09 ppt documentation final

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Documentation Training for

SupervisorsPresenters Name Date


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SHRM 2008 2

Introduction

The goal of good documentation is to create a record ofemployment, including facts of incidences and the steps andactions by the employer in an employment matter. Effectivedocumentation serves as an aid to future managers and HRprofessionals for historical perspective, audits, and legal claims.

There are many employment matters employers need to document.Some of these include discipline, medical leave such as FMLA,accommodations such as ADA, performance feedback, harassmentclaims, layoffs, work/life balance matters, training and careerdevelopment, pay practices, and recruiting practices.

This sample presentation is intended for presentation tosupervisors and other individuals who manage employees. It isdesigned to be presented by an individual who is knowledgeable inboth proper documentation and the employers policy andpractices. This is a sample presentation that must be customized

to include and match the employers own policies and practices.


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Objectives

At the close of this session, you will be able to:

1. Explain what types of documentation are the

supervisor/managers responsibility.2. Cite the reasons documentation is important.

3. Discuss implications of NOT documenting.

4. List employment matters that call for documentation.

5. Identify when to discuss documentation with HR.

6. Describe how to document effectively.


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What Documentation Is

Supervisor/Manager Responsibility?

Hand-written or typed notes from coaching and counseling

sessions with employees. Good documentation answers these

questions:

> Who

> What

> Where

> When

> NOT why, unless employee gives their own explanation.

Written comments including specific examples in performance

reviews. Disciplinary actions, such as warning documents with specific

examples and consequences.

Hand-written or typed explanations with business reasons for

employment actions such as demotions, promotions, layoffs.


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Questions? Comments?


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Implications of NOT Documenting

Performance or attendance doesnt improve, and there are

negative impacts to business, morale, and eventually the

managers own performance.

Increased frustration by manager and co-workers.

Misunderstandings on interpretation of discussion.

Employees not equitably treated; may have discrimination

claim.

Employees not treated fairly; may have wrongful termination

claim.

Lack of documented formal evidence for defense in the event of

legal claims.

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What Employment Actions Call for Documentation

by Supervisor/Manager?

Setting and revising annual performance goals andobjectives.

Mid-year and annual performance reviews.

Violation of company policy, procedure, practice, or codeof conduct.

Attendance issues.

Poor performance.

Demotions.

Promotions. Change in job duties.

Training needs and accomplishments.

Bonus and merit increase decisions.


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When to Consult with HR on Documentation

Accommodationsreligious and medical.

FMLAserious health condition for employee or spouse, child

or parent, birth or adoption of child, qualified exigency and

servicemember caregiver leave.

Significant changes to job duties.

Demotions.

Promotions.

Work/life balance matters, such as telecommuting.

Harassment claims.

Final Written Warning.

Egregious code of conduct or policy violations.

Layoffs.

Terminations.


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How to Document (contd)

Formal Written Warnings:

Use company warning templates.

Cite examples of how the employee has not met performance

or attendance expectations.

Give specific guidance for improving performance orattendance.

Have face-to-face discussion (whenever possible) withemployee and review warning document in detail.

Ask employee to sign warning indicating they have had thediscussion, received a copy, and understand the document.

Give copy of warning document to HR.

Document the discussion from the discipline meeting in writing.

Discuss any issues that came up during the discipline meetingwith HR.

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Summary

Documentation is important for both the employer and the employee.

Good documentation answers the questions Who, What, Where, and

When.

Document early. Dont wait.

Discussion without documentation equals misunderstandings.

Discuss and document only the facts.

Give specific examples for how employee is not meeting expectations and

specific guidance for how employee can improve.

Always consult with HR about matters concerning FMLA, ADA, work/life,

harassment claims, final warnings, and terminations.

Ask employee to sign documentation of disciplinary actions.

Give copy of disciplinary action to HR and employee.

Discuss any issues arising from meeting with HR.


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09 ppt documentation final

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