Difficult&CrucialWorkplaceConversationsOriMurdock,SPHR,SHRM-CPSr.HRAdvisor,G&APartners

Introduction

• Asmuchasmanyofustrytoavoidtheseconversations,weknowtheymusttakeplacebut:• Who– shouldhavetheconversation?• How– shouldtheconversationbehad?• When– shouldtheconversationbeheld?• Where– shouldtheconversationtakeplace?• Why– shouldyouevenhavetheconversation?

Examples

• PoorHygiene• Performance• Discipline• Separations

• Voluntary• Involuntary

• Death

PoorHygiene

• Purpose:• Studiesshowthatcoworkersareaffectedbyeachother’scleanliness• Employeewillbenegativelyperceived• Offensivetoyourcustomers/clients

PoorHygiene

• Priortothemeeting:• Becertain- Isitaonetimeissueoristhereapattern?• Goodtiming- Endofthedayisbest,asyoudonotwanttheemployeefeelingembarrassedandself-consciousforhours• Discussinaprivateoffice- NEVERINPUBLIC• Bedirect,butsensitive• Pickyourwordscarefully- DON’Tsay“severalpeoplehavecomplainedaboutyourodor”

PoorHygiene

• Duringthemeeting:• Ruleoutamedicalcondition.• Possiblescript:• “[name],Iwantedtomeetwithyouone-on-onebecauseIneedtosharesomethingwithyouprivatelyanddiscreetly.Youmaynotrealizeit,butitappearsyouhaveabodyodorproblem.Isthereamedicalconditionthatweneedtobeawareof?”• If“yes,”followAmericanwithDisabilitiesguidelinesandcontactG&APartners/employmentcounselforassistance

• If“no,”remindemployeeofthecompany’sgroomingpolicyandaskthatcorrectiveactionbetakenimmediately

• Facilitator:HR

Performance

• Purpose:• Toplacetheemployeeonnoticethathe/sheisnotmeetingthecompany’sexpectations• Togivetheemployeeampletimetotakecorrectiveaction

Performance

• Priortothemeeting:• Askyourselfiftheemployeehasbeenadequatelytrainedandgiventhetoolstoperformhis/herjobsuccessfully• Ifno,stopandprovidetheemployeewiththetoolsandtrainingneededtoimprovehis/herperformanceontheirown

• Ifyes,moveforwardwiththeconversationprocess• Gathersupportingdocumentation(i.e.tasksanddeadline

misses,workproductstats)• Determinefairandconsistentexpectationsforperformance• Determinefairandconsistentconsequencesfornon-

compliance

Performance

• Duringthemeeting:• Behonest• Bespecific(who,what,whenandwhere)• Documentation• Specificdatesandincidents• Askaboutroadblocksaffectingtheemployee’sperformance• Asktheemployeetocomeupwithasolution/offerassistance

Performance

• Duringthemeeting:• Requestimprovementbyacertaindate• Makesuretheemployeeknowsyou/thecompanywantstoseehim/hersucceed• Identifyconsequencesoffailuretomeetexpectations- don’tcrywolf!• Ifapplicable,thanktheemployeefortheircommitmenttotakingcorrectiveaction• Documentthemeeting- nothingbutthefacts!• Useclearlanguagethatfocusesonresultsandbehavior

Performance• Possiblescript:• “[name],Iaskedtomeetwithyoutodaytodiscussanissuethatwe

needyourassistancetocorrect.Itappearsthatforthelast[number]weeks,youhave[explainperformanceissue].Isthereareasonyou’rehavingtroublemeetingthesecompanystandards?[allowtheemployeetospeak/offeranexplanation]

Thisisunacceptableandcannothappenagain.Forthisreason,weareplacingyouonaPerformanceImprovementPlanforthenext[number]days.DuringthistimeyouandIwillmeetonaregularbasistoreviewyourpendingprojectstomakesuretargetdeadlinesaremet.Wewillalsobesendingyoutoprojectmanagementtraining.Ourhopeisthatthisadditionaltrainingwillaidyouinimprovingtheseperformancedeficiencies.Attheendofthe[number]dayswewillmeetagaintodetermineifyourimprovementmeetscompanystandards.Ifitdoesnot,youwillbesubjecttoadditionaldisciplinaryaction,uptoandincludingtermination.”

• Facilitator:Manager/Supervisor

Discipline

• Purpose:• Tocreateanatmosphereofrespectandaccountabilitythatfostersproductivity

Discipline

• Priortothemeeting:• Identifypolicyviolatedandhowitwasviolated• Conductinvestigation(gatherthefacts)• Researchwhathasbeendoneinthepastforsimilarlysituatedemployees• Reviewtheemployee’spersonnelfile• Reviewthecompany’sdisciplinepolicy• Determinepunishment- mustfitthecrime• Determinewhowillwitnessthemeeting

Discipline

• Duringthemeeting:• Bedirect• Statethereasonforthemeeting• Allowtheemployeetospeakandaskquestions• Advisetheemployeeofthelevelofdisciplineandthepunishment• Provideemployeewithspecificconsequencesoftheinfraction

Discipline• Possiblescript:• “[name],ithascometoourattentionthatyou[explainviolation].Weconductedaninvestigationandhavedeterminedthatyouhaveviolatedthecompany’sCodeofConductpolicy.Whatdoyouhavetosay?

