Strategies for Fair & Effective Accountability

OWL LEADERSHIP:

Strategies for Fair & Effective Accountability

START

Warm-Up

Which

michael scott

are you today?

Objectives

Legal

Process

Engaging

Overview

Considerations

Documentation

Communication

Human Resources

Navigating Risk in Performance Management

Ensuring Fairness with Progressive Discipline

Recognizing Key Moments for Support

Connecting Through Conversations

01

Communication

Connect through Conversations

START

Intent vs. Impact

Lessons from Ted Lasso

We define our impact on others by our intentions, but we define others by their impact on us, which means we often are well overdue for a good look at how we're showing up for each other.

Proactive

Communication & Documentation

Open, transparent communication fosters trust and minimizes misunderstandings.

Build Trust

Build Ownership

"The best way to avoid tough conversations becoming disciplinary actions is to have them early. Clear, consistent documentation turns coaching into growth—not conflict."

Section 2

Write a subtitle here

Recap Question

Intent vs. Impact

Recap Question

Building Trust

Recap Question

GROW Coaching

Scenario

Communication

Your team member is showing signs of disengagement - missing deadlines and being less responsive in meetings.

02

Engage HR

Key Moments for Support

START

Key Moments for Support

When HR Should Be Engaged?

Have you even been unsure about when to involve HR in an employee issue?

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How Much Should You Handle?

What concerns or challenges do you face when deciding whether to escalate?

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Red Flags

Recognizing Escalation Points

Repeated behavioral or performance concerns despite coaching.

Emotional or defensive reactions

Medical concerns impacting work performance (LOA, FMLA, ADA)

Mentions of discrimination, retaliation, or legal threats.

Scenarios

When to Engage HR...

Chris

Lacy

Sam

03

Documentation

Ensuring Fairness with Progressive Discipline

START

Progressive Discipline

When to Use a Verbal Counseling

Documentation is critical.

I understand that things can be tough, and I’ve appreciated the conversations we’ve had. However, we’ve talked about the same issues multiple times now.

The verbal counseling is the first step in the progressive discipline process. It's a formal approach that sets the stage for addressing the issue if coaching and retraining do not work.

I know I said I’d get better, and I really wanted to. I’ve been juggling a lot, and I guess I didn’t manage it as well as I should have. But I didn’t think it was that big of a deal, to be honest.

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HR Questions

Reviewing Documentation

Specificity

Documentation

Consistency

Progress

Compliance

Scenario

If Coaching Doesn't Stick....

Despite 1:1 documented coaching and additional training, your team member has continued missing deadlines, making mistakes and creating confusion with university partners due to poor communication. What specific feedback and actions would you include in a verbal counseling?

Tips for Issuing Counselings

Progressive Discipline

Fair. Firm. Documented.

All counselings should be clear, signed, and documented to ensure fairness and accountability. Signing serves as proof that the discussion took place. Review draft counselings with HR prior to issuing.

04

Legal Considerations

Navigating Risk in Peformance Management

START

Common Pitfalls

Create Risk for the University

Legal Questions

Reviewing Documentation

Specificity

Documentation

Consistency

Progress

Compliance

Scenarios

Progressive Discipline: HR & Legal Said....

Situation 2

HR/Legal Says...

Situation 1

Situation 3

HR/Legal Says...

HR/Legal Says...

HR/Legal Says...

Situation 4

More coaching is needed: You need to have a conversation with this employee to discuss her outbursts and ask for committment to correct this behavior. She might need an ADA.

A team member you've been coaching and given a verbal counseling to for performance is now creating problems with her colleagues due to her constant disruptions and complaining.

Despite multiple documented coachings and a verbal counseling your team member is still failing to meet deadlines and demonstrate clear communication to clients.

After 90 days on a PIP, and a verbal and written counseling, your team member still has not met productivity metrics or demonstrated successful mastery of their key responsibilities.

Final: After hearing them out, explain to them that this behavior is not acceptable, productive or creating a good environment for their teammates. Set behavior expectations and extend an opportunity to discuss things before getting to their frustration point next time.

Written & PIP: This employee needs more guidance and a detailed plan to success. Outline previous documented conversations, reinforce expectations, and impact to the team/clients in a written, add metrics to a PIP to support improvement over a period of 90 days.

Final: With your documentation (Verbal, Written, PIP meetings) supporting inability to successfully complete responsibilities, issue one last final warning giving a final 30 days to show performance improvement before submitting a termination request to HR/Legal.

You've issued this team member a verbal counseling and they have ignored you ever since, you asked them for their completed tasks and they got up and left without telling anyone where they were going, making inapporiprate comments, and leaving the team unprepared to present to senior leadership in an hour.

