so we could pounce and “write them up”. We have come far in that notorious impression. In fact, the title “Business Partner” is a common way of communicating; we are collaborators in the workplace.When it comes to a Progressive Discipline Policy I am all for it. It provides a solid foundation, with clear progression of actions, for what to do when employees disregard workplace rules. It typically goes verbal warning, written warning, suspension, termination. As with most policies, we have pros and cons.
ON THE PRO SIDE:
- Employees understand clearly the consequences of not following their employer’s standards in the workplace.
- Disciplinary procedures known and are defined for consistency and fairness.
- Employees will have opportunity to change. In most situations, they will have multiple opportunities.
- The employer has the chance to coach and mentor what an employee can do to change for the betterment of that employee.
- Because policies are enforced, morale can be improved because employees know poor behavior among coworkers will be addressed.
WHEN THERE ARE PROS, THERE ARE CONS:
- Policies can be too inflexible. HR Managers need to use judgement at times, consider all circumstances.
- Sometimes, an investigation is not thorough enough and the discipline goes south, or misses the mark.
- If not followed by all managers for all employees, it could look discriminatory. HR should provide that oversight.
- It can be misunderstood. For example, the concept that all steps must be followed before termination is not necessarily the best route. Certainly in “at will” environments that is not the case. Employers need to use judgement on the progressive aspect.
PRO TIPS:
Make sure your warnings are inclusive of all necessary information: dated, with FULL names and titles of those receiving and giving the disciplinary warnings, the level of discipline, detailed description of the issue and the policy it violates, previous relevant warnings, and expectations moving forward including consequences if the issue occurs again.
Some infractions may need to skip steps altogether. For example, seeing an employee on their phones or scrolling social media, likely starts at the beginning with a verbal warning. An employee that disregards a safety policy putting the company at great risk, could go right to suspension. Ensure your Progressive Discipline Policy allows for this necessary flex.
Verbal warnings are just that. However, the manager should document the conversation and include the documentation in the employees file.
Written warnings can sometimes be repeated. Sometimes the infraction is severe enough for a written but not severe enough for a suspension. A “Second Written Warning” maybe issued.
Suspensions are generally for major violations that require investigations and time to clean up. To be most effective, the suspension should be unpaid without opportunity to apply PTO. This is the last stitch effort before termination and that should be clearly stated in the form of a final written warning.
Signatures on Written Warnings are necessary as an acknowledgement that they have read, understood and received it.
Termination is the end of the employee and employer relationship. Documentation is imperative at this point. The circumstances of the termination will be important as it relates to post employment claims, such as wage and hour, wrongful termination and unemployment.
Timing matters. If an employee receives a verbal warning and the same policy violation occurs a year and half later, it could be appropriate to start over with the progressive disciplinary policy again. Let’s use the cell phone example again. The employee is found scrolling on social media during work time in January and gets a verbal warning regarding the Cell Phone Policy. If the same issue occurs in March of the following year, it is likely not appropriate to escalate to a written warning. Too much time has passed. Again, flex and judgement needs to be part of the process.
If a Progressive Discipline Policy is administered well, it provides great opportunity to strengthen your workplace and retain your employees. For your workplace to thrive, a Progressive Discipline Policy must be well communicated and applied.
It ensures a fair and consistent workplace as it relates to human behaviors and expectations. Without respect for good conduct, morale tanks and then, productivity plummets. It is important that a culture of accountability is part of your nature.
About Kristen Jonas | Follow her on LinkedIn >
Kristen is the owner of Kinesiology HR LLC, a Human Resources organization that is the synergy movement and performance—drawing inspiration from kinesiology, and HR principles to help provide solutions to strengthen your workforce. Services are customized to help build employee engagement, organizational development and performance management that will then drive efficiency and results.
Using her 25 years in HR Leadership, she has the expertise to be a strategic partner. Services are structured as interim or supplemental support. Kristen also speaks to organizations on Workplace Conflict, Progressive Discipline and Performance Management.