HR 101 Employee Documentation

Written Documentation

Steve Lovig, PHR, MS

Do it Well, as Often as Needed

The Goal:

The Management Team will become Experts at Documentation of Employee issues.

Copyright ©2003 Progressive Business Publications

Fair and Equal •  No Employment Decisions

based on Age, Gender, Physical Disability, National Origin, or Race.


Misconduct v. Poor Performance

•  Misconduct: Breaking rules that govern employee conduct –  Examples….?

•  Poor performance: Inability to perform at an acceptable level –  Examples….?


Employee Discipline The Need to Address Misconduct

When Do We…. •  Document Behavior …?

•  Coach & Counsel …?

•  Terminate …?

REASON Over the past few weeks, it has become increasingly evident that you have not been performing your assigned work in accordance with what is expected of a (JOB POSITION).

There’s a Template for That!

You have not kept up with your assigned duties. • DUTIES • CHALLENGES, ETC

…Template (cont’d)

…You are being placed on a written performance improvement plan. It is essential to your success as JOB TITLE and the success of ATI Enterprises this (PROVIDE SPECIFIC POOR BEHAVIOR EXAMPLES) not continue.

CLOSING As always… Our next scheduled discussion date is: (DATE?)

Your Signature & Date


In signing this statement, I acknowledge this performance counseling and I am committing to make the effort necessary to meet the performance expectations of my position. I understand that failure to meet this standard may result in further disciplinary actions.

Employee Signature & Date


•  I dreamed I was fired, so I didn't bother to get out of bed.

•  I went all the way to the office and realized I was still in my pajamas and had to go home to change.

•  I couldn't find the right tie, so I had to wait for the stores to open so I could buy one.

•  I stopped for a bagel sandwich, the store was robbed and the police required everyone to stay for questioning.

•  A bee flew in my car and attacked me, and I had to pull over.

5 fairly outrageous Excuses for Being Late to Work

(Source: CareerBuilder.com)


Conflicting Documentation?

– Describes inconsistent behaviors

– Gives employees (and courts) a choice of outcomes


…Ready for the Conversation

•  Time and Place

•  Agenda

•  Documentation for: – The employee's performance – Defining performance for that

job


Across the Table: Discussion

•  Two-way “interview” – Eliminates “because you

never asked me”

•  Open-ended questions – Encourages discussions


Discipline: What’s Appropriate?

•  Not all offenses are equal

•  How many offenses?

•  Time intervals

•  Work history


from Criticism to Improvement

•  “You” •  Performance, not Person •  Clear Standards •  Generalizations &

Absolutes


Setting Expectations •  Give them Rules •  Tell them

Consequences •  Set Example


Addressing Conduct Before PIP

•  Be specific •  Clear Expectations •  Develop Remedial Plan •  Provide Support


A Disciplinary Encounter

•  To the point •  Why; What…. •  Impact •  Next steps •  Summarize •  Follow up!


Progressive Discipline •  Document,

Document, Document

•  Verbal

•  Written

•  Suspension - ? •  Termination


Consult with HR •  If you’re not sure, ASK !! •  Review file •  Similar Infractions? •  Adhere Policy

•  Partner with HR on Employee Issues

•  No Termination - until you’ve spoken with HR

Action Plans

•  First - can we “rehab” Employee? •  Then - what did WE (Managers), do wrong?

Action Plans (cont’d)

•  Enough training; Time for growth?

•  Did we give timely/ constructive feedback?

•  Written down?

Document employee issues - must have reasonable legal grounds to terminate employee IF / WHEN that becomes necessary

Documentation, Documentation, Documentation

Managers may be held personally liable !!

Don’t Set Yourself Up!


Employees Sue Over Perf Docs

•  Performance-perception gap •  Unfair •  Lack documentation •  The moon is full

SO…We’ve talked about…. •  RECAP....

Document….Document… Document

•  Using this Information •  Fair and Appropriate

Treatment of ALL Employees

Written Documentation

HR 101 Employee Documentation

Business

Transcript of HR 101 Employee Documentation