Professional Documents
Culture Documents
LESSON 36:
DISCIPLINE
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Symptoms of Indiscipline
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deterrent (warning people not to behave in that way) or
Principle of Natural Justice reformative (calling attention to the nature of the offence, so
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Essentials of Good that it will not happen again).
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Disciplinary Procedure The best discipline is self-discipline. Even before they start to
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work, most mature people accept the idea that following
By the end of this lesson, you should be able to learn: edge on the lesson already (?). Therefore dear students, happy
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• Excessive absenteeism
• Poor timekeeping
MS 22B - Eddie Corbin, Lecturer 2 • Defective and/or inadequate work performance
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following rules and procedures will be put into effect as of this ACAS guidelines.
date: Step 1. The informal talk
SICKNESS: No excuse. We will no longer accept your doctor’s If the infraction is of a relatively minor nature and if the
statement as proof, as we believe that if you are able to go to employee’s record has no previous marks of disciplinary action,
the doctor YOU are able to come to work. an informal, friendly talk will clear up the situation in many
DEATH: (Other than your own) This is no excuse. There is cases. Here the manager discusses with the employee his or her
nothing you can do for them, and we are sure that someone behaviour in relation to standards which prevail within the
else with lesser position can attend to the arrangements. enterprise.
However, if the funeral can be held in the late afternoon, we will Step 2. Oral warning or reprimand
be glad to let you off one hour early, provided that your share In this type of interview between employee and manager, the
of the work is ahead enough to keep the job going in your latter emphasizes the undesirability of the subordinate’s
absence. repeated violation, and that ultimately it could lead to serious
LEAVE OF ABSENCE: (Surgery) We are no longer allowing disciplinary action.
this practice. We wish to discourage any thoughts that you need Step 3. Written or official warning
an operation, as we believe as long as you are an employee here, These are part of the ACAS code of practice. A written warning
you will need all of whatever you have and you should not is of a formal nature insofar as it becomes a permanent part of
consider having anything removed. We hired you as you are and the employee’s record. Written warnings, not surprisingly, are
to have anything removed would certainly make you less than particularly necessary in unionized situations, so that the
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we bargained for. document can serve as evidence in case of grievance procedures.
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DEATH: (Your own) This will be accepted as an excuse but we Step 4. Disciplinary layoffs, or suspension
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would like a two-week notice, as we feel it is your duty to train This course of action would be next in order if the employee
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your successor. has committed repeated offences and previous steps were of no
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ALSO: Entirely too much time is being spent in the restroom. avail. Disciplinary lay-offs usually extend over several days or
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In the future, we will follow the practice of going in alphabetical weeks. Some employees may not be very impressed with oral or
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order. For instance, those whose names begin with “A” will go written warnings, but they will find a disciplinary layoff without
from 8 to 8:15, “B” will go from 8:15 to 8:30, and so on. If you pay a rude awakening.
are unable to go at your appointed time, it will be necessary to Step 5. Demotion
wait until the next day when your turn comes again. This course of action is likely to bring about dissatisfaction and
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Signed: The Management discouragement, since losing pay and status over an extended
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Progressive Disciplinary Action Discharge is a drastic form of disciplinary action, and should be
reserved for the most serious offences. For the organisation, it
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disciplinary system with the help of a diagram How (a) accessible and (b) clear are the rules and policies of your
organisation/office: do people really know what they are and are
Elements in a Disciplinary System
not supposed to do. Have a look at the rule book or procedures
manual in your office. How easy is it see - or did you get referred
Employ Establish Communic
Assess
Modify elsewhere? is the rule book well-indexed and cross-referenced,
er rules and ate rules undesirable
and goals
behavior
behavior and in language that all employees will understand?
goals
How (a) accessible and (b) clear are the disciplinary procedures in
your office? Are the employees’ rights of investigation and
appeal clearly set out, with ACAS guidelines? Who is respon-
sible for discipline?
Employees Relationship Management in Disciplinary Situations
Even if the manager uses sensitivity and judgement, imposing
disciplinary action tends to generate resentment because it is an
MANAGING PEOPLE
disciplinary action so that it will be least resented. behaviour/performance should be made clear.
(a) Immediacy Step 5. The employee should be given the opportunity to
Immediacy means that after noticing the offence, the manager comment, explain, justify or deny. If he is to approach the
proceeds to take disciplinary action as speedily as possible, following stage of the interview in a positive way, he must not
subject to investigations while at the same time avoiding haste be made to feel ‘hounded’ or hard done by.
and on-the-spot emotions which might lead to unwarranted Step 6. The organisation’s expectations should be reiterated, or
actions. new standards of behaviour set for the employee.
(b) Advance warning (i) They should be specific and quantifiable, performance
Employees should know in advance (eg in a Staff Handbook) related and realistic.
what is expected of them and what the rules and regulations
(ii) They should be related to a practical but reasonably short
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time period.. A date should be set to review his progress.
(c) Consistency
(iii) The manager agrees on measures to help the employee
Consistency of discipline means that each time an infraction
should that be necessary. It would demonstrate a positive
occurs appropriate disciplinary action is taken. Inconsistency in
approach if, for example, a mentor were appointed from
application of discipline lowers the morale of employees and
his work group to help him check his work. If his poor
diminishes their respect for the manager.
performance is genuinely the result of some difficulty or
(d) Impersonality distress outside work, other help (temporary leave,
Penalties should be connected with the act and not based upon
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counseling or financial aid) may be appropriate.
