In improving employee performance and productivity, discipline is needed.

 

Employee discipline is the main capital so that employee performance can continue to be improved.

 

When employees have good discipline, it will be easy for the company to achieve its goals.

 

So how do you improve employee discipline?

 

What is Meant by Employee Discipline? 

 

Employee discipline refers to employee compliance with workplace rules, policies, and behavioral expectations.

 

This includes punctuality, consistent attendance, productivity, and professional behavior.

 

Strong work discipline fosters accountability, improves performance, and maintains a harmonious work environment.

 

In employee discipline, there are several important points in it, namely:

 

- Employee discipline is about ensuring a safe and pleasant work environment, not domination or punishment.

 

- Clear communication and consistency are essential to maintaining trust between managers and employees.

 

- It is important to know the laws surrounding employee discipline and have clear rules for both employees and managers.

 

- Documentation is essential in the disciplinary process to ensure fairness and legal protection.

 

- Positive discipline, which focuses on employee growth and feedback, can increase engagement and productivity.

 

How to improve employee discipline?

 

To improve employee discipline, here are some things you can do:

 

A. Give a real example

 

The first way to improve employee discipline is to provide real examples.

 

As a company's HR team, you have a role in creating and enforcing employee discipline.

 

Of course, if you want this discipline to be carried out by employees, you must show real examples.

 

If you want your employees to arrive on time, then you must arrive on time.

 

From here, employees can later emulate your behavior.

 

B. Set clear rules for employees

 

Clarify your company’s policies and rules.

 

You can’t start disciplining employees for behavior they don’t know is unacceptable.

 

Here are some common areas you should cover in your employee handbook and training:

 

- When employees should come to work, take a break from work, and go  home from work.

 

- Rules for employee leave applications, including when employees are entitled to leave.

 

- Employee salaries and benefits.

 

- Dress codes.

 

- Work ethics.

 

Have them sign an employee handbook that outlines these rules so you have documentation that they have heard and understand what is expected of them.

 

These rules are usually also outlined in the employment contract when a new employee is hired.

 

C. Set clear rules for your managers

 

Any time a manager fails to discipline an employee in the same manner or procedure as a different employee, you are setting yourself up for legal action for unequal treatment.

 

This often happens when you have multiple departments and managers who have different “management styles.”

 

One may be more strict, while another may be more lenient.

 

All managers should be consistent in enforcing your disciplinary policies.

 

To keep managers on the same page:

 

- Conduct regular manager training, and make review of discipline policies an important part of it.

 

- Make sure managers understand that they should not promise future employment if behavior or productivity improves, as this can be viewed as a contract by employees.

 

- Keep track of disciplinary issues to ensure that all employees are treated equally.

 

- Have the same form for all managers and departments to use when they write up an employee for a disciplinary violation, if you use written notices as part of the process. Make sure they fill out the form completely.

 

- Have a system in place that allows you to easily review disciplinary records.

 

- Watch during employee reviews for issues with employees being treated the same by different managers. Make a point to ask about these issues.

 

- Discipline your managers if they fail to enforce your own policies.

 

D. Determine the disciplinary method you will use.

 

There are several disciplinary methods you can use.

 

All disciplinary methods are based on the idea that there are goals or benchmarks that must be met, and if they are not met, then something must be done.

 

You can take a punitive or rehabilitative approach.

 

It all depends on your preference, both in terms of what you think works best for your business and what you feel comfortable using.

 

Progressive discipline is the process where you increase the severity of your discipline as an employee fails to correct a problem.

 

This is a common approach because it tends to protect the employer from legal action, but not everyone likes it.

 

This approach generally uses a punitive approach, but you can mix in elements of rehabilitative (such as training) into it.

 

Here are some examples of how to use discipline in the workplace:

 

- Verbal warning. A tactful verbal warning should be given when an employee exhibits behavior that is contrary to the rules.

 

- Written warning. A written warning documents in detail what the problem is, how the employee must change their behavior to correct the problem, and what will happen if they do not. This warning must be signed by the manager, a witness, and the employee. 

 

- Final warning. The employee is notified of all instances of unacceptable behavior, including verbal and written warnings. The manager should document what the employee was told to improve, and how they failed to do so. It should be made clear that termination is possible if improvement does not occur. 

 

- Probationary period. Some employers may want to give their employees one last chance to make changes before termination. The probationary period may include a reduction in pay or retraining or increased supervision. 

 

- Termination. If the problem is not resolved, you should call the employee, review all documentation, discuss the process and efforts to make changes, and terminate the employee.

 

Keep in mind that the more detailed and process-oriented your policy (e.g., progressive discipline), the less power you have to terminate immediately.

 

When you create a disciplinary process, consider how it will work in the type of situation you are facing.

