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.