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© Copyright Workers Assistance Program, Inc. 2001 SUPERVISOR ORIENTATION YOUR SUPERVISOR ORIENTATION YOUR EMPLOYEE ASSISTANCE PROGRAM EMPLOYEE ASSISTANCE PROGRAM Unlimited Management Consultation, Formal Disciplinary Referrals, Training, Mediation, and Personal Guidance and Confidential Counseling for You and Family Members. 1-800-343-3822 www.alliancewp.com
© Copyright Workers Assistance Program, Inc. 2001 Established in 1977 Headquartered in Austin, Texas Private, Non-profit “The EAP Specialist” No financial or organizational ties to any treatment organizations, insurance companies, or medical groups. Providing EAP services to a variety of public & private workplaces nationwide
© Copyright Workers Assistance Program, Inc. 2001 What is an Employee Assistance Program? A workplace program designed to assist in identification and resolution of productivity or behavior problems Health Family Emotional Stress Financial Substance Abuse Marital Legal
© Copyright Workers Assistance Program, Inc. 2001 Eligibility (you and a broad definition of family) Toll-Free 24 Hour Helpline Teen Hotline Number Professional Intake Assessment and Referral Services Short-term Counseling Legal and Financial Counseling (Law Access) Legal and Financial Online Library (Law Access) Your Individual EAP Benefit
© Copyright Workers Assistance Program, Inc. 2001 Alliance Work Partners (AWP), since its inception in1977, is here to lend a helping hand. Organizational EAP Benefits Ongoing Management Consultation and Support Procedural (formal) Referrals Confidential Case Management Personal, Professional, and Team Building Training Onsite Consultations and Customized Training Development Mediation Critical Incident Stress Debriefing (CISD) Newsletters Utilization Reports
© Copyright Workers Assistance Program, Inc. 2001 Is a referral to the EAP appropriate? What if the employee becomes emotional or violent during the meeting? How do I address employees’ difficult behavior in the workplace? What kind of training do you offer? Can you help respond to a critical incident? Common Consultation Questions
© Copyright Workers Assistance Program, Inc. 2001 Self Referral Voluntary referral to EAP services Authorization is not required to access EAP services EAP as a resource for drug & alcohol, family issues Types of Referrals Supervisor Suggestion Voluntary referral Informal in nature Use EAP for consultation Procedural Referral Consult with Human Resources Formal referral Requires a call to EAP Can be used in attempt to avoid disciplinary action or termination of employment
© Copyright Workers Assistance Program, Inc. 2001 What’s my role? Human Resource Dept. Promote the EAP Guide and assist supervisors regarding employee matters Provide information and training on policies and procedures Serve as a contact for procedural referrals Supervisor Keep employees informed of work objectives Monitor and address individual behavior and job performance Remind employees about their EAP Apply coaching and disciplinary action Employee Assistance Program Understand the interplay between problems on and off the job Timely assessments Confidential short-term counseling Quality referrals Unlimited supervisor consultations
© Copyright Workers Assistance Program, Inc. 2001 The Five Step Formula 1.Recognition Don’t ignore a job performance problem. Confer with your Human Resources Consultant for appropriate action. 2. Documentation Make it non-judgmental, written & confidential. Include positive behavior if appropriate. 3. Action Follow proper coaching and disciplinary procedures. 4. Intervention & Referral Discuss performance problems and suggest the employee use the EAP. 5. Reintegration Help employee re-adjust to work.
© Copyright Workers Assistance Program, Inc. 2001 Step 1: Recognition Identify Job Performance Problems Provide an early constructive response Do not diagnose the cause Work-related problems are the basis for intervention Continued and Repeated Behavior Identify a pattern of behavior or problems over period of time Recognize: Absenteeism Performance Personal Behavior
© Copyright Workers Assistance Program, Inc. 2001 Enabling Caution
© Copyright Workers Assistance Program, Inc. 2001 What is Enabling? Enabling occurs when we believe we are helping someone but instead keep them from truly addressing the problem. Enabling results in a cycle of non-productive behavior and a lack of accountability for those behaviors. Behavior, performance and productivity can worsen as a result of enabling. Supervisors, family members, friends and sometimes co- workers can be enablers.
