Procedure #: HP SOP 10
Function: Manager Policies
Implementation Date: 011724
Policy/Purpose: Hillman Beer believes in rewarding great working habits as well course-correcting when necessary to create quality and accountability within the team. The goal of the Improvement Action Plan is to provide training when required and address all deviations from company policies and procedures to create a firm but fair working environment for our team. The forms used in this plan also provide documentation and historical information for future training, disciplinary discussions and/or involuntary terminations.
Overview: The Improvement Action Plan consists of three forms used to document all verbal and written communication to team members when that communication was necessary to correct a deviation from a company job description, procedure, policy or Team Member Handbook. Use of the forms follow a certain order to provide the opportunity to first, address the deviation, second, provide additional training and third, begin disciplinary action when necessary. It is important to always follow this procedure in the prescribed order to receive the greatest benefit.
Documentations: The following forms shall be used for all Improvement Actions.
- Note to File – Used by the manager to document communication with a team member to correct a deviation from the Handbook, SOPs, Job Description, or other training materials. This form is not intended to be presented to the team member. It should be filled out in its entirety with as much detail as possible within 24 hours of the interaction with the team member. The manager’s signature is required on this form.
- Training Action – Used by the manager to document communication and training provided to a team member for a deviation that has already been noted in a Note to File within the past 180 days or has been documented in a Note to File two or more times. The Training Action should accurately describe the deviation from the Handbook, SOPs, Job Description, or other training materials, the training that was provided as a result AND it requires the team members signature acknowledging the deviation as well as the additional training provided. This form provides the team member the opportunity to request additional training if they feel it is necessary. The team member’s signature AND the manager’s signature is required on this form.
- Disciplinary Action – Used by the manager to document a deviation that has already been addressed with one or more Note to File’s and/or Training Action’s within the past 180 days that the team member has failed to adequately correct OR an issue that warrants an immediate disciplinary action to include the unacceptable behaviors in the handbook and our time and attendance policy (after a Note to File discussion ideally). The Disciplinary Action should accurately describe the deviation from the Handbook, SOPs, Job Description, or other training materials and the team members’ failure to correct. The Disciplinary Action requires the team member’s signature. The manager’s signature is required on this form as well.
- When a Manager observes a team member’s behavior that is a deviation from any Hillman Beer policy, procedure or handbook the manager should consult the Team Member Handbook, Job Description, Training Guide, SOP or other document that describes the required behavior. This information could also be found in documents such as line build books, recipe books or checklists. The manager should ensure that the pertinent information was listed clearly for the team member and refer to that document and information when describing the deviation on the required forms.
- The Manager should consult with the HR Manager for any/all previous improvement action forms administered and follow the guidelines below based on the next step that is warranted in the improvement action process.
- The Manager will find the required forms in Google Drive in the PDF folder; Forms; Improvement Action Plans. The manager must type all information and fill out the form with as much detail as possible, using full names, dates, times and locations.
- The Note to File Form should be used whenever someone is not doing something as they have been trained to do, or that has been expected of them. This does not have to come in the form of a formal sit down in the office, but can be a 20 second timeout where you take the team member aside to let them know you have observed some action that is not in line with what HB expects as a company and also let them know what you need to see them do moving forward.
- The Training Action Form is a little bit more formal than the Note to File Form, and should be a sit down conversation, but not necessarily in the office. This informal sit down needs to include a witness. The Training Action Form should be a follow up to the Note to File Form and should strive to gain the team member’s ownership and understanding of the topic discussed with the end result being understanding and mastery of the task being trained. When filling out the form please remember to cite the specific part of the Handbook, SOP, Job description or training materials the team member has failed to follow. It should be stressed to the team member in all ways possible that this is a training opportunity and NOT a disciplinary action. This should be a signed document by both the manager and the team member.
- The Disciplinary Action Form is a formal sit down with a team member AND a witness that identifies a challenge that has been addressed in a Note to File Form and a Training Action Form OR is an issue that warrants an immediate disciplinary action to include the unacceptable behaviors in the handbook and our time and attendance policy (after a Note to File discussion ideally). It is often the last warning to a team member that a behavior needs to change quickly, or that the team member’s job could be in jeopardy. Please make sure to fill this form out in detailed, adequate notes that give the team member measurable goals or a clear understanding of what behavior has been unacceptable. A second disciplinary action will likely result in suspension or termination.
- Some instances warrant an immediate disciplinary action form. These include direct violations of company policies in the handbook, especially Unacceptable Behaviors or Time & Attendance challenges.
*** All terminations must be approved by the Chief Operating Officer or Owner.
- Before issuing a Training Action Form OR Disciplinary Action Form, the manager must submit the filled out, typed form to the Human Resource Manager for approval (copying the Ops Mgr and COO). This is to ensure consistency in our process and also make sure that all information is filled out correctly and can be legally sustained.
- The manager must bring the form to the HR Manager to be filed in the team member’s file within 3 business days.