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“Should I Be Writing This Down?”

How many times have you asked yourself that question while talking to an employee? If you are like most managers, it is a frequently asked question that may have a somewhat tricky answer. While documentation is an important part of managing people, recognizing the difference between good documentation and bad documentation is vital to protect your company from an unwanted lawsuit.

If you have asked yourself that question, then you probably already know the answer.

It has been said that bad documentation is worse than having no documentation. Examples of bad documentation that should be avoided are:

Including personal opinions, speculations, or derogatory comments, which could be considered discriminatory or retaliatory, e.g., “I think Susie, who sometimes acts crazy, wants attention.”

Using the words “always” and “never.” These are absolutes and presumptive and rarely accurate, e.g., “Al is always late to arrive and is never prepared for meetings.”

Accusations or unsubstantiated conclusions, e.g., “I believe the reason for June’s behavior is due to her mental problems.”
Making excuses for an employee’s behavior or conduct, e.g., “Sam tries really hard to get his work done on time, but with his home life in an upheaval his poor performance is understandable.”

Making promises of continued employment, e.g., “Susie will be on probation for the next three months, then we will revisit her progress.”

On the other hand, good documentation is specific and describes the facts. Examples of good documentation that should be used are:

Direct quotes when possible to state the facts, e.g., June said, “I have been upset and short with my coworkers because my husband just lost his job.”

Where applicable, reference the company’s policy or procedure that explains the expectations for employees, e.g., “Our policy states employees should arrive on time and be ready to work.”

Being fair and consistently apply the same standards to each employee. If John is disciplined for taking long lunches, then the same standard should apply to Barbara.

Follow your policy. If smoking is not acceptable in the restroom, then warn only the offender, but don’t discipline everyone with a memo. Even verbal warnings should be in writing, signed and dated by the employee and yourself.

Promptly document situations as they occur and while the facts are still fresh.

Documenting the important things, such as attendance, performance, goals, circumstances surrounding termination, behavior, and pay or status changes will help reinforce that your employee policies are there for a reason. Equally important is training managers and setting expectations to practice good documentation. The realization that what you document today may be used against you in a court of law tomorrow is great motivation to be fair and consistent in all your work practices.