© Copyright Workers Assistance Program, Inc. 2001 Enabling Examples Not addressing performance deterioration in a timely manner or at all. Taking sides or favoring certain employees. Making department or shift transfers to avoid properly handling the situation. Making exceptions for employees that result in adversely affecting other employees. Not following the organization’s disciplinary policies and procedures.
© Copyright Workers Assistance Program, Inc. 2001 Step 2: Documentation Contact your HR Department for documentation procedures. EAP documentation does not take the place of your organization’s disciplinary policies and procedures. Provides a Basis of Awareness and Circumvents Misunderstandings Informs employee that work is declining Employee may respond positively, be defensive or in denial Write Down Incidents as They Happen Be clear and concise Include date, time, and specifics of event Be Objective and Provide Reliable Data Describe events in specific terms Observe employee in variety of job situations Positive behavior can be used as a basis for comparison
© Copyright Workers Assistance Program, Inc. 2001 Remember… Document On-The-Job Behavior Attendance, job efficiency, quality of work, relations w/ co-workers, students and the public Confidentiality Discuss documentation only with employee, upper management, HR personnel, EAP coordinator, EAP counselor. Clearly mark documentation and store in secure place. Copies of Coaching or Discipline forms should be returned to Human Resources for filing.
© Copyright Workers Assistance Program, Inc. 2001 Step 3: Action Identify Performance or Behavior Problem Can the task be performed? NoYes Live with itDetermine the cause Is problem worth solving? YesNo Provide feedback With HR, arrange consequences Remove obstacles Deficiency in execution Deficiency in Knowledge or tools Arrange training Provide job aids or equipment Provide coaching Is there a positive change? YesNo Provide feedback & positive reinforcement Begin disciplinary process
© Copyright Workers Assistance Program, Inc. 2001 Step 4: Intervention & Referral “Prepare” to Meet with Employee Revisit your company policies and procedures Organize documentation and provide copy to employee at the meeting Anticipate employee’s reaction (anger, denial, blaming, silence) and plan how you will respond Choose Your Environment Pick a time and place where a lot of attention will not be drawn to employee. Keep all remarks between you and the employee confidential. Start Meeting Acknowledging Positive Performance Set the tone, basis for comparison, and recognize employee as asset Communicate Assertively Use “I” statements Maintain eye contact
© Copyright Workers Assistance Program, Inc. 2001 Stick to the Issue - Job Performance Be specific & use documentation Show concern but avoid diagnosing the employee’s personal problem Listen With Attention vs. Preparing Your Response Listening pause: 3-5 seconds Treat Disclosed Information with Care Medical condition: mental health, substance abuse, or physical condition If FML may be appropriate, refer employee to HR for information Exclude from personnel files Clearly Define Expectations Review Consequences Organizational disciplinary process Set Timelines for Follow-up and Improvement Step 4: Intervention & Referral
© Copyright Workers Assistance Program, Inc. 2001 Making a Referral Participation is voluntary (Employees must ultimately decide for themselves whether or not to seek assistance.) Define EAP services Provide EAP name, address, & telephone # EAP is confidential, free of charge, and family benefit Job status will not be jeopardized for using EAP Leave policy for EAP utilization may include Sick Leave and/or FML Step 4: Intervention & Referral
© Copyright Workers Assistance Program, Inc. 2001 In Summary Do... stick to work-related actions and job performance be honest; don’t hedge let employee decide whether to seek assistance offer help by giving the employee the telephone number to reach an EAP counselor Don’t... become sidetracked try to diagnose ask about the “cause” take a "therapist" role or take responsibility take an adversarial role delay taking action to resolve the problem
© Copyright Workers Assistance Program, Inc. 2001 Step 5: Reintegration Work Performance Immediate changes identified, such as improved attendance or attitude Other aspects may take longer, such as ability to concentrate or productivity Return-to-work Interview If employee has been away from work for a period of time, meet to let him/her know what changes have occurred in group or work responsibilities State your expectations Use clear and objective language Make sure performance requirements are fully understood Emphasize Confidentiality
© Copyright Workers Assistance Program, Inc. 2001 How to Get the Most out of Your EAP Benefit … Believe in it Support and promote it by reminding employees about it (FREE/CONFIDENTIAL) Make EAP brochures and wallet cards available Call for intervention techniques, suggestions for alternatives, follow-up suggestions, and how we can help impact your work team Call us 1-800-343-3822
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