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No company wants employee hassles, but every company should be prepared with
a plan when they arise.

Establishing a disciplinary policy is relatively easy; however you must be the judge of which behaviors qualify for a disciplinary write-up. Once you decide on the sins, choose a sliding scale of warnings which, if not heeded, will lead to termination. I personally like the 5-step method. This gives the employee the greatest opportunity to improve while giving the company ample opportunity to provide feedback and counseling. At each step the policy should indicate what the next step has in store. Employees should always know what is coming next. Remember, it is far more cost effective to bring a wayward employee back into the fold than it is to find someone new.

Sample Policy:

Disciplinary Action Policy/Procedure

Occasionally discipline is necessary and XYZ Company tries to be firm but fair. We maintain a progressive disciplinary action policy. Employees will receive both written and oral warnings for any violation of policies and procedures. Each violation will remain on file for one year. At the end of one year, the violation in question will be removed from the employee file.

Typically, a supervisor or manager will issue warnings in the following manner:

• First warning - oral (Documented)

• Second warning - written (Documented)

• Third warning -written (Documented)

• Fourth warning - written (Documented)

• Fifth warning - termination- Team member is terminated.

Severe policy violations may result in immediate dismissal. The policy above is outlined only to show guidance as to a company’s usual practices. Always include a disclaimer that warns of a deviation from practices, at the company’s discretion.

How to Fire an employee in 5 steps

No matter what kind of disciplinary procedure you have in place, sometimes it cannot be avoided and you must terminate an employee. Depending on the state where your company is located you may have to follow various laws and regulations. The information below is specifically for an “at-will” state. Check with your local Department of Labor and Industry for the rules in your state.

Step 1:

Document, Document, Document: Be prepared with documentation on the reason for the firing. Examples would be verbal warning documentation, written warnings, performance reviews. Firing should NEVER be a surprise to the employee unless they committed willful misconduct that requires immediate dismissal. Examples would be: Insubordination, Reporting for work under the influence of drugs or alcohol, Drinking or using illegal drugs on the job, Possession of dangerous weapons on the premises and Falsification of Company Records, among many others. Before moving to step 2 be 100% certain that a firing is required.

Step 2:

Have a plan before you meet with the employee. Never meet alone with an employee you are about to fire. Always have a witness present, most commonly another member of the management team. Answer the basic security and equipment questions. Do they have company property they must return? Do you have to change passwords? Have all of the details figured out before you summon the employee.

Step 3:

Don’t beat around the bush. Once everyone is gathered and the employee is sitting in front of you get right to the point. Keep the firing short and to the point. If the employee starts trying to talk his or her way out of it, simply say “the decision is final and non-negotiable, this meeting is over.” The biggest mistake you can make is to begin talking about the good qualities in people before you get to the point and fire them. This can also come back to haunt you legally.

Step 4:

Announce the firing to other employees by simply saying “John Doe is no longer with XYZ Company.” Never give out the details, keep it general.

Step 5:

Document the firing. Again, short and to the point, note the reason in the employee folder. You may need this information in the future.

Make sure you have a disciplinary policy, and make sure everyone knows how it works. Outline the behaviors that qualify for instant termination and mention all other behaviors which the company considers contrary to its well-being. No company wants employee hassles, but every company should be prepared with a plan when they arise.