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The Importance of Documenting Disciplinary Action
When taking disciplinary action against an employee, it is important for employers to keep detailed documentation of any disciplinary steps taken. An employer will want thorough and accurate documentation especially if an employee complaint is filed. No matter how small an infraction might seem, proper documentation is necessary and will protect you.
Documenting disciplinary actions can provide the following:
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A written record of disciplinary/personnel actions to put in a file
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Help in setting guidelines for future job performance and/or improve current job performance
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A communication tool to notify employees of policy violation
One of the first steps in documenting a disciplinary issue is putting the complaint in writing. Basic documentation guidelines are as follows:
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State the problem clearly and succinctly, paying close attention to dates and verbiage.
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Be objective in your explanation, staying away from generalities.
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Use specific examples in describing the incident that caused the action.
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Your documentation should be consistent with company policies, making no exceptions for any employee.
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Disciplinary action should be taken after a thorough investigation, and kept private throughout the process.
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Future objectives and expectations should be clearly expressed.
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Be sure a manager or HR representative is present when discussing disciplinary action with an employee.
Employers may wish to compose a form or set of forms to use when documenting disciplinary action. This will help employers to streamline the disciplinary process and be consistent with each step. Discipline that is accompanied with appropriate documentation can improve morale and productivity levels in employees.
Be sure to see our Alert for February 11 about what not to include in employee documentation.
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