2. Documenting Discipline (pp. 9-11)
Why is documentation so important?
1. To confirm what did/did not occur (legal)
2. Most objective, can review and reconsider
3. Consistency
Why do we use discipline?
Discipline = “To train (a person) to act according to the
expected norm”
3. Documenting Regularly (p. 24)
How should I document?
Notebook/Notepad
Calendar (if electronic mark private)
Journal in Outlook
What should I document regularly
Conversations about work assignments
Training
Informal counseling or coaching sessions
Good work and kudos
Customer complaints and compliments
Disciplinary actions (Progressive Discipline)
4. FOSA+ System
(pp. 8-9)
F Facts to define the problem.
O Objectives that explain to the employee how to resolve
the problem
S Solutions that can help the employee reach the
objectives
A Actions you will take if the problem is not corrected
+ Plus your overall efforts to help the employee succeed
5. Step 1: Facts (FOSA+)
(pp.33-35)
Avoid Subjectivity & Conclusions
Remove the accusation
The 5 W’s
What happened
When it happened
Where it happened
Who was involved
Why it happened
6. Step 1: Facts (FOSA+) (pp.
36-38)
Use your five senses
“I saw…”
“I heard…”
“I touched…”
“I smelled…”
“I tasted…”
7. Step 1: Facts (FOSA+)
(pp. 39-41)
Third Party Observations
Be careful
Confront the individual with
the information
Use Witnesses with
factual information
Use techniques from
previous slides
8. What not to write…
These individual quotes were reportedly taken from actual employee
performance evaluations in a large US Corporation.
"Since my last report, this employee has reached rock bottom.....and has
started to dig."
"I would not allow this employee to breed.“
"This employee is really not so much of a 'has-been', but more of a definite 'won't be'."
"Works well when under constant supervision and cornered like a rat in a trap."
"When she opens her mouth, it seems that it is only to change feet."
"He sets low personal standards and then consistently fails to achieve them."
"This employee is depriving a village somewhere of an idiot."
"This employee should go far...and the sooner he starts the better."
9. Step 1: Facts (FOSA+) (pp. 76-
77)
Gather the accused employee’s perspective on the
situation if it is a third party claim
1. Approach using the techniques described
○ Five senses
○ Facts
2. LISTEN
○ This will likely be a shock to the employee
○ Assure them you are only investigating, not accusing
○ Take notes and read them back to the employee (Why?)
Another good approach is copy your notes from that conversation
10. Step 1: Facts (FOSA+)
(pp. 76-77)
Objectively analyze all the
facts
Ensures your information is complete
Ensures you are proceeding in a fair
objective manner
Opportunity to compare situation to other
disciplinary actions for consistency
Have a third party review your
conclusions (VP or HR)
11. DECISION POINT
Facts Collected
Documented effectively
Analyzed
Reviewed (with VP or HR)
Decide appropriate discipline
- Training
- Counseling
- Verbal warning
- Written warning
- Final written warning
- Termination
12. Step 2: Objectives (FOSA+)
(pp. 44-51)
When writing think:
Specific
Positive
Required
Complete
Achievable
Performance Objectives
Give the employee a specific behavior pattern to follow
OR
Set specific result for the employee to achieve
13. Step 3: Solutions (FOSA+)
(pp. 51-53)
“Offering an employee solutions to help
him or her resolve a problem is one of
the most important steps you can take.”
Solutions don’t have to be elaborate,
just effective.
14. Step 4: Action (FOSA+) (pp. 54-
56)
What must be communicated in “Action”?
1. The specific action you are taking now and
scheduled follow-up
e.g.
- Training
- Counseling
- Verbal warning
- Written warning
- Final written warning
- Termination
2. The action you will take if the employee’s
behavior falls short of the objectives.
15. Step 5: Plus (FOSA+) (pp. 57-
59)
Stay positive and work as a coach
Communicate that this is to help not hinder.
Remember definition of discipline
This is not punitive
We are communicating the need to change
If Actions are not met, you defined the consequences in Step 4
(Actions)
16. Progressive Discipline
(p. 60)
Training
Counseling
Verbal Warning
Written Warning
Final-Written Warning
Termination
Steps are subject to being skipped at discretion of VP and HR
Consistency = Managing similar situations the same
e.g. gross misconduct
17. NDUS HR Policy 25:
Job Discipline/Dismissal
If the Progressive Discipline results in the following
consequences:
Dismissal from employment
Suspension without pay
Demotion to a lower pay rate
Adhere to requirements set forth in NDUS HR
Policy 25
18. Meeting with the Employee
Step 1: Preparation
Video of a poor review (Click Here)
Be thoroughly prepared (over-prepared)
Documentation
Policies
Etc.
Make sure your facts are accurate
Ask HR and/or another manager to be present
Why?
Prepare a written FOSA+ Summary as documentation for the
file
Add signature lines
19. Meeting with the Employee
Step 2: The Meeting
1. Tell the employee why you are meeting
2. Emphasize the “+” - Plus
Here to make aware and help
3. Explain the “F” - Facts
Allow the employee to ask questions
Do not argue facts
If an unknown fact presents itself that raises doubt, put the process on hold
immediately
Ensure the employee understands the purpose and facts
Example Video of miscommunication in the meeting (Click Here)
4. State your “O” - Objectives
20. Meeting with the Employee
Step 2: The Meeting
5. Ask the employee for their suggestions on
how to improve.
They will likely match, which is good
Why?
6. State your “S” – Solutions
7. Summarize with your “A” – Actions
8. Sign and Date the form for the file
Signature acknowledges the information was shared, not that
they agree
21. Meeting with the Employee
Step 3: Follow-up
Schedule regular follow-ups
i.e.
○ Daily
○ Weekly
○ Monthly
22. Citations
Deblieux, Mike. Documenting Discipline. Virginia Beach:
Coastal Training Technologies Corp., 1995.
