Meaning Of Disciplinary Process & Why Is It Important

Meaning Of Disciplinary Process & Why Is It Important

6-7 minutes               A disciplinary procedure is a way to deal with behavior by an employee. When employers set out procedures, they have to take various steps before dismissing an employee to ensure they meet the requirements, either of the state or government. This helps employers save from penalties in case of wrongful dismissal action filed against them.

What is the Purpose of a Disciplinary Procedure?

No matter how small your business is, it is without a doubt that at some point, you would want to terminate an employee if they are misbehaving, which is technically referred to as misconduct.

The reason behind putting up a procedure is to establish whether or not an employee should be given a pardon and to assist you achieve the following:

• To let employees know that the behavior portrayed is not acceptable.
• Find a way of solving the issue efficiently and have them change their behavior.
• Establish penalties based on the level of their misbehavior.
• Protect your business from them if they decide to sue for unfair dismissal.

Disciplinary procedure enables all the parties involved in going through a flow. This flow is intended to:

• Make employers in a position to gather information relevant to the purported conduct.
• Listen to the employee''s side of the story.
• Minimize bias at every phase of the process.
• Demonstrate that due process has been taken.
• Assist an organization in adopting a uniform way of dealing with its employees'' discipline.

Note that formal disciplinary procedures do not always have to go with a mindset.

The Disciplinary Procedure: Step by Step

Not all complaints warrant the disciplinary process. That''s why prior to discussing the issues, one should learn whether it is really necessary to conduct a full-length disciplinary hearing or forgive an employee.

1. Statement of the Problem: The one who presents the disciplinary problem should adequately define in clear terms what feels wrong and should explain what the purpose for the procedure is.
2. Sometimes, it can help to have a private talk with a representative to make them understand the situation and give them another chance to do things right.
3. Most of the time, from a misunderstanding a private matter can occur. Though not all the situations require it, HR can lend a hand with going through a progressive discipline process to arrive at a good compromise.
4. For instance, where necessary, they will ensure that the steps of adding context, empathy, and constructive feedback or other types of input are taken to ensure that the problems are solved.
5. Fair Procedures: In instances where the first conversation does not work for the problem discussed, put in measures to follow proper procedures. Ideally, your staff handbook should already outline what should happen when disciplinary actions may be needed. Your handbook should include guidelines on work behavior.
6. It would also be useful if it could detail safety rules, conduct, protocols for how to manage absenteeism and lateness, and how bullying should be reported.
7. Conduct Full Investigation: If you believe the situation warrants a formal disciplinary process, then it''s time to begin looking into what’s been going on. You would want to objectively investigate the situation by having, if possible, an outside, objective investigator. This would mean meeting with all concerned parties, collecting copies of emails, and either conducting an employee meeting or compiling evidence for a hearing.
8. Advise the Employee of the Outcome: This should be written. This letter is not a written notice. It is just what you will issue to your team about your intentions. You would be wanting to mail it the earliest after the meeting. The actions can be:
• Decide to not take action.
• Present an appropriate Presentation Improvement Plan.
• Issue a written warning.
• Give a warning (some bad behavior should have occurred during that time for this to be relevant).
• Lowering a rank to a staff.
• Discharge him from further penalty or contemplate on agreeing with a colleague.
9. If you opt for a written warning, it should be placed into the employment record of your workers. You should realize that formal written warning letters generally are time-barred after six months.

Final Thoughts: A Verbal Warning may not always be Considered a Verbal Warning

There is a survey to the effect that a formal verbal warning is considered valid only if you have undergone a formal process of discipline. No matter how angry a manager gets and says to an employee, ''That''s it! I''ve had it. Consider this your official verbal warning!'' It isn''t enough.

Unless the process is followed through before issuing that kind of warning, one cannot consider it as an approach towards a policy. Making a system that could be considered fair is difficult in most cases for both the affected employees and the people who are meant to manage it.

It is important that HR should manage this process and give advice on practices and procedures. In addition, proper documentation is required to permit the implementation of the necessary employee protocols where appropriate.

FAQ

What are the four stages of the disciplinary procedure?

The steps in this procedure are normally progressive. They can be warnings, written warnings, final written warnings, and in severe cases, termination.

How does the HR discipline procedure look like?

The term ''discipline'' refers to a method to correct performance or behavior.

What standards govern Disciplinary actions?

Disciplinary actions depend on whether an employee is found in violation or fully guilty of breaching any offenses listed under company policies.

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