Do's & Don'ts of Documenting Employee Performance, Behavior and Discipline
Duration: 60 Minutes
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Employee performance evaluations and progressive discipline go hand in hand as tools supervisors and managers can successfully use to correct behavior, motivate employees, and set employee goals. Generally, most employers conduct written performance reviews annually or semi-annually. However, all companies should consider conducting unscheduled reviews if changes occur in an employee’s performance or duties.
06/07/2018 10:00 AMTraining Topic: Do's & Don'ts of Documenting Employee Performance, Behavior and DisciplineInstructor: Diane L. Dee
Performance reviews are important for ensuring that employees are successfully meeting their job requirements, identifying under-performance issues and providing employees with an opportunity to raise any concerns they may have. Effective performance evaluations should align employees' development and professional growth with that of your business. Employees are generally more productive and motivated when they understand the role their contributions play in achieving the company’s goals and objectives. The performance review process can be a great way to strengthen the relationship between a manager and employee by promoting open communication in a relaxed environment.
Objectives of the Presentation
Consider which events to document and when to do them (and when to destroy)
Consider maintaining the documentation
Consider how and why should prepare the documentation
Don’t contradict previous documentation
Identify the rule or policy violated
Determine consequences for not correcting the problem
Do ask the employee to analyze and evaluate their own work performance and to comment on them
Remember the performance review is a discussion; DON'T use closed-ended or rhetorical questions
Do not avoid or dodge difficult discussions
Make sure you have a clear system upon which to measure performance and that employees understand the performance standards against which they will be evaluated
Why Should you Attend
Documenting employee behavior and performance also is critical because memories aren’t perfect. Remembering a specific performance issue involving one of a hundred employees months or even years ago isn’t easy. Moreover, because the unfortunate reality is that we live in an increasingly litigious society, an employee may deny that the performance issue ever happened and leaves the employer in a "he said, she said" situation when trying to justify a personnel decision.
Lack/ absence of solid documentation are the single most common mistake employers make when handling discipline or terminations. What if you need to justify an employment decision or termination long after it occurs? Not properly documenting can hurt you in unemployment compensation disputes, workers’ compensation cases and other legal matters. Good records, on the other hand, can mean the difference between winning and losing a lawsuit.
It’s important to keep the following do's and don'ts in mind to minimize the stress level for both employees and their managers, as well as maximize the effectiveness of your performance review process.