How To Excel At Promotional
Exams:
The Personnel Counseling Session
Steve Prziborowski
.
Objectives
• Define the term progressive discipline.
• Identify the 8 steps to a successful counseling
session.
• Define the 4 major personnel issues that need
to be addressed immediately.
• Create personnel expectations to ensure your
personnel know what is expected.
• Determine the difference between a crew
member and a supervisor
Video
Military Counseling
Video
Military Discipline
Think About This
• Why does a promotional examination
contain a personnel (or subordinate)
counseling session?
• What does a Fire Chief (or your future
supervisor) expect of you in the promoted
position?
Look Around The Country….
• Two white career firefighters in Virginia are
suspended with pay after a noose was found
in the car of a black firefighter (2009)
• Two New York EMTs have been suspended
without pay after allegations that they
ignored a dying patient while eating their
breakfast (2009)
Look Around The Country….
• At least four Georgia firefighters have been
terminated for failing to locate a reported
structure fire which resulted in a civilian death
after they found it five hours later (2010)
• Racist and sexist graffiti was scrawled all over
the women's dormitory in a Texas fire station,
currently under review by the FBI (2010)
Video
How Not To Drive A Fire
Truck
Video
Unbelievable Fire Truck
Crash
Look Around The Country….
• Three Colorado firefighters including the former
Fire Chief, are charged with felonies related to
the forgery of training paperwork (2009)
• A Wisconsin firefighter was fired and a
department paramedic resigned Monday over
accusations that they shot what department
officials described as a derogatory video at a city
firehouse and posted it on YouTube (2009)
Last…But Not Least…From CA
• Seven firefighters suspended after a woman
reported that she had been sexually assaulted on a
fire engine by an on-duty firefighter who was
attending a Porn Star Costume Ball (2005)
• In two firefighters each get five-day suspensions
for having sex in the firehouse (2005)
• Female firefighter resigns, three male firefighters
are terminated after group sex in firehouse (2005)
In all of those situations,
what appears to be the
common theme?
Crew Member or Supervisor??
• What is the difference?
• Which will you be?
• Can you point out individuals in your
department that are clearly one or the other?
• Can you point out individuals in your
department that can successfully balance the
two roles?
Supervisor Roles &
Responsibilities
• Modeling appropriate behavior
• Being positive
• Setting expectations & communicating
them
• Training & coaching
• Using progressive discipline
• Following procedural requirements
Supervisor Roles &
Responsibilities
• Maintaining & enforcing rules &
regulations, policies, etc.
• Fostering & supporting an environment of
mutual respect
• Keeping in mind that discipline is time
sensitive
Why Firefighters Are Not
Successful
1. Unawareness / ignorance
2. Inability
3. Unwillingness
=====================================
• Which is it?
• Are there other possibilities?
• Try to find out which as it will help handle the
situation & determine level of progressive
discipline
Problems During A
Promotional
Examination
Types of Personnel Counseling
Problems
• Role Play
• Videos
• Regardless of either:
– you’re typically a new company officer or chief
officer
– you’re going to have deal with problems
– can you be the designated adult?
Typical Dimensions Being
Evaluated
•
•
•
•
•
•
Oral communication
Sensitivity
Decision making
and decisiveness
Interpersonal skills
Problem solving
ability
Understanding the
job role
• Effectiveness under
stress
• Creativity
• Conflict resolution
ability
• Leadership
• Knowledge of policy,
laws, etc.
• Ability to apply
discipline
Before Attempting To Handle
• Know your rules, policies, MOA / MOU
• Know specific policies – time off, harassment,
grievances, etc.
• Understand the term progressive discipline
• Understand your level of authority
• Know FMLA / EAP / CISD / other laws / programs
• Know terms such as harassment, retaliation, fact
finding, union representation, sexual harassment
Personnel Problem Resources
•
•
•
•
•
•
•
•
Direct supervisor
Peers
Former supervisors
Human Resources / Personnel Department
Mentors
Labor Union
Department manuals / binders
EAP / CISD / Clergy
Levels of Progressive Discipline
Preventative Action:
- Establishing goals and expectations
- Training
- Coaching
Non-Punitive Discipline:
- Record of discussion
- Verbal counseling
- Written counseling
NOTE: The above can slightly change depending on the jurisdiction.
Levels of Progressive Discipline
Punitive Discipline:
- Letter of reprimand
- Reduction in pay
- Suspension
- Demotion
- Termination
NOTE: The above can slightly change depending on the jurisdiction.
4 Major Issues to be Addressed ASAP
1. Issues relating to not treating others with respect
and courtesy:
-
Harassment
Rudeness
Violence
Inappropriate behavior
2. Issues affecting customer service
4 Major Issues to be Addressed ASAP
3. Issues affecting service delivery
- Apparatus related / readiness
4. Issues relating to character traits
- Lying
- Incompetence
- Poor performance
8 Steps For A Successful Personnel
Counseling Session
1.
