driver coaching and discipline
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Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Driver Coaching and DisciplineThis webcast will cover ...• Driver Coaching, • Driver Discipline,• Mennel Milling’s Program, and• Question & Answer
ModeratorDr. Gary Petty, President & CEO, National Private
Truck Council
PanelistsTom Moore, CTP, Vice President of Education,
National Private Truck CouncilTom Bray, Sr. Editor – Transportation Management,
J. J. Keller & Associates, Inc.Gary Strausbaugh, CTP, Vice President
Transportation, Mennel Milling Co
Attention Attendees:+ Thank you for attending!+ The presentation will start in a few
minutes at 1:00 PM Central.+ Please use your computer speakers to
listen to the event. If you have audio issues, dial-in info is below.
+ You will be muted during the event.+ Please use the Question feature to text
questions to “Q & A”. We’ll try to answer them during the Q&A period if they are not covered in the presentation.
+ The slides and recording will be posted in 7 days at: http://www.jjkeller.com/nptcinfo
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Dr. Gary PettyPresident & CEO
National Private Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Introduction• Driver Coaching – Tom Moore• Driver Discipline – Tom Bray• Mennel Milling’s Program – Gary Strausbaugh• Housekeeping issues:
You will be muted during the event. Please use the Question feature to text questions to the Q&A
Panelist. We’ll try to answer them during the Q&A period if they are not covered in the presentation.
If you lose sound at any point, you can dial-in by phone using the number and Pass Code listed below.
If you lose the program window and need to re-loginbe sure to enter a different e-mail address to avoid being denied access for multiple logins.
Gary Petty National Private Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Disclaimers• The content in this webcast is intended for
information purposes only and should not be construed as providing legal advice.
• This is an introductory course and is intended to highlight critical safety and compliance topics. Time constraints limit our ability to go in depth.
Gary Petty National Private Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Tom Moore, CTPVice President of Education
National Private Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Looming Driver Shortage
Tom Moore National Private
Truck Council
Source: FTR Associates
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
How do Coaching and Discipline Fit In?
Tom Moore National Private
Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Keys to Effective Coaching1) Build the relationship2) Develop understanding of individual’s impact on
the team and organization3) Provide assessment4) Challenge thinking and assumptions5) Support, encourage and empower6) Drive results and continuous improvement7) Make the time and show discipline
Tom Moore National Private
Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Steps in the Process• Identify deviation from policy/objectives• Determine the root cause• Isolate all human performance factors• Identify human performance factors that are behavioral• Identify behaviors you want to change• Communicate effectively• Monitor behavior• Reinforce desired behavior/Correct undesirable behavior• Recalibrate
Tom Moore National Private
Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Communicate Effectively• Educate and inform
Ride-alongs Posters Payroll stuffers Cab decals
• Develop appropriate training • Listen
Tom Moore National Private
Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Monitor Behavior• Direct observation
Ride-along/behind Driver Monitoring/Customers Third party contractor Other employees
• Indicators Accidents Brake applications
• Technology
Tom Moore National Private
Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Reinforce Desired Behavior• What gets rewarded, gets done• Negative reinforcement
People performing to avoid punishment You will get the minimum as a response Doesn’t guarantee the desired behavior Negative consequences never solve a problem
• Use an adult/adult relationship• Training• Discussion/Feedback• Seek commitment
Tom Moore National Private
Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Recalibrate• Go back and make sure the original problem
is gone• Be cautious, making sure you didn’t create
a new issue somewhere else• Continue to reinforce desired behavior FOREVER• Find another problem
Tom Moore National Private
Truck Council
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Tom BraySr. Editor, Transportation Management
J. J. Keller & Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Individual Responsibility• Accountability – to customer, to transportation team,
to company, to family• Lack of Accountability can cause:
confusion and lower team performance inconsistency and liability exposure
• Building accountability requires consistency across all communication touch points—ethics statements, job description, interview, mobile communication, periodic reviews, and coaching
• While individual employee is ultimately responsible for their actions, team is responsible for providing the resources to help achieve the desired result
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Consistency and Legal Exposure
• Legal Liabilities: Discrimination Defamation of Character Wrongful Discharge Exposure of liability to your company and yourself Negligent retention (punitive damages)
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Considerations in Advance of Disciplinary Action
• Did the employee understand the rule or policy that was violated?
• Was the employee aware that violation of the rule or policy could lead to discipline?
• Was the rule or policy violated necessary for orderly operation of the organization?
• Is there strong evidence the employee violated the rule or policy?
• Is the planned disciplinary action reasonable when seriousness of the offense, employee’s record and past company history are considered?
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Managing Disciplinary Action• Be objective• Make every effort to insure the associate retains
their dignity• Address the behavior not the associate• Use discipline to correct problem behavior not as
punishment• Use specific facts and observations when documenting• Make sure the associate understands the difference between
actual and desired performance
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Progressive Discipline• Rule of Three
Ask Tell Hold Accountable
• Make sure your discipline policy is consistent with driver agreements
• Written record of all conversations• Examples of progressive discipline
Written Warnings Time off w/o pay Termination
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Preparing for Disciplinary Action
• Analyze your findings• Review your notes and documentation• Make sure the proposed discipline is consistent with
similar past disciplinary actions• Review the planned intervention with HR• Schedule a time to meet with the employee• Always have another team leader present
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Conducting a Disciplinary Action
• Describe the specific issue• Give the employee a chance to respond• Identify the correct policy, procedure, or performance
issue• Be clear in explaining your expectations and the specific
disciplinary action being taken• Secure the employee's commitment to address the issue and agree
to a timetable for improved performance through training and communication
• Document the meeting and obtain a signature of all parties present• Ensure the employee, their manager and HR receives a copy of the
meeting documentation• Stick to the plan and follow up
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Gary Strausbaugh, CTPVice President Transportation
Mennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Mennel Milling Fleet Operations• Fleet stats:
64 Power Units 147 Trailers 59 CDL Drivers
• Founded in 1886, Mennel Milling Co.is a manufacturer and supplier of premium soft, spring and hard wheat flour to the baking industry.
