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How you document an employee’s counseling session is vital to the overall success of changing the behavior. This complete documentation also puts the employee and the Human Resources department on notice that an employee’s behavior has become so disruptive that the manager must resort to coaching, counseling and corrective action is to identify what the problem actually is with the employee.
Not having firm documentation is the biggest and most common mistake managers make when handling a difficult employee. Some managers believe that a simple talk is all that is required; they quickly find out they are sadly mistaken. But there is a science to documentation; doing so isn’t just about taking notes. Here are some tips:
Document the poor behavior and/or performance problem – Good records, can mean the difference between winning and losing a lawsuit.
Stick to the facts. Don’t exaggerate the facts to make the documentation more salacious.
If previous documentation exists on the same issue; but sure that your information is consistent with previously established information.
Make sure the employee knows what company rule/regulation and/or policy/procedure was violated in the first meeting.
Give the employee the straight-forward consequences of what will happen if the behavior does not change.
Provide the employee with a copy of the resolution, have the employee sign the form, put a copy in your internal files and send a copy to Human Resources.
As for when the manager should forward the documentation to Human Resources? Immediately. Human Resources needs to receive a copy of the formally signed resolution. Documentation is supreme with any counseling, coaching and corrective action response to employee behavior. The reason for this documentation is to have a record of the behavior itself; the advisement of the employee of the behavior; the fact that the behavior must stop; the steps that must be taken to eliminate the behavior and the consequences of what will transpire if the behavior isn’t corrected. All of this information will be included in the resolution that is sent to Human Resources.