OMG...Drugs and Alcohol in the Workplace? How Do I Deal With That??

I thought we would close this week with an issue that can contribute to both conduct and performance problems in the workplace. The sad fact is that substance abuse seems to be a growing issue in our country, and it is spilling into our workplaces each and every day. In order to effectively deal with this issue, leaders need to know the signs of substance abuse, and how to act swiftly and appropriately. Whether an employee is abusing alcohol, illegal drugs or prescription medication, the consequences can be disastrous for the employee and the workplace. Staying in tune with each of your employees’ behaviors is imperative for seeing the warning signs of potential substance abuse.

Some estimates show the loss incurred by companies due to substance abuse is upwards of $100 billion dollars a year. These losses include the following:

• Absenteeism
• Decreased productivity
• Injuries- workers compensation claims

But there are other negative impacts on the workplace that come with substance abuse. The toll it takes on the morale of a work team can be immeasurable. A leader’s credibility can also be tarnished for failure to act promptly and appropriately. Finally, imagine the negative impact an employee with a substance problem can have on your unsuspecting customers. Even the most dedicated customer would shy away from returning to an establishment where they had an encounter with one of your employees who was under the influence.

A leader’s responsibility is to take care of their employees and their customers, and to create an effective and profitable business environment. Nowhere in that statement does it talk about shying away from tough issues in the workplace…does it?? Much like dealing with an employee with a potential mental health issue, the key is in closely monitoring the situation, and dealing with the potential problem head on.

Larger companies typically have official drug testing policies along with published procedures for dealing with situations involving reasonable suspicion. That’s all fine and good, but when you are in a smaller company, branch office or remote location, and it feels like you are flying solo, the hard part is knowing what to do, when to do it, and exactly what to say to the employee.

  

Recognizing There May Be an Issue

The Obvious Signs- Sometimes the realization that an employee may have a substance issue can hit you like a lightning bolt out of the blue. This usually occurs when an employee comes to work in an absolute state of intoxication. They may be slurring their words; their eyes may be bloodshot, dilated or constricted. They may be acting paranoid, irritated or completely listless. No matter what the symptoms, when an employee is this significantly under the influence, you will know it.

The Subtle Signs- Other times a substance abuse issue may be brewing in an employee’s life. Initially they may have been able to hide it, but once the addiction gets out of control, it begins affecting every facet of the employee’s life. Key signs to be concerned about are as follows:

• Reliability- An employee with a previously good attendance record suddenly begins frequently calling in sick for random reasons.
• A change in physical appearance- An employee who typically comes to work dressed nice and neat begins to look disheveled and unkempt. You may also begin noticing other physical differences such as rapid weight loss.
• Random Mood Swings- An employee with relatively stable moods begins to act erratically or emotionally on a frequent basis.
• General Inattentiveness- The once conscientious employee is now somewhat scattered and unfocused.
• Deterioration of Job Performance- A clear decline in the quality or productivity of work performed by the employee

Keep in mind, one or more of these signs could be an indication of a substance problem. It could also be an indication of some other issue going on in the employee’s life, so don’t immediately jump to conclusions.

So Now What??
If you suspect an employee is under the influence of drugs or alcohol in the workplace, you need to immediately refer to any drug testing/reasonable suspicion policies that exist for your organization. You may also have an Employee Assistance Program available to provide you with guidance on effectively dealing with the issue. Typically, the following steps will occur:

Several witnesses from the management team need to observe the employee’s behavior and physical characteristics. Each will document their findings.
If the findings are consistent and suggest that there is indeed reasonable suspicion that the employee is under the influence of alcohol or drugs, the witnesses will then meet with the employee.

What Exactly Am I Supposed To Say??
Addressing reasonable suspicion with an employee can be very stressful, and finding the right words is often a significant challenge. I suggest you write out a script and practice what you are going to say. Unfortunately you have no way of knowing how the employee is going to react, so be prepared to strap yourself in because you may be embarking on a bumpy ride!!

The following outline is my recipe for staying on track with the conversation:

The Set-Up
• The meeting should take place as soon as possible (within the hour), but only once you are thoroughly prepared. Select a private setting, in a spacious room if possible.