• MMC Transport, Inc. is the private fleet and manages the supply chain including distribution from 5 flour mills and 11 grain elevators to clients throughout North America.
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Start Coaching Day One• Expectations of the new hire
Customer service representative--not a truck driver Job description review Mennel Milling Company principle: Quality, Service,
Reliability• Driver Manual review
90-day probation period Safety statement Driver point system Company rules Most common violations Three year experience record (coaching
and intervention at each meeting) Written reprimand Suspensions Termination
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Example of HavingSpecific Rules
1. Rendering assistancea) Stop at accident scenes only in the absence of authorities and
other assistance.2. Parking
a) Park so that other vehicles can get out.b) Do not block driveways, fire hydrants, or park in “no-parking” zones.c) Do not park alongside interstates or highways. Park only in designated
parking areas of rest areas, truck stops, etc.d) Avoid parking on steep grades. If it is necessary to do so, be sure to properly
chock the wheels.3. Stopping
a) Do not stop close behind another vehicle at stop signs or red lights.b) Make safe gradual stops, give drivers behind you adequate warning.c) Avoid sudden stops by driving defensively.
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Driver Point System
Gary StrausbaughMennel Milling Co.
Policy Violation PointsOverload (gross vehicle weight only) 2
Speeding up to 16 mph over posted speed limit 2
All other violations 2
Unauthorized passengers 2
At-fault property damage occurring on company or customer premises
2
Seat belt violations 2
First at-fault accident 3
Speeding 16 mph or more over the speed limit 4
Reckless operation 4
Second at-fault accident 4
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Progressive Discipline
Number of Points Penalties2 points Written reprimand
3 points Written reprimand
4 points Written reprimand
6 points 3-workday layoff
8 points 6-workday layoff
10 points 8-workday layoff
Over 10 points Subject to termination
6 points speeding Subject to termination
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Violations Resulting in Termination
• Fatal at-fault accident• Drug or alcohol violation• Failure to give consent for drug or alcohol testing• Failure to stop after an accident• Fleeing or eluding an officer of the law• Felony resulting from operation of a motor vehicle• Repeat violations of DOT regulations
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Accidents• Reporting
“Accident” definition Reporting procedures Preventable and non-preventable accidents
• Safety committee Fleet safety manager plus 1-2 drivers depending on location Driver peer committee to investigate accidents/incidents Review infractions and disciplinary measures
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
On the Job Coaching• Two weeks riding with driver trainer • Bulk drivers Pneumatic trailer unloading Customer protocols Food security Good Manufacturing Practices - handling food grade products Customer-specific food security systems• Van and flat-bed drivers Good Manufacturing Practices - handling food grade products Review tie down requirements of flat beds Review bracing and supporting requirements of vans
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Using Technology as a Coaching Tool
• Immediate feedback• Review “Green Yellow Red” Report (GYR) monthly
(reward opportunity)• E-log exception reports • Call driver at destination• Computer-based individual driver training Work at own pace Set goals each quarter for drivers to complete certain modules
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
GYR Report Example
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Peer-to-Peer Coaching• On the job• Experienced drivers helping new drivers• Encouragement from mentors/driver trainer• Safety committee Investigate accidents Review other infractions and discipline as issued by management Driver discipline appeals Drivers asked to present driver actions and accident results at driver
meetings as a method of coaching other drivers
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Group Coaching• Driver presentation at quarterly safety meeting
describing issues leading up to and cause of an accident
• Review at driver meetings of different sections of the driver manual
• OEM coaching on newer engines, technologies• Question and answer sessions at driver meetings
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Key Learnings• Be honest and complete in addressing inquiries• Keep promises and agreements• Protect confidential or sensitive information• Make sure coaches: know the business and the job, know the
person in the job, communicate and listen effectively, and are disciplined and inspire self-discipline in our drivers
• Look for opportunities to reward and recognize drivers• Build an “Ethic of Care” and focus on positive behaviors• Practice the 3 Rs. Be Respectful, Resourceful and Reflective.
Gary StrausbaughMennel Milling Co.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Question & Answer
Please submit questions to “Q&A” using the Q&A tool
Gary Petty National Private Truck Council
Tom MooreNational Private Truck Council
Gary StrausbaughMennel Milling Co.
Tom BrayJ. J. Keller &
Associates, Inc.
Dial-in: 1-888-824-5783, Pass Code: 75154299#; Tech Support: 1-888-259-8414, Webinar ID: 779994666
Closing Remarks• Checkout the archive of past topics
http://www.jjkeller.com/nptcinfo PowerPoint slides and Recording up in 1 week
• Topics for 2012: March 7 – Preparing for CSA Interventions: Warning Letters, Focused
Inspections, Cooperative Safety Plans, the “Safety Management Cycle” and more!
May 9 – Roadside Inspections July 11 – Improving Fleet Productivity Through Quality and Lean
Initiatives October 3 – Effective Safety Training Programs
Gary Petty National Private Truck Council
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