How to Conduct Disciplinary Conferences Effectively (Suggested Script)

There are 2 main reasons for disciplining employees: performance problems or misconduct. Use the following guide to plan what to say so your employee will understand the issues at hand and what they need to do to correct it.

 Step 1: Describe the unacceptable behaviour 

Be specific about what exactly it is that your employee is doing that is unacceptable. Do not use vague statements such as “Your work habits are lacking” or “You have a bad attitude”. 

Examples: 

“You have been working in a hazardous zone without your protective gear on” 

“You have been late to work for the past 3 weeks” 

“You failed the drug test that you took last Tuesday” 

Step 2: Explain the impact on the department 

The employee’s poor performance does not only affect himself, but it could have a negative impact on his colleagues and department or even the company.  

Examples:  

“Because you were late, I had to get Lucy to cover you at the reception” 

“When you failed the drug test, it breaks our drug-free workplace policy” 

“Because of your tardiness, your department was not able to meet the performance targets for the month” 

Step 3: State the required changes 

The manager will need to explain to the employee what is to be done to correct the behaviour. The required behaviour is to be in accordance with company policy or performance standards. 

Examples: 

“I expect you to be at your desk by 8.30am sharp every morning” 

“You will need to set up an appointment with the company’s assistance scheme for drug counselling” 

“You must bring your performance up to the standard by lowering your drop call rate to 20 calls a week or less” 

Step 4: Define clearly the consequences 

Convey a clear message to your employee that consequences will be applied to his case if his behaviour is not improved upon. Discuss the consequences with him to ensure that he understands what will happen if he continues with unacceptable behaviour. 

Examples: 

“If you are late again, I will request for a formal reprimand from human resources department” 

“If you do not go for drug counselling, you will be suspended from work without pay” 

“If you are not able to meet the targets, you will be put on probation and all benefits taken away”

Step 5: Provide moral support 

Conclude the conference by assuring the employee that you are available to answer any questions on how to work towards the acceptable behaviour. Express confidence in the employee’s ability to resolve the problems successfully. 

Examples: 

“I am sure we can avoid such a situation, I am counting on you to turn this around” 

“We need you and our customers need you - let’s find you the help you need ”

“I believe you can do better and prevent this from happening again”