Disciplinary Steps
When dealing with discipline problems, I as a company manager would try to:
1) Set standard rules and disciplinary procedures before any employees commit infractions.
2) When new employees begin their work, sit down with them and outline the disciplinary rules, procedures, and policies. Encourage the new hires to talk to their supervisor (me!) any time they have questions about the disciplinary policies.
3) Use progressive disciplinary steps, including:
a) At least one verbal warning, given without formal documentation.
b) At least one verbal warning, given with formal documentation.
c) At least one written warning indicating the nature of the offense, how to rectify the problem, and the consequences for continuing the offense.
4) Work with the employee to develop an appropriate written plan to rectify the problem.
5) Allow enough time for the employee and supervisor to implement the above-mentioned plan and make any adjustments necessary.
If all of the steps above did not solve the problem, then I would begin taking more serious steps such as:
6) Begin to consult with any necessary supervisors, human resources managers, and attorneys to determine how to proceed with more serious disciplinary actions.
7) Provide any necessary follow-up documentation to the written warning in step 3c, including evidence of further infractions after the plan in step 4 was put into place.
8) Implement a more serious punishment for the employee, such as a suspension without pay or a final written warning that explicitly lists termination as a possible outcome of further infractions.
9) If step 8 does not bring desired results, I would probably consult with the human resources manager and/or employment lawyers about possible next steps.
10) If everyone involved in step 9 agrees it is necessary, I would begin the termination process.
Termination Checklist
If I decided, after step 9, to begin the termination process, I would probably follow these steps below:
1) Consult with the employement attorney about how to proceed and follow ALL of their directions and advice.
2) Notify any necessary outside personnel, such as a network administrator, to allow them to shut off computer, phone, and building access at the appropriate time.
3) Prepare the written reports necessary for step 5c below and obtain the employee's final paycheck for step 5f below.
4) Arrange for any necessary security precautions such as a guard or escort.
5) With an eyewitness present, meet with the employee and follow all of these steps:
a) Explicitly tell the employee that their employment has been terminated.
b) Give the reason for the termination, and assure them that the decision has been made by considering all possible factors, agreed on by all necessary managers, and it is final.
c) Provide a written summary of all benefits to date, including:
1) Severance pay.
2) Compensation for vacation and/or sick time.
3) Continuation of health or life insurance benefits.
4) Any other benefits or employee assistance available.
d) Ask them to provide any company-owned security codes, logins, or passwords (I would
also probably verify that these codes are correct before I allowed the employee to leave
the premises).
e) Instruct them to turn over any company-owned items, such as access keys or credit
cards.
f) Remind the employee of any confidentiality or non-compete agreements they signed
when they entered employment at our company.
g) Give the employee their final paycheck, benefits, and/or vacation compensation (if the benefits will not continue after this meeting).
h) Instruct the employee on how to complete the human resources exit interview, gather their personal items, and leave the premises.
6) As the employee leaves, stand, offer to shake hands, and wish them success in their next steps.
7) Remain calm, courteous, and quiet the entire time, and try my best not to fall to pieces in front of my other employees that day (save my meltdown for either a private bathroom at work or my house when I arrive home that night).
8) Follow up on any necessary loose ends with the employee.
After the termination meeting has taken place, I would probably try to meet with any employees affected by the termination and take care of any necessary future steps, but I would be as discreet and polite about the termination as possible, and I would not reveal anything that the attorney has instructed me to keep quiet about.
