We previously stated that not having time was the most common reason for supervisors not to document. Another obstacle is that supervisors are often under the false impression that they do not have sufficient writing skills to properly document. An English degree or exceptional writing skills are not required to document employee issues. The best documentation is accomplished using simple, plain language. With very few exceptions, all supervisors have the skills necessary to document.
The third barrier is a lack of process. Many supervisors don’t know where to begin or how to structure employee documentation.
Employee documentation can be created by incorporating key talking points in a format that:
Using the above, let's step through a documentation discussion with an employee about attendance.
Although, using this approach will not increase the enthusiasm for documenting employee issues, it will make supervisors begin to feel more comfortable with doing it at all. More importantly, it will be done correctly which can protect the individuals involved, as well as your company, and that is invaluable.