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the personality involved, and once disciplinary action has been
Step 7. The manager should explain the reasons behind any
taken, no’ grudges should be borne.
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penalties imposed on the employee, including the entry in his
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(e) Privacy personnel record of the formal warning. He should also explain
As a general rule (unless the manager’s authority is challenged how the warning ‘can be removed from the record, and what
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directly and in public) disciplinary action should be taken in standards must be achieved within a specified timescale. There
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private, to avoid the spread of conflict and the humiliation or should be a clear warning of the consequences of failure to
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martyrdom of the employee concerned. meet improvement targets.
Disciplinary interviews Step 8. The manager should explain the organisation’s appeals
Preparation for the disciplinary interview procedures: if the employee feels he has been unfairly treated_
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• Go Slow
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a. Written Complaint
• Disorderly behavior.
b. Preliminary Enquiry B.1 Calling of Explanation
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• Lack of concern for job
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c. Issue of Charge Sheet B.2 preparation of Charge Sheet
• Demand for OT
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• Assault
• Late Coming
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Explanation
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Principle of Natural Justice: Before taking disciplinary action
e. Holding of Enquiry D.2 Selection of Enquiry
against a worker, management must hold a domestic enquiry,
Officer
following the principles of natural justice. This states that no
D.3 Issue of Enquiry
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Tell the person what he has done f. Report prepared by the F.1 Consideration of
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Gregor) preparation of
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This rule draws an analogy between touching a hot stove Dismissal Letter
and undergoing discipline F.3 Service of Letter
• Don’t touch (warning people not to touch a Red Stove.): Conveying the Decision
Give advance warning that punishment will follow Before starting the process of discipline, it is essential to hold a
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MANAGING PEOPLE
the charge sheet served, the explanation furnished should be • Discipline is the force that prompts individuals or groups
considered and if it is satisfactory, no disciplinary action needs to observe rules, regulations, standards and procedures
to be taken. On the contrary when the management is not deemed necessary for an organization.”
satisfied with the employee’s explanation, it can proceed with
• Maintenance of discipline is a prerequisite to the
full-fledged enquiry. (However, if the worker admits the charge,
attainment of maximum productivity, not only of the firm
the employer can warn him or award him punishment without
but also for the entire nation.
further enquiry.)
• Discipline involves the following three things.
3. Suspension pending Enquiry. In case the charge is grave
that is serious, a suspension order may be served on the (I) Self-discipline.
employee along with the charge sheet. According to the (II) Orderly behaviour.
Industrial Employment (Standing Order) Act, 1946, the (III ) Punishment
suspended worker is to be paid a subsistence allowance equal to
• Discipline can either be positive or negative.
one-half of his wages for the first ninety days of suspension
and three-fourths of wages for the remaining period of • The common causes of indiscipline are Unfair
suspension if the delay in the completion of disciplinary Management Practices, Absence of Effective Leadership,
proceedings is not due to the worker’s conduct. Communication Barriers, and Inadequate attention to
personnel Problems, Victimization, Absence of Code of
What is grave will depend on the discretion of the manage-
Conduct.
ment. It has to be decided in accordance with the Code Of
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Discipline. • Before starting the process of discipline, it is essential to
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hold a preliminary inquiry to know if a prima facie case of
4. Holding of Enquiry. An enquiry officer should be ap-
indiscipline and misconduct exist.
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pointed to hold the enquiry and a notice to this effect should be
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given to the concerned worker. Principle of natural justice must • The Code of Discipline is entirely voluntary in nature and
be followed. The worker should not be denied the chance of is not required by law.
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explaining himself. The enquiry officer should give sufficient Exercises:
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notice to the worker so that he may prepare to represent his case
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1) Why is discipline necessary?
and make submission in his defense. The enquiry officer should
2) Bring out the differences between positive and negative
proceed in a proper manner and examine witnesses. Fair
discipline.
opportunity should be given to the worker to cross-examine
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the management witnesses. 3) Outline the various forms of indiscipline and examine the
factors leading to indiscipline.
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proper and the action taken unjustified, he must be given a 8) In what conditions should dismissal be used as a penalty?
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Suspension pending Enquiry 12) 2 shipping clerks come to office following lunch, heavily
intoxicated. One has been employed for three months and
is undergoing the usual 6 months probation that all new
Holding of Enquiry employees undergo. The other has been with the company
for 16 years, is a good worker and except for a 2-day
suspension for telling off his old boss a few years ago, has
Order of Punishment a spotless record. As their supervisor, what would you do?
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60 kms to report to work daily.” Rajinder then said “ Babbir, I
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am highly pleased with your overall work performance, so it
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does not matter much if your work day begins at 8 am.”
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During the month of august 1995, Babbir was late 8 times.
Another meeting followed between the 2 and as a result his
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reporting time was changed to 9 am.
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On Jan 10, 1996, Rajinder pasted the following notice on the
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display board- “ Any employee late for work for more than
thrice in any one particular month is subject to termination.”
On Feb 20, 1996, Rajinder called Babbir into his cabin and gave
him a letter that read- “ During Feb, 1996, you have been late for
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had been fired for his tardiness. He also mentioned that every “….can be considered as: 'a condition in
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