Employers often face situations when their employees need to be written up and possibly disciplined for breaking company rules or failing to meet performance criteria. When an employer addresses performance concerns, documentation can be one of the most important steps to take.
Written records that document issues should be consistent and clear. They should show wat happened, when it happened, what expectations were communicated and the response of the employee.
Documentation to include
Besides just the written account of the previous points, documentation should also include a variety of other records. These can include attendance logs, coaching notes, written warnings, customer complaints, improvement plans and productivity data. Keeping copies of emails and other communication between supervisors and the employee can also be important.
The goal of keeping accurate and comprehensive records is to show that the employee was treated fairly, in line with company policy and the same as any other employee in the same position. It should take away any assumptions that the disciplinary measures were fueled by personal feelings, retaliation, discrimination or harassment.
One point that many employers don’t consider is that they should also keep a record of the positive evaluations of employees. This shows that the employer isn’t looking for only the negative actions of employees.
It’s critical that all employment records are stored appropriately and only shared with individuals who need the information for business purposes. Even small lapses in judgment could lead to significant issues.
Some employees may opt to file a legal claim against the employer as a result of the disciplinary measures. Employers who have someone on their side to help them through these situations may be able to protect the company.