• Make sure your witness is prepared to take VERY THOROUGH notes of what transpires in the conversation. You may need those notes later to refute an allegation from the employee

• If the employee is a female, and the witnesses are male, I suggest you get a female witness in the room as well. The witness should not become involved in the discussion; they can just sit and take notes. (The opposite holds true for a male employee and two female managers.)

Drum Roll....It's Meeting Time
• Invite the employee into a private room and ask them to have a seat (preferrably closest to the door).

• Once the employee is seated, ask how they are doing or feeling today. Many employees are wise enough to guess where the meeting is headed and will begin rambling about a work issue in the hopes it will derail you from your mission.

• Then it’s time to get to the point. DO NOT DANCE AROUND THE ISSUE. State the following: “After careful review of a number of factors including the behaviors you are exhibiting in the workplace, we have reason to believe you may be under the influence. Based on this, I am requesting that you submit to a drug and alcohol test.”

•This typically provokes a strong response, so prepare yourself for all kinds of reactions. Some common responses include:

• Accusations that you are out to get them
• Swearing on a stack of a million bibles or on their dead mother’s grave that they don’t do drugs or alcohol
• Threats that they will sue you for making such an accusation
• An emotional breakdown and the proclamation that they have a lot going on in their life, but would never do drugs or alcohol
• The statement “I am not going to take this…I am out of here”. Sometimes the employee knows they are busted and will walk out and never return
• The excuse that they are taking prescription medication and perhaps it is affecting them
• Regardless of the excuse, you will need to very calmly, kindly and empathically explain that you are not trying to upset them. Remind them that as a member of management, you are required to comply with the reasonable suspicion guidelines for the company.

• The employee may continue to deny the issue, or attempt to play the guilt card in an attempt to get you to feel bad and change your mind. Just keep pulling them back with the same statement: “As I previously shared with you, after a careful review of a number of factors including the behaviors you are exhibiting in the workplace, we have reason to believe you may be under the influence. Based on this, I am requesting that you submit to a drug and alcohol test.”
 
• If they continue to push back, remind them it is a company policy and failure to submit is typically grounds for termination. (Check with your company policy to ensure this is true for your organization or state’s employment law.)

Remember...

• DO NOT apologize- you have no reason to apoligize. You are doing what is expected of you as a leader.
• DO NOT attempt to justify your decision- if you did your homework up front during the observation portion of the investigation, you should have nothing to worry about
• DO NOT engage in a war of words- all it will do is delay the inevitable and could open you up for scrutiny if you say the wrong thing
• DO NOT give a detailed laundry list of all the reasons that caused you to believe they are under the influence 
• DO NOT back yourself into a corner by engaging in a debate over the matter

What if the employee refuses to submit to the drug test?

• If the employee refuses to submit, then try one more time to persuade them. Explain that if they are not under the influence, then they have nothing to fear.
• Remind the employee that if they refuse to submit to the test, they are in violation of company policy and it could result in the termination of their employment.
• If they still refuse to submit, then explain that you or another member of the management team would like to drive them home or arrange for them to get a ride home. If at all possible, DO NOT let an employee who is potentially under the influence to drive home. Not only is this to protect the employee from an accident, but is could also open your company up to liability.
• If someone from work does escort them home, have a witness go along if possible.
• Inform the employee that you will be getting back with them about the status of their employment

And if the employee agrees to submit to the drug test?

• Thank the employee for cooperating with your request.
• In accordance with your company policy, explain to the employee the exact steps that will happen next. The unknown can create additional anxiety for the employee.
• Most policies require that employee is escorted to the company health center or outside testing facility. DO NOT allow an employee who may be under the influence to drive themselves to the facility or home after the test. There is significant liability associated with allowing an employee to drive when the company felt strongly enough to conduct a test for reasonable suspicion.
• Explain to the employee that you will be in touch with them regarding the outcome of their test. (Check with your company policy or state employment law.)

These types of meetings are among the most difficult and stressful discussions you will have in your leadership career. Even with the most cooperative employee, telling someone that you have reason to believe they are under the influence of drugs or alcohol is incredibly difficult. It is also nerve-wracking because there is no way to predict an employee’s reaction when confronted with the this type of allegation.

Just continue to keep in mind- you are fulfilling your obligation as a leader. You are taking care of the employees that work for you. You are protecting the assets of your company. But most of all, you could be helping an employee get the assistance that they need to save their life.

That's all for this week folks!  Next week we will be talking about managing employee performance!
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