TALKING TIPS FOR SUPERVISORS

1. When facing a disciplinary situation, give the employee time to tell his or her side of the story.
   “I know the perspective of the person who brought this to my attention, but I’d like to give you an opportunity to share yours. What happened from your perspective?”
   
   
2. Be respectful. Listen and have empathy for the employee’s situation.
   “I know that this is a new policy and as a smoker, it must be difficult for you. I’m here to help you with this transition.”
   
   
3. Be direct. Make a clear statement that this is an important policy to the University and it is an expectation that everyone adheres to this policy.
   “Even though this is a new policy, we’ve always had policies about not smoking in certain areas.  I need you to understand that violations to university policy are serious and I need your cooperation."
   
   
4. Refocus the employee back to the issue (violating smoke-free area) and ask them to come up with actions steps that will resolve the problem.
   “Now that we’ve discussed the importance of complying with the no-smoking policy, how will you manage to follow these guidelines in the future? Let’s talk specifically about what you will do the next time you feel the need to smoke during working hours. How will you manage the situation?”
   
   
5. Double-check that you understand (summarize what employee said).
   “So, what you’ve just said to me is [rephrase what you heard]. Another suggestion might be to [suggest possible alternatives].”
   
   
6. Offer assistance/support. Make sure they are aware of the MHealthy Tobacco Consultation Service (TCS) and how it can assist the employee. TCS not only helps those wishing to quit tobacco but will also assist employees not ready to quit but interested in adhering to the policy.
   “I’d like to refer you to our Tobacco Consultation Service. They can assist you even if you aren’t ready to quit smoking. They can be contacted at 734-998-6222. Also, if you are having a personal issue that may make it difficult for you to manage your smoking while at work, you may consider the Faculty and Staff Assistance Program (FASAP). They can be reached at 734-936-8660.”
   
   
7. Set up a future meeting to discuss progress.
   “Let’s meet again in two weeks to discuss how you are doing. It’s important to me that you succeed in this plan, so please let me know anytime between now and when we meet if you are having difficulties.”