Implementing a Drug-Free Workplace

Each year the US Department of Labor designates one week in October in order to emphasize public awareness of working drug-free in America. This year, Drug Free Work Week will be held October 20 – October 26.Drug-Free Work Week is a time to reinforce the provisions of the federal Drug-Free Workplace Act, which requires employers to publish a drug-free policy, establish a drug-free awareness program, and make an on-going good faith effort to maintain a drug-free workplace. The Act applies to certain Federal contractors and all Federal grantees. Even if you are not obligated to comply with the requirements of the Act, enacting a drug-free workplace program within your company can ensure employees are aware of the dangers of substance abuse and can help to minimize on the job accidents, absenteeism, tardiness, and turnover.

Below are some guidelines for creating a drug-free workplace:

1. Create a drug-free policy. If no drug-free policy exists within your company, now would be an opportune time to create one. In accordance with the Drug-Free Workplace Act, a typical drug-free policy provides written guidelines that prohibit employees from the possession, use, sale, or manufacture of illegal drugs and intoxicants while on company property and during work hours. A provision regarding fitness for duty should also be included stating that employees are expected to be in suitable mental and physical condition and able to perform their assigned job duties satisfactorily at all times. The policy should emphatically communicate the company’s position on illegal drugs and substance abuse and what consequences employees can expect if the policy is violated.
2. Clearly define the consequences. In policy and in practice employers should clearly communicate the consequences for using or possessing drugs and alcohol on the job. If it is determined that employees are using drugs and/or alcohol will you allow for rehabilitation - maybe through an Employee Assistance Program (EAP) - or will employees be subject to immediate termination? Suspension pending an investigation of the issue may also be an appropriate recourse.

3. Train supervisors. Training for managers is critical in identifying and preventing substance abuse cases. Supervisory training should address how managers can spot the signs of employee drug and alcohol use and what procedures should be followed if it is found that an employee has a substance abuse problem. Supervisors must also be thoroughly trained in the company’s drug-free policy so that it can be enforced consistently.
4. Establish a drug-free awareness program. An awareness program is helpful in creating a safe and productive work environment. An effective awareness program is necessary to inform employees about: (1) the dangers of drug abuse in the workplace; (2) the employer’s policy of maintaining a drug-free workplace; (3) any available drug counseling, rehabilitation, and employee assistance programs (EAP); and (4) the penalties that may be imposed on employees for drug-abuse violations.
5. Provide assistance. Employee assistance programs (EAPs) are a cost effective means of addressing poor work performance that stems from employees’ personal problems, such as substance abuse. EAPs offer one-on-one counseling with employees that need alcohol or drug rehabilitation and sometimes even provide company-wide training to supervisors and employees regarding the dangers of illegal drug use. In addition to rehabilitation, EAPs offer employers an alternative to immediate termination, providing employees with substance abuse problems a reasonable accommodation.
6. To Test or Not to Test? You may want to consider a drug screening program for your organization. Before doing so, be sure to evaluate when, how, and for whom drug testing will be conducted (i.e., job applicants, all employees, employees in jobs involving safety or security, etc.). Another consideration is whether testing will be periodic and announced or random and unannounced. If your company is considering implementing a drug testing program, it is important to know that drug testing laws vary by state. Check out the Alcohol & Drugs section found in our State & Federal Laws area to ensure compliance with your state-specific requirements.

Designing and implementing a drug-free workplace program can help protect employees’ emotional and physical health. Employers too, will benefit from lower absenteeism, increased productivity, and fewer accidents. If your company is interested in participating in Drug-Free Work Week this week and throughout the year visit the Drug-Free Work Week website for additional information.

How to Deal with Challenging Employees

We’ve all experienced it: an employee that is a bit more difficult than the rest; one that takes orders reluctantly, is habitually late for work, or is so negative his or her attitude affects the work environment. Although these types of employees present some challenges, they aren’t impossible to manage, as long as you know how to deal with them.Employees with attitude or performance problems are often experiencing underlying issues such as family problems, financial troubles, health issues, and the like. It’s important for managers to work with these employees to uncover the true cause of their actions and to set realistic goals toward improvement.

Below you will find guidance on how to effectively deal with challenging employees:

1. Be a role model. Negativity spreads like wildfire. Managers with negative attitudes will more than likely have employees with similar problems. It’s important for managers to treat their employees with respect, let their staff know when they’ve performed well, and deal with all employees fairly and consistently. By taking these simple steps employees will be more likely to follow your lead.
2. Take a deep breath. If a difficult employee is getting under your skin, before stooping to their level take a deep breath and relax. Responding to the employee when you are angry or upset may cause you to say things you don’t mean and may only serve to increase the tension in the workplace.

3. Spot the signs. Common signs of performance problems are absenteeism, tardiness, a decrease in productivity and cooperation, blaming others, and a lack of interest. The sooner you can spot performance problems, the easier they will be to correct.
4. Identify the root of the problem. Performance problems may be the result of a variety of reasons, such as unclear or ambiguous job expectations, medical issues, personal problems, or job dissatisfaction. To determine the real cause of an employee’s performance problems, speak with him or her one-on-one and ask open-ended questions. By taking the initiative it will show that you value the employee and care about his or her well-being. Once you have gotten to the root of the problem you can begin to plan a solution.
5. Formulate a solution. If the root of the problem is due to unclear performance expectations, be sure to clearly explain what you are looking for in your employees; set measurable and specific goals and always clue your staff into why you’ve set the goal so they are aware of what they’re working towards. If the root of the problem seems to be due to job satisfaction, perhaps the employee doesn’t feel engaged. Challenge him or her with new tasks and responsibilities to spice things up a little. If the cause of the problem is due to personal issues, such as martial problems, financial troubles, drug or alcohol abuse, or medical problems it is always best to refer the employee to a professional. If your company utilizes an Employee Assistance Program (EAP), provide the employee with contact information and inform him or her that everything discussed will remain confidential.
6. Respond quickly, but carefully. It’s always best to approach the employee as quickly as possible following an incident. If the employee had an angry outburst or showed up for work late, address the issue immediately; however, be sure to respond carefully. Placing blame on the employee is only likely to put him or her on the defensive. Use statements that will help to calmly discuss the incident, such as: “I’ve noticed that you have been coming to work later than usual over the past couple of weeks. What can be changed to make sure you get in earlier?” Offer suggestions for changing the behavior and be open to the employee’s ideas.

7. Set short-term goals. After speaking with the employee one-on-one, establish an agreed upon goal that is attainable within a relatively short period of time, such as the goal of arriving to work on time for the next five days. Short-term goals allow the employee to experience success early on and are more likely to spur motivation to make the new behavior more enduring.
8. Document, document, document! Discussions related to performance problems should always be made in writing and stored in employee personnel files. Excessive tardiness, insubordination, and poor job performance should accompany a written warning. Such documentation will serve to support employment related decisions, such as demotion, suspension, or termination.

Difficult employees can negatively impact the workplace if handled incorrectly. Poor attitude, refusal to take on his or her share of the workload, and too much managerial time spent on trying to correct the employee’s behavior can begin to wear on your other staff members. Follow the guidelines above to turn a negative situation into a positive one.