 

E. Documenting employees in the workplace

 

When you find yourself in a worst-case scenario, documentation will help you.

 

If employee discipline results in termination or legal action, not having documentation that can be used to justify disciplinary action leaves you open to potential legal consequences.

 

There are two types of documentation:

 

- For employee files

 

These are the documentation and notes that you create and keep in the employee’s file but do not share with the employee.

 

These are often the notes you might use during an employee review or when you have given the employee a verbal warning.

 

These notes are not considered the “official” written warning that begins the termination process that the employee receives, but rather a record that shows a pattern of behavior.

 

Make sure you let your employees know in your handbook that you are keeping written records like these.

 

- For a written warning

 

If you use a written warning, this is the type of documentation that you give to the employee privately as part of your disciplinary process.

 

This type of warning is usually a sign that the initial disciplinary process has been done and that you are moving forward toward possible termination if the employee does not change.

 

It is important to document the issues, even if it is as simple as noting when an employee is late or unprepared.

 

If you just mentally record all the issues and then, when you can’t take it anymore, fire or aggressively discipline the employee, it is not fair to the employee.

 

They may not know that what they did was a big deal.

 

F. Be proactive by using employee reviews

 

Regular employee reviews, even for small businesses, are a proactive approach to employee discipline.

 

Reviews are fairly flexible; they can be applied to almost any discipline process.

 

They’re also useful if you don’t want to get caught up in a progressive approach, but want to help build employees up and encourage (through training and coaching) better performance or behavior.

 

Documenting behavior (good and bad) and productivity over time is what makes the difference between a great review and a waste of time.

 

You have specific things to talk about, and that’s helpful.

 

G. Give rewards

 

In addition to implementing warnings for undisciplined employees, you should also provide rewards or awards to employees who carry out every rule in the company.

 

This reward can be given in various forms, ranging from providing bonuses, additional leave, to incentives to employees.

 

That way they feel that their discipline is recognized by the company and they can be motivated to continue to improve it.

 

H. Stop focusing on productivity as the primary measure

 

When managers focus too much on productivity, it’s easy to let bad behavior slide as long as productivity goals are met.

 

Problems grow and grow and reach a point where the only option managers have, after ignoring the problem for so long, is to take immediate and drastic action.

 

Productive employees can still create problems, and may even make the people around them less productive.

 

I.  Use technology

 

The last way to improve employee discipline is to use technology to support it.

 

In an era of rapidly developing technology, technological assistance can make it easier for you to enforce company rules, including improving discipline.

 

One of the technologies that must be used is the HRIS system.

 

The HRIS system is the latest technology that will facilitate employee management in your company.

 

You can automatically record attendance, calculate salaries automatically, manage leave and permits easily, analyze data, integrate accounting, and even do live employee tracking.

 

What are the do's and don'ts in employee discipline?

 

There are several things that can and cannot be done in employee discipline, namely:

 

Things that can be done

- Be fair. This is the most important thing. When employees feel they are being treated fairly, they are more likely to respond to discipline the way you want them to.

 

- Document everything. If you ever find yourself in a legal situation because of the way you disciplined an employee, you’ll need it. The employee’s file will protect you in the long run.

 

- Act quickly. If you wait too long to discuss an issue with an employee, it can create confusion and resentment. The sooner you discuss it, the sooner they can work to resolve it.

 

- Talk to the employee’s supervisor. Work as a team to gather relevant information and figure out the best course of action. Make sure everyone is on the same page.

 

- Continue to check in with your employee. Give them feedback on their performance so they know they’re making progress. This also shows that you care about their development and reinforces that discipline is about the action, not the person.

 

Can't do it

 

- Don’t threaten your employees. Making empty threats can feel like a personal attack. And if progress isn’t made, you have to follow through on your promises or face the consequences of not following through.

 

- Don’t assume your employee knows they’ve done something wrong. Take the time to explain the problem and why it’s a problem. There may be an easy fix, such as simple education or training.

 

- Don’t assume that just because you’ve talked about it, the problem is gone. Continue to follow up with your employee. Keep written documentation of everything you’ve discussed about the issue.

 

- Don’t make discipline personal. Keep the focus on the problem, not the person. Keep your employee focused on their job and how the problem impacts the business.

 

- Don’t wait to document the problem. Make sure you get pertinent information about the behavior documented quickly, so you don’t have to rely on your memory later. This tends to bias reports and be unhelpful in the future.

 

Conclusion

 

That was the explanation regarding employee discipline and how to improve it that can be your reference.

 

Employee discipline is the main capital to support the improvement of employee performance and employee productivity.

 

When your company has good discipline, it will be easy for the company to achieve the desired goals.

 

This is because employees are a very important part of the company, where these employees will be the front guard supporting the company's progress.

 

Therefore, it is important for companies to manage employees well to support employee discipline and company progress.