Quick and Easy Ways to Document Performance Issues when Time is Limited

Easy documentation practices are a Godsend when supervising employees. Supervisors must have separate employee files maintained for each employee. Incidents should be documented and filed whenever occurring. Documentation should be used when completing yearly evaluations. The file and documentation will guarantee each employee a fair evaluation. Therefore, documenting performance issues is imperative. However, documenting can be easier said than done.

Most supervisors struggle with documenting below standard performance issues and counseling. Any firm desiring to run their operation legally and maintain good employee relations requires that supervisors always document performance issues. If not the firm is setting themselves up for a lawsuit. Most employees receiving a "needs improvement" performance rating without documentation will and most likely are advised to challenge the rating.

When challenging a 'needs improvement' performance rating, most employees indicate the supervisor either never brought the issue to their attention or there was no guidance given on how to correct the issue. Human Resource (HR) personnel struggle with challenges to 'needs improvement' ratings during yearly evaluations more than any other time of the year.

When files with written documentation are well maintained and available, the employee generally has no grounds for a challenge. Yet, most supervisors find themselves up against a 'he said she said ' situation because they either forgot to document counseling sessions, proof of an issue or never thought documentation was necessary.

Being a supervisor can be hard just by the nature of the job. When an employee challenges a performance issue and ratings, the tension added to the requirements of the job can escalate to unexpected proportions. Make it easier on yourself, your HR department and others involved by documenting everything discussed when performance issues are involved.

Easy Ways To Document Performance Issues When In A Hurry: Calendar Method

Every supervisor carries a planner. In that planner, there is a calendar. If not, invest in a small calendar. Make sure your planner with calendar is handy at all times. When a performance problem occurs, take a few seconds and briefly record the details on the date of occurrence. If a memo has not been filed, most HR managers will be able to work with a supervisor providing a calendar with a brief statement regarding the issue, the employee and the time when having to defend the evaluation particulars.

*Example: 03/01/01, Danny Kay, yelled at a customer, discussed issue at 12 noon.

Easy Ways To Document Performance Issues When In A Hurry: Post It Pads

The post its pad inventor has to be filthy rich. I wish I had taken the time or been so innovative as to have submitted this idea. I would place pieces of paper all over my desk for years. I used a piece of tape and had slithers of paper taped under the calendar, on the desk drawers, on the typewriter yet never thought to place a little bit of adhesive to the back of a piece of paper and submit the idea. Nevertheless, keep a post-it pad on your desk. If after discussing an issue with an employee time is not convenient, jot down the substance of the issue and place it inside your locked desk drawer. When time is available, remove the post it and prepare the document to be placed in the employee file. Post-it pads are lifesavers when it comes to reminders for later.

Easy Ways To Document Performance Issues When In A Hurry: Mini Recorders

You can find them everywhere. Check your local Radio shack, Wal-Mart, Kmart or any office supply store. These recorders are now available in the form of key chains, ink pens, even as small photo albums. After discussing an issue with an employee, take a second and record condensed details for later.

Documentation has been known to uphold the employer's argument in court cases when an employee filed a lawsuit charging unfair employment practices, termination of employment and other employee related charges. Keep yourself and your employer safe from a guilty verdict. Make sure to document every situation warranting a discussion with an employee. You might think an issue will not escalate, yet the one you figure is over and done with and seemingly has gone away, usually returns to bite you.