How to Enforce your Work Rules
Leaders often ignore it when employees take process shortcuts. They think "no-harm, no-foul". In other words, they think that if the shortcut doesn't immediately cause an injury, create a product defect or unfavorably impact a customer relationship, then it is okay to overlook various shortcut methods. But this is incorrect thinking because it will only be a matter of time before the shortcut causes a real problem. In manufacturing plants, I've seen this happen time and time again.
I've met with countless employees who were in the hotseat for taking a process shortcut whereas the shortcut created a major issue or worse, an employee injury. When I discuss the issue with the employee, I'm often told that "I've been doing it this way for years" or, "Everybody does it this way" or "My supervisor sees me doing it and never corrects me". Most often, the employee is telling the truth. Their shortcut methods are overlooked until something happens, then hell reins down on the employee when that shortcut method fails to produce an acceptable result.
It's like gliding through stop signs. You may get away with it for a while and it may save you a few seconds during your commute to work, but eventually you will cross paths with a another "intersection -glider" and wham! You are in an accident.
"Rules" such as Work Instructions, Policies, Procedures and Operational Laws are clear documents that are put into place for one reason only: PREVENTION! Rules are put in place to prevent such things as defects, injuries, late orders, machine downtime, discrimination, wrongful termination, unfavorable cost variances, fraud and much more. So when a leader ignores violations, they are essentially condoning the action and playing Russian roulette with the results. Ultimately, it is just a matter of time before the lack of enforcement causes a system breakdown and results suffer and/or injuries occur.
What can be done about this problem? Well it starts with the manager. When something actually goes wrong, it is too late to prevent it. All of the discipline, stern conversations and terminations cannot change a past result. So instead, managers need to keep their eyes open for employees who are taking process shortcuts or who are violating policies. Of course the manager should address the issue right on the spot, but more importantly, the manager needs to hold the frontline supervisor accountable for inappropriate employee behaviors.
It is important that a manager set clear expectations with their frontline leaders and that the frontline leaders set the expectations with their employees. When a supervisor consistently ignores work rule violations then, they need to be put in the hotseat. Managers need to be proactive, strong and consistent leaders. Consistent rule enforcement allows every employee in the organization, from top to bottom, to spend more time focused on growth and continuous improvement and less time on reactionary problem solving. Clear expectations and enforcement of those expectations allow fun to take over and stress to melt away. Yes, this approach seems counter intuitive, but it is true. Everyone performs better when they know and understand what is expected of them. In this environment, the workplace becomes engaging instead of chaotic.
If your company lacks discipline, just follow these simple steps:
- Create commonsense Policies, Procedures and Work Instructions. These should add value to your operation. If they don't add value, revise or eliminate them.
- Understand and comply to all legal requirements (FDA, OSHA, SOX, etc.).
- Train your leaders on Employee Engagement Strategies, Conflict Management and Employee Corrective Action. They need these tool in order to effectively enforce your work rules.
- Set clear expectations with your frontline leaders and enforce those expectations. Meet with them regularly and discuss work rule enforcement. Engage your leaders by asking them to provide solutions.
- Establish consistency by keeping your eyes and ears open and confront violations before real issues sack your company. Always close the loop with your frontline leaders. Tell them about your observations and explain your expectations.
Although enforcing work rules can seem insurmountable, it is much easier to follow these 5-steps then it is to drive an employee to the hospital due to an injury, or call a customer explaining why their product is defective. Eventually culture wins out and when it comes to work rule adherence, you get to decide if your company tolerates shortcuts or enforces policy. When it comes to enforcing work rules, the next move is yours!
CML100 provides the training your supervisors need to be successful!
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