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Document, Document, Document

Written by: Dinah Bailey

Article Overview: As a manager, supervisor or even the company owner, dealing with employee related issues is inevitable. During a discussion with an employee, document everything that transpires at that meeting, who was in attendance, goals to be achieved, outcomes or next steps, etc.

Document, Document, Document

As a manager, supervisor or even the company owner, dealing with employee related issues is inevitable. What type of problems is your organization currently dealing with? Excessive absenteeism? Lower job efficiency? Conflicts with other employees or even customers? Or perhaps it's inconsistent work patterns resulting in poor performance? Ignoring a problem doesn't make it go away - it just gets bigger. What ever the situation, regardless of when it occurs, deal with it immediately to prevent peer complaints and to gain control before it becomes a larger issue. Once a concern has been brought to attention, schedule time to meet with an employee confidentially to address issues. Before the meeting, be sure to document concrete examples of situations that have occurred which are a cause for concern. Document dates, times and facts. Open the conversation with positive attributes and provide guidelines and suggestions on how the employee can improve on the negative. When doing so, remember to be objective and not subjective.

During a discussion with an employee, document what transpires and allow the employee to express himself or herself in a professional manner - don't allow for excuses or arguing.

At the end of the meeting, be sure to document the accommodation requests and the employee's response. Document all resources that are being provided or recommended such as additional training, workshops or seminars, mentorship, Employee Assistance Programs, etc.

Request the employee sign the document, stating they fully understand what is expected of them. Document the time and date for a follow up meeting and mark it on a calendar so as not to forget.

As the manager, supervisor or company owner, continue to observe the employee during the time period allotted. Be sure to document and keep accurate records of events as they unfold while watching for patterns of improved performance or unusual or different behaviours. Hopefully the employee's performance will improve but if it shouldn't, continue to document the concerns and address this with the employee once again.

It can't be stressed enough that documentation is essential to ensuring an employee comprehends what is required in order to continue to be successful in the role and remain with the organization. Should the end result not be favourable for the employee, the organization has documented proof as to the reason why the employee is no longer employed.

Ultimately, obtain the guidance and support of a Human Resource professional to assist with any employee related matters - having a second set of eyes, ears and a documented witness to conversations can't hurt.

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Article Tags: accommodation requests, additional training, attributes, concrete examples, conflicts, efficiency, employee assistance programs, excessive absenteeism, job, poor performance, professional manner, schedule time, seminars, span dates, style text, supervisor, text decoration, time and date, work patterns



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