“You’ll Thank Me For This Later”

How to Reprimand an EmployeeWithout Making a Bad Situation Worse

by T. E. Roberts, Instructor / ENC 3250, Professional Writing • USF Sarasota-Manatee

Summer 2015 • Week 2Length of this lecture audio: 00:48:10 (audio is originally from 2014; thus, the dates referred to in

the spoken presentation differ from those relevant to the Summer 2015 course)Write down Week 2 and 3 audio codes and their slide numbers and send with Assignment 2 by June 1, 6 p.m.

© 2015 by T. E. Roberts

Source: “Office Space,” © Copyright 1999, 20th Century Fox Studios

ENC 3250, Summer 2015 • Week 2 • Slide 2 of 11

Week 2 Agenda

• Assignment 1 reminders

• Purpose of Assignment 2, Employee Reprimand

• Content of reprimand

• Language of reprimand

• Procedures to follow

• Sample reprimand (excerpt)

• Who writes, reviews, and receives this document?

• Does the Golden Rule actually work?

• Assignment 2 format and deadline

ENC 3250, Summer 2015 • Week 2 • Slide 3 of 11

Assignment 1 Reminders

• Follow formatting directions in syllabus and as shown in sample memos on course Welcome page

• This assignment has two key learning objectives:

• Communicating in the formal written structure of a business memo

• Matching the style, message, and format of a business memo to the needs of your readers

• Proofread your work carefully and apply the Usage Tips (last page of syllabus)

• Label the attached file correctly (Lastname_3250_1.doc/.docx or Lastname_3250_1_markup.doc/.docx)

• Include in the body of your transmitting email the Week 1 audio codes (as explained in the syllabus and the Week 1 lecture)

• Send via email to tr@sar.usf.edu, not via Canvas, by 6 p.m. on Monday, May 18

ENC 3250, Summer 2015 • Week 2 • Slide 4 of 11

Assignment 2: The Reprimand

• A difficult but essential task that every manager must be able to perform when needed

• Consider the reprimand to be a positive effort to guide -- not punish -- an employee

• The reprimand is usually the final step in a process called “progressive discipline”

• Manager should maintain a respectful distance from subordinates

• Primary objective = fairness and effectiveness in communicating how and why to correct one or more mistakes

ENC 3250, Summer 2015 • Week 2 • Slide 5 of 11

Purpose of Reprimand

• Maintains workplace order and discipline based on prescribed procedures and performance expectations

• Demonstrates fair treatment based on behavior and results, not personality, in an open, transparent process

• Defines and reinforces authority in the chain of command• Supports company policies on safety, job performance, and

customer service• Creates opportunity for positive change in attitude, behavior, or

both• Preserves major investment in hiring, training, and promoting an

employee

ENC 3250, Summer 2015 • Week 2 • Slide 6 of 11

Content of Reprimand

• Focus on documented and specific facts, not hearsay, generalities, or uninformed opinions:

• “On Saturday, June 14, at 3:21 p.m., security cameras showed you attempting to enter a restricted area without authorization.”

• “You have failed to observe company policy regarding working hours by arriving more than 15 minutes late on Nov. 12, Nov. 19, Dec. 3, and Dec. 14.”

• Avoid personality conflicts by being neutral and objective

• Offer assistance and support where appropriate

• Remember this simple idea: Your objective as manager is to improve the situation, not make it worse ... thus, avoid jargon, boss-speak, sarcasm, or condescension.

ENC 3250, Summer 2015 • Week 2 • Slide 7 of 11

Language of Reprimand

• Support all statements with accurate details (for example, time, place, witnesses, video surveillance, and record of computer usage -- maintain a confidential manager log to track everyday details)

• Be neutral, dispassionate, formal, detached, and professional

• Focus on behavior, not personality

• State clearly the consequences if behavior does not change, but also emphasize opportunities for improvement

• Explain carefully the reasons for the reprimand in terms of these impacts:

You as supervisor Co-workers and morale

Company’s profits and competitive position

Customers or clients

LEASTIMPACT

MOSTIMPACT

ENC 3250, Summer 2015 • Week 2 • Slide 8 of 11

Procedures to Follow

• Carefully follow format and procedures recommended by Human Resources and Legal Department

• Beware of restrictions dictated by company policy, as well as local, state, and federal regulations

• See link on course website for sample reprimand:http://www.todroberts.com/USF/3250_2_Reprimand.pdf

• See http://hr.uiowa.edu/tools-departments/brief-guide-progressive-discipline for concise sample statement on “progressive discipline” procedures

ENC 3250, Summer 2015 • Week 2 • Slide 9 of 11

Sample Reprimand

NOTE: this is justan excerpt fromthe sample, not theentire document.

ENC 3250, Summer 2015 • Week 2 • Slide 10 of 11

Who Writes, Reviews, and Receives?

• First draft is prepared by you as supervisor of reprimanded employee• Who reviews the draft?• You and the employee being reprimanded (varies by company and specific

circumstances)• An official in the human resources office• OPTIONAL …

Your immediate supervisorCompany legal counselSenior executive (CEO, Executive VP)

• Who receives what?• Original => employee• Copies => your boss, HR, legal counsel, and manager(s) in relevant departments

• Handle this confidential document with great care -- if it is read by “the wrong people” (e.g., unaffected co-workers), you yourself may become the subject of an employee grievance which can result in a reprimand (yes, this really does happen)

ENC 3250, Summer 2015 • Week 2 • Slide 11 of 11

Does the Golden Rule Really Work?

• In all professional writing, empathy with reader is essential

• As a person delivering the reprimand, you are in a superior position

• Thus, if you want to be effective, you must show modesty, self-restraint, and neutrality …

“Leadership is based on inspiration, not domination; on cooperation, not intimidation.” -- William Arthur Wood

“Leadership is communicating to people their worth and potential so clearly that they come to see it in themselves.” — Stephen Covey, “The 8th Habit”

• With the possible exception of an arrest warrant or divorce summons, a person reads no document more anxiously than a reprimand

• Put yourself in your employee’s shoes … how would you feel as reader, not writer?

ENC 3250, Summer 2015 • Week 2 • Slide 12 of 11

Assignment 2 Format + Deadline

• Follow the format shown in the syllabus, page 14

• Memorize and apply Usage Tips (last page of syllabus)

• Submit the assignment by Monday, June 1, 2015, at 6 p.m., using one of the following labels:

• Lastname_3250_2_markup.docx: if you want detailed markup and will submit a revised assignment within one week.

• Lastname_3250_2.docx: if you want only a grade (nothing is returned to you).

• Include in your transmitting email the audio codes for the Week 2 and 3 lectures and the slide numbers where they are spoken (see Week 1 lecture, Slide 9, for format)

• If you have a question, email me.