HR 101 Employee Documentation

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Ensure your managers know how and when to document employee performance issues.

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HR 101 Employee Documentation

  1. 1. Written Documentation Steve Lovig, PHR, MS Do it Well, as Often as Needed
  2. 2. The Goal: The Management Team will become Experts at Documentation of Employee issues.
  3. 3. Copyright ©2003 Progressive Business Publications Fair and Equal •  No Employment Decisions based on Age, Gender, Physical Disability, National Origin, or Race.
  4. 4. Copyright ©2003 Progressive Business Publications Misconduct v. Poor Performance •  Misconduct: Breaking rules that govern employee conduct –  Examples….? •  Poor performance: Inability to perform at an acceptable level –  Examples….?
  5. 5. Copyright ©2003 Progressive Business Publications Employee Discipline The Need to Address Misconduct
  6. 6. When Do We…. • Document Behavior …? • Coach & Counsel …? • Terminate …?
  7. 7. 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!
  8. 8. 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.
  9. 9. CLOSING As always… Our next scheduled discussion date is: (DATE?) Your Signature & Date …Template (cont’d)
  10. 10. 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 …Template (cont’d)
  11. 11. • 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)
  12. 12. Copyright ©2003 Progressive Business Publications Conflicting Documentation? – Describes inconsistent behaviors – Gives employees (and courts) a choice of outcomes
  13. 13. Copyright ©2003 Progressive Business Publications …Ready for the Conversation •  Time and Place •  Agenda •  Documentation for: – The employee's performance – Defining performance for that job
  14. 14. Copyright ©2003 Progressive Business Publications Across the Table: Discussion •  Two-way “interview” – Eliminates “because you never asked me” •  Open-ended questions – Encourages discussions
  15. 15. Copyright ©2003 Progressive Business Publications Discipline: What’s Appropriate? •  Not all offenses are equal •  How many offenses? •  Time intervals •  Work history
  16. 16. Copyright ©2003 Progressive Business Publications from Criticism to Improvement •  “You” •  Performance, not Person •  Clear Standards •  Generalizations & Absolutes
  17. 17. Copyright ©2003 Progressive Business Publications Setting Expectations •  Give them Rules •  Tell them Consequences •  Set Example
  18. 18. Copyright ©2003 Progressive Business Publications Addressing Conduct Before PIP •  Be specific •  Clear Expectations •  Develop Remedial Plan •  Provide Support
  19. 19. Copyright ©2003 Progressive Business Publications A Disciplinary Encounter •  To the point •  Why; What…. •  Impact •  Next steps •  Summarize •  Follow up!
  20. 20. Copyright ©2003 Progressive Business Publications Progressive Discipline •  Document, Document, Document •  Verbal •  Written •  Suspension - ? •  Termination
  21. 21. Copyright ©2003 Progressive Business Publications Consult with HR •  If you’re not sure, ASK !! •  Review file •  Similar Infractions? •  Adhere Policy
  22. 22. •  Partner with HR on Employee Issues •  No Termination - until you’ve spoken with HR Action Plans
  23. 23. •  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?
  24. 24. Document employee issues - must have reasonable legal grounds to terminate employee IF / WHEN that becomes necessary Documentation, Documentation, Documentation
  25. 25. Managers may be held personally liable !! Don’t Set Yourself Up!
  26. 26. Copyright ©2003 Progressive Business Publications Employees Sue Over Perf Docs •  Performance-perception gap •  Unfair •  Lack documentation •  The moon is full
  27. 27. SO…We’ve talked about…. •  RECAP.... Document….Document… Document •  Using this Information •  Fair and Appropriate Treatment of ALL Employees
  28. 28. Written Documentation

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