Reflection

Fair & Effective Accountability

Today, we learned how to handle coaching and disciplinary conversations with fairness and consistency, and how HR partners with us to guide successful performance discussions. We’ve clarified the steps in the progressive discipline process and gained practical tools to approach these situations confidently. We emphasized the importance of documentation and legal considerations to protect both the university and our teams. Overall, we’re better equipped to manage disciplinary actions with clarity and confidence moving forward.

Scrappy, Resilient, and Ready

OWL LEADERSHIP IN ACTION

Lacy has consistently missed deadlines for the past two months, and despite multiple verbal reminders, there is no written record of these discussions. In one team meeting, Lacy was told she needed to improve but without any documented follow-up or action plan. Lacy seems overwhelmed by the workload but has not formally raised concerns.

Manager 1:1 Coaching

• What’s been challenging for you with these deadlines?
• How do you think we can improve your ability to manage tasks moving forward?
• The goal is to work together to set a action plan with specific deadlines and agreed-upon steps for improvement.

When to Engage HR

• If the performance does not improve despite clear coaching and an action plan, and if Lacy's behavior is impacting the team's productivity or if she exhibits signs of resistance or disengagement, the manager should escalate the issue to HR.
• HR can assist with a formal performacne improvement plan or documentation, offer additional support resources, or help guide the manager through any legal considerations in the process.

Documentation

Of All Issues

• Coaching & Feedback
• Performance Improvement Plan (PIP)
• Disciplinary Actions
• Training Provided
• Witness Statements/Incident Reports

Process:

• Clearly Outline the Issues
• Provide an Opportunity for Discussion

• Reflect on the Impacts to the Team/Work
• Review Expectations Moving Forward
• Agree on a Follow-Up Plan

Manager 1:1 Coaching

• What do you think is contributing to the challenges with puncuality?
• How can we work together to create a plan that helps you meet the attendance expectations?
• The aim is to identify any potential solutions, such as adjusting work hours or offering temporary flexibility while reinforcing the importance of consistent attendance.

When to Engage HR

• If Sam's tardiness continues despite coaching, or if he formally requests accommodations (such as a flexible schedule) that the manager cannot grant without HR involvement.
• HR can ensure that the accommodations comply with company policies or legal requirements and help navigate any potential performance consequences.

Impact: How the message is received and interpreted.

Handle Independently

• Everday coaching and minor performance feedback

• Verbal discussions with employees regarding minor issues (documented for reference)

• Setting clear expectations and following up in 1:1 meetings

• Addressing early signs of disengagement or conflict before escalation

Reason or Justification

For Termination

• Performance Issues
• Behavorial Issues
• Attendance Issues
• Misconduct

Compliance with

University Policy

• Policy Adherance
• Equal Treatment
• Reasonable Accomodations

Tip #1: Give your employee an opportunity to state their case.

Building Ownership

Cultivate & Energize

• Provide support without removing responsibility
• Help others think and do
• Be realistic about what you can do and keep your committments
• Resist the temptation to take over - keep responsibility where it belongs
• Agree on a way forward
• Assess skills to anticipate extra support

Termination Process Plan

• Timing of the termination meeting
• Exit Strategy
• Employee Communication

Engage HR:

Early. Don't wait until the situation escalates. HR can help prevent serious issues down the road.

• Consistent underperformance

• Behavioral issues affecting performance

• Difficulty providing constructive feedback

• Legal or compliance concerns

• Employee resistance to feedback or change

Tip #4: Do not rely on your memory. Be accurate, detailed and percise.

Chris has been displaying disruptive behavior in team meetings, including interrupting colleagues and speaking in an aggressive tone. The manager has received multiple complaints from the team but has only verbally addressed Chris’s behavior once, without any follow-up.

Intent: The message you mean to convey.

Sam has been frequently late to work, averaging three to four late arrivals per week over the past month. He has cited personal issues but has not provided any formal documentation or requested accommodations. While the manager has addressed the tardiness informally, it has not been documented or followed up.

Impact on the

Team or Business

• Team Morale
• Business Operations

Building Trust

Clarify & Involve

• Maintain or enhance self-esteem
• Listen and respond with empathy
• Resist responding with your emotions
• Repeat back the facts you've heard
• Capture the team member's feelings
• Express belief in abilities
• Praise courage, committment, and strong performance

Tip #2: Don't give counselings in the heat of the moment

Tip #3: Be predictable. Don't use warnings as fear tactics or empty threats.

Manager 1:1 Coaching

• How do you think your behavior during meetings impacts your team?
• What would you like to see happen differently in future meetings?
• The goal is to coach Chris on adjusting his communication style and provide concrete strategies for improvement (e.g., active listening, respecting others' speaking time).

When to Engage HR

• If Chris's behavior persists despite coaching and ongoing feedback, or if his actions create an uncomfortable or disruptive work environment, HR should be involved.
• HR can help facilitate a more formal intervention and advise on potential disciplinary action, while also ensuring the process aligns with company policies and legal considerations.

Next Steps

After Termination

• Transition Plan
• Replacement Plan
• Support for the Team