Duetothenatureoftheviolationandyourrecordwiththecompany,youwillbe[explainconsequence].Shouldthishappenagain,youmaybesubjecttofurtherdisciplinaryaction,uptoandincludingtermination.Doyouhaveanyquestions?

Wevalueyourcontributiontothecompanyandgoingforwarditisourhopethatyouadheretoallcompanypolicies.”

• Facilitator:Manager/Supervisor

Separations

• Resignations• Layoffs• Terminations

Resignations

• Priortothemeeting:• Determineiftheemployeeisleavingongoodstanding• Reviewtheemployee’spersonnelfiletomakesuretherearenooutstandingissuesorcomplaints• Determineifyouwillallowtheemployeetoworkthenoticeperiod• Prepareatransitionplan

Resignations

• Priortothemeeting:• Preparecommunications• Determineifanexitinterviewiswarranted• Prepareachecklistofcompanypropertycurrentlyintheemployee’spossession• NotifyI.T.foraccessremoval

Resignations

• Duringthemeeting:• Engageinwarmandfriendlyconversationabouttheemployee’sfutureplans• Thegoalistotrytounderstandwhythepersonisleaving

• Advisetheemployeewhenhe/shecanexpectfinalwages

• Ifapplicable,advisetheemployeeofbenefitscontinuation

• Gathercompanyproperty• Thanktheemployeeforhis/hercontributionstothecompany

• Asktheemployeeishe/sheiswillingtodoanexitinterview

Resignations• PossibleScript:• “[name],beingthattodayisyourlastdaywithourcompany,Iwanted

tomeetwithyoutomakesureyouunderstandourseparationprocess.Assuch:• Youwillreceiveyourfinalwageson[date].• Percompanypolicy,you[will/willnot]bepaidforanyaccruedandunused

PTO.• Youwillreceiveinformationinthemailaboutbenefitcontinuation• Ineedtogetbackfromyouthefollowingitems[listitemsfromchecklist]

• Bytheway,hereisourexitinterviewquestionnaire.Wewelcomefeedbackonhowwecanmakethecompanyagreatplacetowork.Wewouldappreciateitifyouwouldcompleteandmailitback.

• Thankyouforyouryearsofserviceandcontributionstothecompany.Wewishyoumuchsuccessinyournextprofessionaljourney.”

• Facilitator:Managerw/HRsupport

Layoffs

• Priortothemeeting:• ConfirmthecompanyisnotsubjecttotheWorkerAdjustmentandRetrainingNotificationAct(WARNAct)• 60daynotice• Employerswith100ormorefull-timeemployees• Employmentlossof50ormoreatasinglesiteofemployment

• Determineifseverancepackagesw/begivenand,ifyes,howmuch

• Determineifemployeeswillberequiredtosignreleasesinexchangeforseverancepay

• Determinewhowillbesubjecttolayoffandwhy(makeabusinesscase)• Documentyourselectionprocess

Layoffs

• Priortothemeeting:• DetermineOlderWorkerBenefitProtectionActneeds• Employees40orolder• Twoormoreemployeesbeinglaidoff• Prepareatransitionplan• Prepareacommunicationplan• Prepareachecklistofcompanypropertycurrentlyintheemployee’spossession• NotifyI.T.foraccessremoval

Layoffs

• Duringthemeeting:• Bethemessengerandtaketheheat• Whenpossible,in-personisbest• Bedirect– Smalltalkduringalayoffonlyaddsinsulttoinjury• Behonest– Don’tcallitalayoffunlessitactuallyisalayoff• Don’tblamethedecisiononanyoneelse• Directquestionstoapre-determinedsinglepointofcontact

SeparationsInvoluntary- Layoffs• PossibleScript:• “I’vecalledthismeetingbecauseImustinformyouthatdueto

[reasonforlayoff],yourpositionwiththecompanyisbeingeliminatedeffective[date].Unfortunately,wedonothaveanotherpositionavailableforyou.HRwillworkwithyoutocompleteyourtransition.Thisdecisionwasmadeafteralongandcarefulreviewoftheoptionsavailable,realizingthatsomepeoplewillbeaffectedatnofaultoftheirown.Thiswasaverydifficultdecisionandcarefulconsiderationwasgiven.Itwasalsoreviewedatthehighestlevelswithintheorganizationandthedecisionisfinal.Imustnowinformyouthat:• Youwillreceiveyourfinalwageson[date].• Percompanypolicy,you[will/willnot]bepaidforanyaccruedandunused

