Disciplinary Actions: Best Practices for Business Owners
As a healing and leadership coach, I understand you need to hire people to keep your ship up and running. And as much as we’d love to believe we can hire perfect little robots who never mess up, that’s not going to happen if we are working with humans. Humans make mistakes. It’s part of the package. Disciplining team members is an important skill that many leaders struggle with, but it’s essential for maintaining a productive and positive work environment.
We fear turning into the very bosses we escaped by becoming our own. But no, that’s not happening – not on my watch. In this article, we’ll explore how to discipline team members effectively, using approaches that are fair, consistent, and focused on improvement rather than punishment.
First, let’s talk about what discipline is and what it involves.
Why Disciplining Team Members Matters
Handling discipline the right way is important for a few reasons:
- It keeps the workplace productive.
- It makes sure everyone is treated fairly.
- It helps team members learn and grow.
- It protects your business from legal problems.
Leaders who learn how to manage discipline well can build a better and more effective workplace. Let’s look at each of these reasons more closely:
Keeping a Productive Workplace
When discipline is done well, it helps create a focused and efficient workplace. For example, if an employee is always late to meetings, addressing this quickly can stop it from becoming a bigger problem. By setting clear rules and consequences, you encourage everyone to be on time and respect each other’s schedules.
Ensuring Fairness
Consistent discipline shows that everyone is held to the same standards. This fairness can boost morale and prevent feelings of favoritism. For example, if two employees make the same mistake, they should face the same consequences, no matter their role or how long they’ve been with the company.
Helping Team Members Grow
Discipline isn’t just about punishment; it’s about helping people get better. When you use discipline as a chance to learn, your team can improve. For example, if an employee is having trouble managing their time, a conversation about it could lead to training or new tools to help them.
Protecting Your Business
Proper records and fair discipline can protect your business from legal trouble. If you have to let someone go due to ongoing issues, having a clear record of past actions and efforts to help can support your decision if it’s questioned.
Now that you know why this is important, let’s talk about how to handle discipline effectively.
Before taking any disciplinary action, be sure you know what the real issue is. Don’t waste time on one problem when there might be other, bigger issues beneath it. Gather facts, watch behaviors, and talk to others if needed.
Understanding Disciplinary Action: What It Is and Why It Matters
Discipline isn’t about punishing people; it’s about guiding their behavior and helping them get better.
When I talk to clients who have ongoing problems with their team, it’s often because they have their own emotional issues affecting how they communicate. If this sounds like you, work on those personal issues first before trying to manage others. You may be projecting your feelings onto them. In this section we talk about how to do it the right way.
When I talk to clients about disciplining team members, I focus on these steps:
- Identifying the problem.
- Clearly explaining what you expect.
- Providing support and resources to help improve.
- Keeping track of progress and checking in.
Let’s look at each step more closely:
Identify the Problem
Before taking any disciplinary action, be sure you know what the real issue is. Don’t waste time on one problem when there might be other, bigger issues beneath it. Gather facts, watch behaviors, and talk to others if needed.
I recommend gathering at least 3-8 weeks of information before starting the discipline process. This helps you track a real pattern in behavior instead of just isolated events. Plus, you don’t have time to sit and micromanage people. Also, employees want to do well, but stress or other problems can affect their performance. For example, if someone’s work has slipped, you might review their recent tasks, talk to colleagues, and look at the data before addressing the issue with them.
After taking action, keep an eye on how the team member is doing and check in regularly. Most people fall back into old habits unless they are held accountable.
Clearly Explain What You Expect
After finding the problem, clearly explain what you expect from the team member. Don’t assume they understand from your body language or vague hints. Make sure they know their job, company rules, or specific goals they need to meet.
For example, if someone keeps missing deadlines, explain why meeting deadlines is important and how delays affect everyone else. If certain behaviors aren’t too serious, you can hold a staff meeting to remind everyone how things should be done. You can point out specific behaviors that aren’t helpful and explain why.
Tip: Don’t expect your employees to work as hard as you might. If they were that driven, they’d probably start their own business. Your job is to keep them motivated with challenging but doable work.
Provide Support and Resources
Good discipline includes offering help so the person can improve. This could mean extra training, mentoring, or tools they need. For example, if someone is having trouble with new software, you might arrange extra training or have a more experienced coworker help them.
Maybe your workers struggle with deadlines due to stress or other emotional issues. Perhaps you need to provide mental health resources at your office. In fact, some companies have an in-office therapist. It’s something to consider.
Tip: Have a great onboarding process for new hires. Avoid boring them with long presentations or sending outdated guides. Instead, pair them with a top team member who can help them learn the ropes.
Keep Track of Progress and Check In Regularly
After taking action, keep an eye on how the team member is doing and check in regularly. Most people fall back into old habits unless they are held accountable. Regular check-ins show you care about their progress and help catch any ongoing issues early. Set up meetings to discuss their progress, give feedback, and adjust plans as needed.
Tip: Set reminders on your calendar to check in 4-8 weeks after the first conversation. Include specific goals you want them to achieve before the meeting.