2.
3.
4.
5.
6.
7.
8.
Start with friendly greeting
Briefly state the problem
Employee talks, you listen
You talk (facts, what you witnessed), employee listens
State rules for desired behavior
Develop an action plan
Review with employee feedback
Positive closing
Rules For A Successful
Negotiation
1. The person who speaks first sets the tone.
2. Ask good questions, never assume.
3. The person with the most information is in
control.
4. People do things for their reasons – not yours.
5. Remain emotionally detached.
Source: Paul Stein – Chief (Retired)
Typical Defenses /
Explanations
•
•
•
•
•
Lack of cause
Procedural defect
No notice
No help
Personality conflict
Role Plays
•
•
•
•
•
•
•
Usually one role player all candidates see
Role player has a script to follow
Will usually last 10 to 15 minutes
Is expected to be stressful
Expect role player to be in your face
Your goal is to get agreement to a problem
Role player may not crack for a certain time frame
Role Play Tips For Success
• Don’t get angry with them or raise your voice; they will
cave in eventually
• Don’t take it personally, they’re role playing!
• Even if you’re sure of problem, don’t expect them to admit
quickly
– you may have to ask same question multiple times or wait for a
pre-determined time for them to crack
• If possible, have them sit down next to you to calm them
down; no table separations
• Watch your time – it will go quick!
Video Scenarios
•
•
•
•
Usually a 30 second to 2 minute video
Consistent for every candidate
Less stressful than having role players
Be prepared to answer questions
Video Scenario Tips For Success
•
•
•
•
Pay attention, usually only one chance to watch
Take notes carefully, but not watching may cause
you to miss key details
Have answers ready for the possible questions
Don’t forget the 8 steps to a successful counseling
session
Follow-up Questions
•
•
•
•
•
•
•
What were all of the issues you observed?
What was the real problem?
What would you do and why?
What level of discipline would you impose or
recommend? Why? Why not more or less?
What policies, rules, etc. have been violated?
Would you notify your supervisor?
What documentation would you complete?
Follow-up Questions
•
•
•
•
•
Do you feel you resolved the situation?
What events would you expect to occur between
the personnel now, based upon your actions?
What type of follow-up (if any) would you do?
How do you think you were perceived by your
personnel?
If you had to do it all over, would you do anything
differently?
General Tips For Success
• Intimately know FD specific rules, policies,
expectations – you’re going to have to enforce
them fairly, impartially, consistently
• Don’t patronize, be rude or negative
• Be firm, fair, impartial, just state the facts
• Open ended questions are best
• Don’t go above (or below) your level of
education/training, or level of authority!
General Tips For Success
•
•
•
•
•
•
Don’t jump to conclusions
Don’t lose your cool
Take ownership of your responsibility /duty to act
Do separate personnel if multiple parties
Take the time to gather all the facts
Remember everyone is “guilty until proven
innocent”
• Remember to maintain confidentiality
General Tips For Success
• Remember that not every infraction will require
discipline
• Determine whether the investigation warrants an:
“outside moving inside” or “inside moving
outside” process
• Listen carefully and compassionately
• Remember the “iceberg” concept – what you see
above or on the surface may be symptoms of a real
problem below the surface
General Tips For Success
•
•
•
•
Separate person from behavior.
95% of problems are behavior / 5% are technical.
If it is one of the four (4) major issues needing to
be addressed immediately (Respect/Courtesy,
Customer Service, Service Delivery, Character
Traits), then do so!
Remember, the raters and the department want to
see if you are going to do the job you’re going to
get paid to do!
Personnel Expectations
Either you set the stage for your
personnel……………...
or they will set it for you!
Personnel Expectations
• I encourage you to create your own to
discuss with your crew
• Ensure they are realistic, measurable,
obtainable, legal, ethical, within the
expectations of your administration, etc.
• Refer to pages 5 through 10 of the separate
handout for sample personnel expectations.
Personnel Expectations
• Do not forget to ask your crew what they
expect of you!
– It’s a two-way street!
• Now that you have shared your
expectations
– Make sure you hold your personnel
accountable for their actions or non-actions!
Group Activity #1
Sample Personnel Counseling Problems
Handout:
Page 11
Group Activity #2
Sample Personnel Counseling Problem
Role Play #1
Handout:
Page 14 – Candidate
Page 15 – Role Player
Group Activity #3
Sample Personnel Counseling Problem
Role Play #2
Handout:
Page 16 – Candidate
Page 17 – Role Player
Group Activity #4
Sample Personnel Counseling Problems
VIDEOS
Questions?
•
Thank you very much for your time and
attention – enjoy the rest of the conference and
don’t just stay safe – make it safe!
CONTACT INFORMATION:
• Steve Prziborowski
• (408) 205-9006 – cellular phone
• www.code3firetraining.com (website)
• steve@code3firetraining.com (email)