— EXERCISE—
DISCIPLINARY ACTION FORM
Directions: Use what you have learned so far from this guidebook to manage the case situation below. Read the case, and take some time to think about the situation; then fill out the blank disciplinary action form on the next page.
An example of good discipline and documentation practice is shown in the action-form section that concludes the exercise.
CASE: A Final for John Wasastar
John Wasastar is now in sales, and he just is not listening to your feedback. It’s as if he doesn’t really care. On March 4, you gave him a verbal notice, and on July 10, a written notice. He has been well aware that you’ve been available for help.
It’s November 1, and he still is not meeting the goals you and he set to improve performance, specifically:
1. To call on 10 new clients each quarter
2. To increase plan achievement by 95 percent
3. To complete a weekly report detailing his sales calls and interactions with customer service
You are about to sit down with him and issue a final notice. What will you say? Take some time to gather your thoughts—make some notes if necessary. Then use the action form to record your statements. Remember, you ordinarily would be filling out this form after you had spoken with John, not before. (If need be, continue your explanation on a separate sheet of paper.)
— EXERCISE —
DISCIPLINARY ACTION FORM (Continued)
Sample Explanation:
Explanation of situation and action to be taken:
This document serves to confirm your need to pay attention to, and comply with, the performance goals reviewed today, November 1, and outlined below. Today’s meeting was called because you have not met the goals we mutually agree on in our meeting on March 4. As you know, these goals and the continuing issue were again brought to your attention in the written notification I issued on July 10. Your continuing non-compliance is entirely unacceptable.
Specifically, in our March 4 meeting, we agreed on three goals:
• Call on ten new clients each quarter.
• Increase your plan achievement by 95 percent.
• Complete a weekly report detailing your sales calls and interactions with customer service.
To date, you have failed to meet all three. You have called on an average of seven new clients, your plan-achievement percent stands at 91 percent, and you failed to file a weekly report for six weeks total—the weeks of May 1, May 29, June 24, September 4, September 25, and October 16. This level of performance cannot continue.
As of this date, November 1, you are being placed on a final for failure to meet our mutually agree-on goals. In order to continue with your employment, you must:
• Call on ten new clients each quarter.
— EXERCISE —
DISCIPLINARY ACTION FORM (Concluded)
Sample Explanation Concluded:
Explanation of situation and action to be taken:
• Increase your plan achievement by 95 percent by December 15.
• Every week complete a weekly report detailing your sales calls and interactions with customer service.
These are all very achievable goals, and I expect you to meet them in the timelines specified. If you do not meet these expectations, you may be subject to termination.
As always, I am available to meet with you and assist you at any time. Today is the day to renew your commitment to performance improvement and act on these goals. Let’s work together to get back on track.
COMMENTS. Notice that the sample explanation specifies the following:
History of prior actions—Why are we here?
Goals previously set—Continuing issue
Failure to meet those goals—The details
Goals and expectations for the future—Defined measures
Follow-up—Doable outcomes; availability of manager for help
This is good discipline and documentation practice— the kind you should always aim to achieve.