Policy

The purpose of documenting employee performance issues is to clearly outline what steps we are required to take to help employees be successful in their position.

Procedure

Good documentation demonstrates to employees that they are treated with respect and consistency. Some of the common mistakes include:

• Providing vague, unclear instructions on what the employee needs to do to improve their performance.
• Add insults or subjective comments. 
• Provide little to no evidence to support discipline or termination decisions.

The following documenting process is effective for performance issues:

• Describe the expectations of the company. Clearly define what the job description or company policies require. Instead of just telling someone to "show up on time," be specific, "Your job begins at 8 a.m., at which time you should be at the front desk ready to greet clients."
• Identify a behavior or performance that must change (or that you would like to continue). Do not describe the individual especially if it is negative feedback, and keep the conversation focused solely on the misconduct. The best practice is to record specific dates to show when and where the unwanted behavior occurred. Keep your observations work-related. Describe how the worker’s behavior affects the job, and don’t forget to include positive comments. 
• Provide an explanation for why expectations were not met, if possible. Having a fair discussion shows that the manager is trying to be fair and learn how to help the individual. A manager must not rush to judgment. 
• Provide the employee with a detailed action plan to improve performance. This approach is more like coaching the employee to do better, where you instruct specific steps that the employee should take to improve and what you will do as support. Be realistic and concentrate on the key areas.
• Set realistic deadlines for improving behavior or performance. Be sure you follow up with the employee when the deadline approaches. What should be discussed during the follow-up:
  • Record what happened 
  • Don’t forget to include the employee’s explanation 
    • Maybe a worker failed to meet the deadline because of circumstances beyond their control
  • Document whether extra training is required or if there will be any disciplinary action
  • If the behavior or poor performance continues, describe the repercussions. 
  • If repeated attempts to help the employee meet expectations have not been successful, or if serious policy violations have occurred, disciplinary action may be necessary.
  • Describe the meeting in detail and provide written documentation to the employee (the employee is required to review and sign the document).
• In case of termination, documentation of meetings with the employee as well as efforts for additional training or coaching must be included in the termination letter. 
  • Be sure to summarize the reasons for termination as precisely as possible.
  • Don't make vague statements that could elicit discrimination lawsuits.

Document to Use

HR - Record of Disciplinary Action Template (2).docx