Disciplining employees is one of the least-favorite aspects of any manager’s job. Not only does the prospect create an uncomfortable interaction between people who work together on a regular basis, but it also often represents a failure—not just for the employee being disciplined but also for the manager who can be left feeling like he or she has failed in his or her role as a supervisor. Nevertheless, employee discipline is a necessary reality in virtually any company, even if it may be a rare occurrence. 
But, while employee discipline may be necessary, there are many ways employers can make the process more effective and less painful. This three-part series will look at the subject of employee discipline. First, we’ll talk about having clear and fair policies. Next, we’ll look at the appropriate tone and approach for disciplining employees. Finally, we’ll talk about when escalation is appropriate.
The Importance of Clear Policies
One of the most important factors in effectively handling employee discipline is being very clear, fair, and transparent about your policies. You don’t want to begin a disciplinary discussion with employees only to have them claim they weren’t aware their behavior was inappropriate.
Writing for Insperity, Theresa Guy-Tippie says the employee handbook is a key tool in this regard. “How can you make sure your people managers are following proper procedures when it comes to employee discipline?” she asks. “The first piece of this puzzle is accomplished with the employee handbook. Well-thought-out written policies give managers a map to follow.”
Establish and Convey Clear Consequences
Making sure the rules are clear is only the first half of the equation when it comes to setting employee expectations about discipline. The second half is making the consequences clear. What is the consequence for a first infraction? A second? A third? Which violations are seen as particularly severe?
The answers to these questions should be crystal clear to employees. Again, the employee handbook is a great place to document the information. The When I Work blog offers some advice on employee discipline, including various types of disciplinary options.
Employee discipline is uncomfortable and unpleasant for everyone involved. But by establishing clear and fair policies, you can at least create an environment in which employees aren’t caught off guard when they are subject to discipline.
Demand Accountability
It’s not enough to just have and communicate policies. The company must be committed to action and accountability. If you say a certain behavior should not be tolerated, it should not be tolerated. Not following the policies that you have laid out not only diminishes leadership credibility but also may lead to legal risk and liability.