How to Discipline & Document Employee Behavior

1 How to Discipline & Document EmployeeBehaviorAnne H. WilliamsAttorneyM. LEE SMITH PUBLISHERS LLCB rentwood, TennesseeThis special report provides practical information concerning thesubject matters covered. It is sold with the understanding that neitherthe publisher nor the writer is rendering legal advice or otherprofessional service. Some of the information provided in this specialreport contains a broad overview of federal law. The law changesregularly, and the law may vary from state to state and from onelocality to should consult a competent attorney in yourstate if you are in need of specific legal advice concerning any of thesubjects addressed in this special report.

2 2002 M. Lee Smith Publishers LLC5201 Virginia Box 5094 Brentwood,Tennessee 37024-5094 ISBN 0-925773-75-1 All rights reserved. No part of this book may be reproducedor transmitted in any form or by any means without permission in writing from the in the United States of Employee Policy Ground in the Union Concerted to of Good Documentation of Tips on PERFORMANCE to Include in Performance DISCIPLINARY Steps of an Effective Arbitration into Workplace 2000ivRequest for Representation During the to Avoid Claims of Results of the in the TERMINATION OF t Forget to Document !

3 32 Discharge Employee HANDBOOKS AND JOB to Cover in Your PERSONNEL File Personnel of Personnel That Personnel Information Is File and Discipline are two concepts that go hand-in-hand in the area of human resource management. In fact, it is kindof a chicken and the egg scenario which comes first? In orderto Discipline an Employee you should have well-prepared docu-mentation to back up your decision. But, in order to have gooddocumentation, you need a well-crafted disciplinary policy to answer seems to be that both your disciplinary system and yourdocumentation procedures need to be running smoothly in order for yourcompany to protect itself from costly employment lawyer worth his salt will tell you that more casesare won and lost due to documentation than any other is this?

4 Because juries like to have something to hang their hats on when making adecision. For example, an Employee who is fired for coming in late every dayfor three months might win her lawsuit if the supervisor never documentedthe fact that the Employee was late. Add to that a sloppy performance ap-praisal that rates the Employee as satisfactory in the area of timeliness and theemployee is running to the bank before you can spell D-E-F-E-A-T!Lack of consistent Discipline can also come back to haunt you at example, if Maria is written up three times for tardiness and then fired,but Hank is written up six times over the same time period for tardiness, anddoes not receive any Discipline , you can bet that Maria is going to win hersex discrimination case, even if the supervisor did not have any specific gen-der bias against her.

5 It is enough that Maria was treated more harshly thanher male , your disciplinary procedure must be applied fairlyto your best way to gauge fairness is to compare employees files to make sure that equal Discipline is doled out for similar addition to good documentation and disciplinary procedures, em-ployers in the 21st century need to keep some other concepts in mind. Goneare the days when you could write up an Employee three times and thensummarily fire days, due to the large amount of capital employershave invested in training employees, and the costs to replace an Employee ,many employers are interested in how to turn bad employees into produc-tive documentation and disciplinary procedures should bethe first step in this process.

6 By letting employees know their shortcomings,1 More casesare won andlost due todocumentationthan any otherfactor. How to Discipline & Document Employee Behavior2and giving them a chance to improve, you may be saving your companythousands of dollars in the long report will aid you in managing your workforce by: Highlighting the importance of a written disciplinary policy; Explaining the benefits of an effective discharge procedure; Demonstrating how internal investigations should be run in orderto be productive and keep Employee information confidential.

7 Clarifying the role that effective job performance appraisals canhave in your disciplinary procedures; Focusing on when you need to allow an Employee representative tobe present at an investigatory interview, even if your employees arenot represented by a union; Teaching disciplinary techniques to avoid discrimination and retali-ation claims; Describing how Employee handbooks can be used as effective tools;and Emphasizing the correct use of Employee job surethat theground rulesare clearlycommunicatedto Discipline1 Disciplining employees for infractions is something that most em-ployers dread to think about.

8 In fact, wouldn t it be a great worldif all employees came in on time, did their job without complaint,and then went home and came back and did the same thing againand again? All right, time to stop reality is that em-ployees experience conflict at work and sometimes break the rulesyou have set. It then becomes your job to minimize the conflict and getthings going back on track. Sounds easy, doesn t it? We all know that it isn tthat easy, section will outline the steps you can take to preventemployee infractions, and also the choices you have when you decide to dis-cipline an POLICY GROUND RULESThe first step to keeping your Employee Discipline problems to a min-imum is making sure that the ground rules are clearly communicated to way they know what they can and cannot shouldalso clearly communicate the Discipline that will be doled out if employeesbreak your rules.

9 For this reason, you need to have a good disciplinary policyin At-Will EmploymentSome employers may be afraid that publicizing a disciplinary policymay cause a court to hold that they are bound by the ensure thatyou have the flexibility you need to enforce your policy, make sure that yourpolicy states that it is not binding and is at the discretion of was an Employee of a large department store for over21 the time her employment commenced, she signed aclear acknowledgment that her employment was at-will. Shewas aware that the company had a progressive Discipline policy,3 How to Discipline & Document Employee Behavior4although it was only published in a supervisors manual and wasnever distributed to policy in the manual statedthat the store specifically reserved the right to depart from stan-dard disciplinary procedures when it is deemed terminated Sharona for willful misconduct and did notfollow the progressive Discipline procedure.

10 Sharona sued court agreed with the store that Sharona s acknowl-edgment of her at-will employment trumped the progressivediscipline policy. It also interpreted the policy to mean that pro-gressive Discipline would only take place once an initial deci-sion not to terminate an Employee had been above example is a good reminder that at-will employment canbe surrendered by policies that are inconsistent with it, such as a bindingprogressive Discipline policy. But you can carefully reserve the right to ter-minate at will, even if you have a practice of following progressive win a case against you, an Employee must establish both that therewas a specific promise to follow progressive Discipline in all situations, andthat she was aware of that promise and relied on it as job , you should be careful not to make any express promises in your policyor handbook.