HR and Managers- You know you need to document employee performance issues- but do you know WHEN to document and WHAT to include? Including or NOT including certain things could circumvent the intended purpose and end up backfiring on the company.

Here are some suggested tips:

1. Document so that someone who does not work for your company (i.e.: the jury) will be able to understand your entry. Do not use acronyms that a lay person won’t recognize, do not use nicknames or partial names.

2. Save e-mails, text messages and security tapes as support for the content in the performance evaluation or write-up

3. Attach back up documentation to support the poor performance, if applicable. I had a case where the employee was making substantial accounting errors- rather than issuing a $100 check, the employee issued a $10,000 check. Balance sheets were incorrect, and accounts were off. Save and attach this type of information for actual proof of the performance deficiency. To try and explain these types of issues without the bank statements/checks will cost a considerable amount of hassle, time and money.

4. Have questions on what you need to document? Contact your employment lawyer. Its much more cost effective to obtain the necessary legal advise ahead of time and will hopefully provide the peace of mind for your business and employees going forward.

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For informational purposes only. This information does not constitute an attorney client relationship and is not legal advise. Consult with an employment lawyer in your jurisdiction before making any important business decisions.