Driver Coaching and Discipline

1
Driver Coaching and Discipline

• Attention Attendees
• Thank you for attending!
• The presentation will start in a few minutes at
  100 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. Well try to answer them during the
  QA 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

• This webcast will cover ...
• Driver Coaching,
• Driver Discipline,
• Mennel Millings Program, and
• Question Answer
• Moderator
• Dr. Gary Petty, President CEO, National Private
  Truck Council
• Panelists
• Tom Moore, CTP, Vice President of Education,
  National Private Truck Council
• Tom Bray, Sr. Editor Transportation Management,
  J. J. Keller Associates, Inc.
• Gary Strausbaugh, CTP, Vice President
  Transportation, Mennel Milling Co

2

• Dr. Gary Petty
• President CEO
• National Private Truck Council

3
Introduction

• Driver Coaching Tom Moore
• Driver Discipline Tom Bray
• Mennel Millings Program Gary Strausbaugh
• Housekeeping issues
• You will be muted during the event.
• Please use the Question feature to text questions
  to the QA Panelist. Well try to answer them
  during the QA 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
4
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
5

• Tom Moore, CTP
• Vice President of Education
• National Private Truck Council

6
Looming Driver Shortage
Source FTR Associates
7
How do Coaching and Discipline Fit In?

• Establishing effective, fair and responsible
  policies
• and objectives
• Hiring the right team members
• Communicating meaningful information
• Training to assist participants in acquiring
  knowledge, skills, and competencies
• Assisting an individual, through a process of
  attaining a desired behavior
• Holding people accountable

8
Keys to Effective Coaching

1. Build the relationship
2. Develop understanding of individuals impact on
   the team and organization
3. Provide assessment
4. Challenge thinking and assumptions
5. Support, encourage and empower
6. Drive results and continuous improvement
7. Make the time and show discipline

9
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

10
Communicate Effectively

• Educate and inform
• Ride-alongs
• Posters
• Payroll stuffers
• Cab decals
• Develop appropriate training
• Listen

11
Monitor Behavior

• Direct observation
• Ride-along/behind
• Driver Monitoring/Customers
• Third party contractor
• Other employees
• Indicators
• Accidents
• Brake applications
• Technology

12
Reinforce Desired Behavior

• What gets rewarded, gets done
• Negative reinforcement
• People performing to avoid punishment
• You will get the minimum as a response
• Doesnt guarantee the desired behavior
• Negative consequences never solve a problem
• Use an adult/adult relationship
• Training
• Discussion/Feedback
• Seek commitment

13
Recalibrate

• Go back and make sure the original problem is
  gone
• Be cautious, making sure you didnt create a new
  issue somewhere else
• Continue to reinforce desired behavior FOREVER
• Find another problem

14

• Tom Bray
• Sr. Editor, Transportation Management
• J. J. Keller Associates, Inc.

15
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 pointsethics
  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

16
Consistency and Legal Exposure

• Legal Liabilities
• Discrimination
• Defamation of Character
• Wrongful Discharge
• Exposure of liability to your company and
  yourself
• Negligent retention (punitive damages)

17
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, employees
  record and past company history are considered?

18
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

19
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

20
(No Transcript)
21
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

22
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

23

• Gary Strausbaugh, CTP
• Vice President Transportation Mennel Milling Co.

24
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.

25
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

26
Example of HavingSpecific Rules

• Rendering assistance
• Stop at accident scenes only in the absence of
  authorities and other assistance.
• Parking
• Park so that other vehicles can get out.
• Do not block driveways, fire hydrants, or park in
  no-parking zones.
• Do not park alongside interstates or highways.
  Park only in designated parking areas of rest
  areas, truck stops, etc.
• Avoid parking on steep grades. If it is necessary
  to do so, be sure to properly chock the wheels.
• Stopping
• Do not stop close behind another vehicle at stop
  signs or red lights.
• Make safe gradual stops, give drivers behind you
  adequate warning.
• Avoid sudden stops by driving defensively.

27
Driver Point System
Policy Violation Points
Overload (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
28
Progressive Discipline
Number of Points Penalties
2 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
29
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

30
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

31
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

32
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

33
GYR Report Example
34
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

35
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

36
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.

37
Question Answer

• Please submit questions to QA
• using the QA tool

38
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