What is Counseling

Direct face-to-face conversation

between a supervisor and a direct
report
Used to help the employee identify
the reason for poor performance to
improve, not embarrass or
humiliate him or her
Generally more formal than
feedback and coaching and is
required of a small percentage of
employees

Purpose of Counseling
Communicate concerns to the employee
Determine the cause of the employees
activities
Identify avenues for improvement
and/or development
Improve employee performance

When to Counsel
When more action is required by the
supervisor following feedback and coaching
Re-establish Expectations
Not all unacceptable behavior warrants
discipline:
Usually minor infractions, or case of first
offense by a long term employee require
counseling

The Counseling Process:

Before the Session

Define your objectives.

Have all documentation
available
Review all facts
Create an outline
Arrange for privacy
Verbally inform the employee
in person and in private what
the meeting is about, and
where and when it is to take
place

The Counseling Process:

Session Guidelines

How you behave and what

you say during the session
can affect the outcome
Set a positive tone
Describe the problem
Ask, then listen
Correct the situation
Listen
Conclude the session

The Counseling
Process:
Counsel in a timely
Minimizing Conflict
manner
Counsel in private
Look for the root cause
of the problem
Listen. Do not interrupt
Show sincere interest in
the employee
If you can help, offer it,
do it

Writing a Memo:
Decision
When making the decision about whether or not to
write a counseling memo, consider if any of the
following are present:
Previous counseling has failed to bring improvement
You have little or no confidence that the employee will
correct the problem without further encouragement
The seriousness of the situation requires it.
A multi-step plan for improvement is designed and the
memo can serve as a written confirmation and reminder
Is it important to have a written record in official
personnel file (sunset dates per CBA)

The Counseling Process:

Writing a Memo

A structured account of the counseling session

that details what was said and by whom
Summarizes the performance improvement
process and notes when the follow-up session
will be held

The employee must be informed during the

counseling session if a counseling memo will be
issued and documented in their personal history
folder

Writing a Memo:
Format

Address to the employee

Be concise and clear
Tone should be supportive and factual
Date and sign the memo
Include signature line for recipient to
acknowledge receipt
Include all others who will receive a copy
(cc:), including the employees personnel
folder

Writing a Memo:
Content

Date, time, and place of the counseling session

State purpose of discussion, including the
background which led for the need for the
session
State reason for the memo
Identify what the employee should be doing,
what rules are not being followed, and what
pattern has been developed

Writing a Memo:
Content, contd.
The employees response
Identify improvement plan and performance
expectations
Include provisions for follow-up consultations
Failure to follow these steps or to include all
required elements may result in the
counseling
memo being invalid and removed from the
personal file.

The Counseling Process:

After the Session

Document: Write a memo, if appropriate

Immediacy: Whatever you decide to do
after the session, do it immediately after
the session do not wait which can
cloud your recollection of the events of
the session
Allow for employee rebuttal if requested
Schedule a follow-up consultation
Continue to monitor performance