PTO.• Youwillreceiveinformationinthemailaboutbenefitcontinuation• Ineedtogetbackfromyouthefollowingitems[listitemsfromchecklist]• Ifyouhaveanyquestions,pleasecontact[name]”

• Facilitator:Managerw/HRSupport

Terminations

• Purpose:• Resultofpoorperformanceorviolationofcompanypolicy• Terminationshouldneverbeasurprise• Decisionshouldbelawfulandconsistentwithcompanypracticesandpolicies• Lastresort• Regardlessofthereasonforthetermination,maintaintheemployee’sdignity

Terminations

• Priortothemeeting:• Determinethefollowing:• Isthereasonforterminationlawfulandinaccordancewithcompanypoliciesandpractices?• Ifyourcompanyhasaprogressivedisciplinepolicy,doesitallow

youtobypassthestepsandgostraighttotermination?• Whathasbeendonetootheremployeeswhoviolatedthesame

policy?

• Isthisan“at-will”employee,ordoestheemployeehaveanemploymentcontract?

• Isthereaunioninvolved?

Terminations

• Priortothemeeting:• Reviewtheemployeespersonnelfileforpotentialissues• Hastheemployeefiledanycomplaints?• Istheresufficientdocumentationinthefiletosubstantiatetermination?

• Isthereanythinginthefilethatmightbeevidenceofanillegaltermination?

• Prepareatransitionplan• Preparecommunicationplan• Prepareachecklistofcompanypropertycurrentlyintheemployee’spossession

• NotifyI.T.foraccessremoval

Terminations

• Duringthemeeting:• Brieflyexplainthereasonfortheterminationinanobjectiveandprofessionaltone- tellthetruth• Beginbyinformingtheemployeehe/sheisbeingterminatedasofaparticulardate• Noapologies• Keepitsimple- avoidanargument• Befocusedanddirect- thedecisionisfinal

Terminations• Possiblescript:• “[name],I’vecalledthismeetingbecauseImustinformyouthat

we’vedecidedtoletyougoeffective[date].Thereasonforthisdecisionis[explainthereason].Doyouhaveanyquestions?”

Imustnowinformyouthat:• Youwillreceiveyourfinalwageson[date].• Percompanypolicy,you[will/willnot]bepaidforanyaccruedandunused

PTO.• Youwillreceiveinformationinthemailaboutbenefitcontinuation• Ineedtogetbackfromyouthefollowingitems[listitemsfromchecklist]

Pleaseletmeknowifyouhaveanyquestions.Thankyouforyourcontributions,andwewishyoumuchsuccessinyourfutureendeavors.”

• Facilitator:Managerw/HRSupport

DeathofaCoworker

• Purpose:• Tocommunicatethedeathofacoworkertostaff• Thingstokeepinmind:• Workfamily• Timespendatwork• Bondsandfriendships

• Self-care• Embraceyourownemotions• Talktosomeone

DeathofaCoworker

• Priortothemeeting:• Determinehowmuchinformationtoshare• Getthefamily’spermission- Askwhatinformationtheyarecomfortablewithyousharing

• Askifthefamilyiscomfortablewithcoworkersattendinganyservice

• Besensitive,butdirect• Arrangeforgriefcounselors• G&APartnerscanassistyou/checkEAP

• Determinethebesttimeandplace

DeathofaCoworker

• Duringthemeeting:• Besupportive• Bepreparedforallsortsofemotions• Instructemployeesonhowtotakeadvantageofgriefcounseling(ifoffered)

• Giveemployeestimetosharememories• Checkbackwithemployees• Createaflexibleplansothateveryemployeeisaffordedtheopportunitytopaytheirrespectswithoutdisruptingbusinessoperations

• Bepreparedfor“businessasusual”tobetricky• Productivityandmotivationwillbeslowforawhile• Delicatelydelegatetheworkofthedeceasedemployee

DeathofaCoworker

• PossibleScript:• “Iregrettoinformyouthat[name]passedon[date].Thefamilyiskeepingthedetailsprivate,andweaskthatyourespectedtheirwishes.Ifandwhenthefamilyprovidesuswithinformationonfuneralserviceswewillletyouknow.

Weunderstandthatthislossisveryupsetting,andforthisreasonwehavearrangedforagriefcounselortobeheretospeakprivatelywithanyonewishingtoutilizetheirservices.TomorrowIwillbecheckingbackwitheveryone.Thisisaverysadtimeforallofus.”

• Facilitator:Managerw/HRsupport

DeathofaCoworker

• Afterthemeeting:• Atanappropriatetime,meetwiththefamilytoallowthemto:• Gatherthedeceasedemployee’spersonalbelongings(preferablyafterhoursorontheweekend)

• MeetwithHRtoprepareanyinsuranceinformation• Prepareatransitionplan• NotifyI.T.foraccessremoval

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