Expert Supervisor provides for a three-step pretermination process
Step 1. Coaching Memo
- Meet privately with the employee and explain the standard or expectation.
- Also, explain the reason for the standard or expectation.
- Inform the employee that current behavior or performance is not meeting expectation.
- Ask the employee for an explanation.
- Offer assistance, including training or EAP, if appropriate.
- Express confidence in the employee.
- Follow up with a memo and maintain a copy for your work file. Check with your human resources representative to determine if a copy should also be placed in the employee's personnel file.
Step 2. Reminder Memo
- Meet with the employee again.
- Remind the employee of your earlier discussion.
- Inform the person that expectations still not being met.
- Review the standard or expectation again.
- Ask if there is any reason why the employee cannot comply.
- Explain the consequences of failure to correct the situation.
- Express confidence in the employee.
- Follow up with a memo and maintain a copy for your work file. Check with your human resources representative to determine if a copy should also be placed in the employee's personnel file.
Step 3. Decision Memo
- Prepare memo in advance, then meet jointly with the employee with another manager or supervisor present.
- Review the history of the situation and advise the employee that the situation must be corrected immediately.
- Explain that the employee has two options: correct the situation or be discharged.
- Discuss whether the job (or company) is a good fit for the individual.
- Ask employee to make a decision. By choosing to stay in the job, the employee agrees to maintain good behavior and performance.
- Instruct the employee to give the matter consideration and return the next business day to render a decision. At that time, if the decision is to stay, the employee is asked to sign the memo.
- Maintain a copy of the memo in the employee's personnel file.