What to Document and Seven Common Documentation Errors By Ari Rosenstein

Managers should record any formal or informal discussions with employees concerning company policy or job performance. This includes observing violation of company procedure or policy and conversely, noticing an employee performing above and beyond company expectations. Supervision should never underestimate the importance of jotting down occasions in which they informally remind employees of company policies. A manager will find it challenging, if not impossible, to remember the informal reminders and comments that prelude disciplinary action without making a note at the time.
Rumors brought to one's attention or overheard should be noted, particularly in the case of Unlawful/Sexual Harassment, for which employers are required to investigate all complaints and rumors, regardless of how minor.
Document all conversations regarding specific products and services, as well as discussions with existing or potential dealers, vendors, shipping agents or customers.
To sum up, make sure to document any actions or conversations that may lead to tangible employment action, changes in business policies or agreements, or may be vital subsequently as potential evidence. Any issues regarding products or services, and promises or agreements also necessitate documentation.
Common Documentation Errors
The following is a comprehensive list of common documentation errors worth avoiding:

1. Rushing through documentation. Busy supervisors are often pressed for time and may hurry through documentation. Admittedly, documentation can be laborious, but rushing can lead to errors, eventually causing damage in the case of an investigation.


2. Signing, dating and legibility. Managers should sign and date all written statements. If appropriate, the employee can also sign. Penmanship does make a difference; an illegible document will aggravate the situation.


3. Delayed documentation. Documentation recorded many days or weeks following an event will hold much less credibility and won't reflect favorably upon the company or the manager.


4. Unsupported facts. Remember to avoid biased or unsupported opinions and ensure that all documentation is strictly based on solid facts. Verify that all information is completely accurate.


5. Vague information. "She needs to improve" is much less effective than "Sue Brown has been arriving late for work at least three times per week for a period of 2 months." To ensure that all pertinent information will be available when needed, start documentation at the first indication of a problem.


6. Avoid biased or inconsistent application of company policies. Any intimation of favoritism will not be looked upon sympathetically at all. Ensure that comparable infractions are dealt with uniformly across the board.


7. Altering documentation. Do not jot down personal notes on ANY documents, including resumes, applications, performance appraisals, warnings and others. Altering documents in any manner, including erasing side notes, is against the law, and a judge may eventually see the material.

Summary
Documentation is intended to establish evidence of actions. Not restricted to disciplinary action, documentation should include a range of events and communication opportunities. Documentation is effective when it is specific, unbiased, factual, legible, and when appropriate, signed. When in doubt, consult with an experienced human resources outsourcing firm to assist.

Ari Rosenstein is the Director of Marketing at CPEhr, a human resource outsourcing firm, specializing in labor law compliance and PEO services. It currently services 15,000 employees and hundreds of clients nationwide.
CPEhr was founded in 1982 and assists small employers with the management of their employees and compliance with employment regulations. CPEhr provides a range of employment support services, such as the management of Human Resources administration, providing legislative compliance consulting, management training and recruiting services.
Additionally, CPEhr provides a range of insurance packages which include a comprehensive array of employee benefit packages, Workers' Compensation Insurance (including safety consulting support), and Payroll and Tax Administration.