Clear, direct communication is essential when disciplining. Don’t be vague or drop hints – be specific about the problem and what you want to see change. No one is an expert in reading between the lines.
Know What Motivates Your People to Do Their Best
Understanding what drives your team can help you handle discipline better. Some people are motivated by praise, others by chances to grow, and some by rewards they can see and touch.
Adjust your approach based on what motivates each person. For example, if someone is motivated by personal growth, present a performance plan as a chance to learn and improve, not as a punishment.
Tip: Send out a survey to ask your team what they want. Make it anonymous to get honest feedback without them worrying about judgment. In addition, actively seeking feedback will help build authentic connections with your staff.
The image below has more of my best disciplinary action tips. Next, we’ll talk about the psychology behind discipline.
Now that we’ve covered the interesting stuff, let’s roll up our sleeves and talk about the tougher side. In the next section, we’ll discuss different ways to handle discipline, from the easiest to the hardest.
Types of Disciplinary Actions
Note: These are general guidelines. Always consult a human resource specialist in your state or region to avoid legal trouble.
There are several approaches to discipline, ranging from mild to severe:
The Psychology of Discipline
To discipline well, you need to understand how people behave. Most people respond better to rewards than to punishments. When handling discipline, think about:
- How emotions affect behavior.
- The need for clear communication.
- What motivates people to do their best.
Let’s look at these psychological aspects in more detail.
How Emotions Affect Behavior
Emotions play a big part in how people react to discipline. Remember, people might have negative experiences from past jobs (maybe even from yours).
When dealing with an issue, stay calm and professional, even if the person gets upset. Emotions run high when people feel threatened. If someone becomes defensive when getting feedback, recognize their feelings first, then guide the conversation back to the behavior that needs to change.
Tip: Don’t hold meetings from behind your desk; it creates a barrier. Use a different seating area and keep phones or gadgets out of sight. Giving your full attention shows you’re serious and encourages the employee to take it seriously, too.
The Need for Clear Communication
Clear, direct communication is essential when disciplining. Don’t be vague or drop hints – be specific about the problem and what you want to see change. No one is an expert in reading between the lines.
Instead of saying, “You need to be more proactive,” say, “I’d like you to come to our weekly meetings with at least two new ideas to improve our processes.”
By handling disciplinary actions with empathy, clarity, and consistency, you can build a more positive and productive workplace. This helps build trust and reduce the chance of workplace trauma. Remember, the goal is not to punish but to help people and the organization grow.
Verbal Warnings
Verbal warnings are usually the first disciplinary action. They involve a private talk where you:
- Explain the problem
- Make your expectations clear
- Give advice on how to improve
For example, if an employee is spending too much time on personal calls during work hours, a verbal warning might involve explaining how this affects productivity, reminding them of the company’s policy on phone use, and suggesting ways to handle personal matters without affecting work.
Written Warnings
If verbal warnings don’t work, you might need to give a written warning. This document:
- Describes the problem in detail
- Sets clear goals for improvement
- Explains what will happen if things don’t change
For example, a written warning for being late often might list the dates the employee was late, set a goal like “arrive by 9:00 AM every day for the next month,” and explain that continued lateness could lead to more serious actions.
Performance Improvement Plans (PIPs)
PIPs are a more formal disciplinary action that includes:
- Identify specific areas needing improvement
- Set measurable goals
- Give a timeline for progress
- Offer support and resources
For example, a PIP for a salesperson not meeting targets might set clear sales goals, provide strategies for better client relationships, offer extra training, and schedule weekly check-ins over 60 days.
Probation
Probation is a more serious step. During probation:
- The employee’s performance is closely watched
- Specific goals must be met
- Failure to improve may lead to firing
For example, an employee on probation for poor customer service might need to achieve a 90% customer satisfaction rate over three months, with weekly reviews and extra training.
Suspension
Sometimes, an employee may need to be temporarily removed from work. Suspensions:
- Allow time to investigate serious issues
- Show that certain behaviors are unacceptable
- Give time to cool off after conflicts
For example, if two employees get into a physical fight, both might be suspended for a week while HR investigates and decides on the next steps.
Termination
As a last resort, firing an employee may be necessary. This should happen only when:
- Other disciplinary actions have not worked
- The problem is severe enough for immediate dismissal
- Proper steps and documentation have been followed
For example, termination might be needed if an employee is caught stealing company funds, despite earlier warnings about financial misconduct.
Final Thoughts
Disciplining team members can be tough, but it’s an important part of being a good leader. By handling disciplinary actions with empathy, clarity, and consistency, you can build a more positive and productive workplace. This helps build trust and reduce the chance of workplace trauma. Remember, the goal is not to punish but to help people and the organization grow.
If you’re having trouble with discipline issues in your business, I can help. As a life and business coach, I offer personalized advice on how to lead effectively and manage your team. Don’t let these problems hold you back—reach out today to set up a consultation.
For more tips on leadership and business growth, listen to my podcast. I talk about staying calm and focused, even when things feel chaotic.
