Progressive Discipline
A manager can hope he never has to discipline an employee, but he still should be
prepared in the event his hopes are dashed.
Many companies adopt a progressive discipline system that includes verbal warnings,
written counseling and warnings, and suspension or termination. This procedure gives
managers maximum flexibility in taking the appropriate level of action and dealing
effectively with individual employees.
To administer discipline fairly, managers should follow what has been dubbed the
"Red-Hot Stove Rule."
Immediate
Just like touching a hot stove, where feedback is immediate, there
should be no misunderstanding about why discipline was imposed.
Impersonal
A hot stove burns anyone who touches it. Managers must be similarly
blind; they cannot play favorites. People are disciplined not because of who they are
(personality) but because of what they did (behavior).
Consistent
If discipline is to be perceived as fair, it must be administered
consistently in similar situations. Consistency throughout the company, as well as
individually, is essential.
Foreseeable
A child knows that touching a hot stove results in a burnt hand.
Likewise, employees must know clearly what consequences will follow undesirable work
behavior. They must be given adequate warning.
The term progressive discipline means that there is a level of discipline to address
every problem. It does not mean, however, that each level of discipline must be
administered sequentially. That is where the flexibility comes in: discipline can be
tailored to fit the situation.
Documentation is particularly critical when carrying out disciplinary action. A written
record should be made of each event, describing in specific detail the transgression and
the action taken. A copy of the record should be placed in the employee's personnel file.
Verbal counseling is used for minor offenses, including the first violation of a
policy. It is also appropriate when initial performance problems are detected and the
employee needs additional guidance or encouragement.
Formal written counseling or warning is reserved for more serious offenses and carries
the threat of termination if immediate corrective action is not taken. If appropriate, the
employee may be placed on probation for a specific amount of time, usually 30 to 60 days.
During this time the employee must correct his deficiencies or face termination.
While on probation, the employee should be given weekly progress reports on his
performance. Improvement should be noted and encouraged, but the probation period should
not be shortened.
Written warnings should conform to the following guidelines:
describe what led to the problem (names, dates, times, and other facts)
describe what corrective action must be taken
give the time frame and deadlines for correction
state the consequences if corrective action is not taken
Have the employee sign the written warning to verify that he has read and understands
it. A copy of the warning should be given to the employee; the original should be placed
in the employee's personnel file.
Using the framework of the system and the Red-Hot Stove Rule, you can choose the
appropriate steps to achieve your disciplinary objectives. At the same time, you don't
want your managers to become slaves to your progressive discipline system. They must learn
to take advantage of the flexibility it offers in order to achieve results: a positive
change in behavior and productive performance.
Kathleen "Kelly"
Bergeron is executive vice president and chief of staff of Associated Industries of
Florida and affiliated corporations.
May/June 1998 -- Florida Business Insight, 501 N. Adams St., Tallahassee,
Fla. 32302
(850)224-7173, insight@aif.com
