Problem Area

Employers should create a record of each employee's history with the company.  Employee files should be housed in secure area.  Good documentation answers who, what, when, where and why, and should always occur promptly. Documentation should be used as a tool to provide an employee means to suceed in their position, not as a weapon.  Written documentation should only include facts, recorded objectively.  Personal feelings or unfounded comments should not be included on any written documentation.  This includes applications, resumes, performance reviews, etc. 

Other key areas where documentation is important is in conversations that might pertain to the need for Family and Medical Leave Act (FMLA) leave, conversations pertaining to the Americans with Disabilities Act (ADA), all policy violations, harassment or discrimination claims, final warnings, promotions or changes in work force, compensation changes & terminations. 

It is best to always have the employee sign the document to show the employee was present and witness.  Also, it is a good idea to have another supervisor or member of management present for highly sensitive or difficult conversations with an employee as a witness. 

TrendHR can provide training for documentation, diversity, progressive discipline, and the employee life cycle.  Trend HR may also serve as witnesses for conversations and assist in drafting the written documentation.  Contact 214-553-5505 for more information.