Here are some statements that I have heard from managers/supervisors with regard to performance and the need for documentation:
I've been documenting every one of his actions for the past two weeks so that I can fire him soon!
The GM asked me for a record of her accomplishments so that he could consider her for a promotion. Where do I get that?
He always says: "Don't worry, I'll do it..." and he never does!
It's the end of the year. What can I write about them? What can I say to them?
She never gets things right. I guess I'll have to live with it!
"Good" things? Why write them down?
She's done great things in this, the last month of the year. Before that--"nothing"!
He's got a bad attitude and that influences the whole work place. How do I document "attitude"?
She doesn't need training to do that! It's common sense!
I don't have time to keep track of him. I have to do "my work"!
I mark everyone "satisfactory". No hassles!
Sound familiar? What do you do in situations such as these?
What can the manager or supervisor do?
One answer may be DOCUMENTING for Performance Improvement.
Employee turnover is expensive! Working with employees to do their best is important!
This workshop focuses on the two primary objectives of documenting performance which are: (1) to help the employee grow on the job, and (2) to reduce the likelihood of litigation (or the impact of litigation) in regard to claims of discrimination or wrongful discharge on the company and/or management.
COACHING employees through good feedback is the key! Communicating expectations and following up with feedback on progress or lack of progress toward meeting those expectations becomes the job of the supervisor.
Good documentation includes Facts, Objectives, Solutions, and Actions--FOSA as an acronym. The "spirit" in which it is done is also very important. Facts answer the questions what, when, where, who, and how. Objectives involve the supervisor communicating expectations (or objectives) for the work to be performed. Solutions deal with the help available to the employee to meet the requirements of the job. Actions, if required, deal with the supervisor's response if objectives are not met.
Finally, the steps in Progressive Discipline are reviewed: Training, Counseling, Oral Warning, Written Warning, Final Step Options, and Termination.
REMEMBER: Documented FACTS lead to better FEEDBACK, and FEEDBACK has a direct impact on PRODUCTIVITY and RETENTION.
NOTE: Your company's policy will be incorporated in the course content.