Progressive Discipline

What is progressive discipline? 

Progressive discipline is the process of using increasingly severe steps to correct inappropriate behaviour after an employee has been given a reasonable opportunity to do so. The underlying principle of sound progressive discipline is to use the most appropriate level of discipline to correct the inappropriate behaviour given the employee’s past disciplinary record. A common generalized application is to provide verbal coaching for the first instance of a wrongdoing, a verbal warning for the second instance that notifies the employee that further instances will lead to more severe punishment, a documented written warning for the third instance, a final written warning stating that any further wrongdoing will lead to termination, and finally terminating the employee who has not corrected their behaviour after participating in the discipline process.

Employers want all employees to succeed and progress in their roles without needing progressive discipline, but what happens if you notice poor performance or misconduct? It’s important to understand that poor performance and misconduct are not the same, so they require different solutions. Both issues need to be properly addressed, but each has its own process.

When is progressive discipline used?

Progressive discipline may be appropriate when an employee repeatedly fails to meet workplace expectations or breaches a workplace rule or policy.

Examples can include:

• Repeated lateness or unauthorized absences.
• Failing to follow workplace procedures.
• Misuse of company equipment or resources.
• Repeated failure to follow reasonable workplace instructions.
• Workplace misconduct.
• Wilful neglect of workplace duties.

The appropriate response will depend on the nature and seriousness of the conduct. A minor first-time issue may be addressed through coaching or a warning, while serious misconduct may warrant more significant disciplinary action without progressing through every stage.

What is the difference between progressive discipline and performance management?

Progressive discipline and performance management are related but serve different purposes.

Progressive discipline is generally used to address misconduct or a failure to follow established workplace rules, policies, or expectations. The focus is on correcting inappropriate behaviour and communicating the consequences of failing to do so.

Performance management, on the other hand, is generally focused on helping an employee meet performance expectations. An employee may be struggling because they lack training, resources, direction, or the skills required for their role, rather than because they have engaged in misconduct.

In some situations, poor performance can eventually result in disciplinary action, but employers should first understand the reason for the performance issue and determine the appropriate response.

For more information on the difference between performance improvement plans and progressive discipline, see our Advisory Chronicles article.

What is the progressive discipline process?

There is no single disciplinary process that applies to every workplace or situation. However, a traditional progressive discipline process may involve several stages.

1. Verbal warning or coaching

The employer discusses the issue with the employee and explains what behaviour or workplace expectation needs to change. The employee is given an opportunity to understand the concern and correct their behaviour.

Depending on the circumstances, an employer may document the conversation even when the initial discussion is verbal.

2. Written warning

If the behaviour continues, the employer may provide a written warning. This should clearly explain the issue, the expected improvement, and the potential consequences of further misconduct.

3. Final warning or suspension

Continued misconduct may result in a final written warning or, where appropriate, a suspension. The employee should understand that further violations may result in termination of employment.

4. Termination

If the employee does not correct the behaviour or commits further misconduct, termination may be considered, subject to the applicable employment legislation, employment agreement, and circumstances of the case.

These stages are not necessarily applied in the same order or used in every situation. Serious misconduct may warrant more significant disciplinary action at the outset.

Download our free Deciphering Progressive Discipline Guide and get started today!