Performance Documentation Skills

1. Performance Documentation Skills Presented by Cheri Vandergrift Staff Attorney Mountain States Employers Council, Inc.

2. Role of Documentation Defend employer inlegal challenge Aid supervisor’s memory atperformance appraisal time Identify patterns of unsatisfactoryperformance or behavior Reinforce satisfactory performance orbehavior

3. Progressive Discipline Termination Demotion, PIP, Suspension Final Written Warning Written Warning Oral Warning/Verbal Counseling

4. Role of Progressive Discipline Demonstrates you did notact suddenly or arbitrarily Demonstrates youmade a constructive effort Rebuts any claims by employeeof never being told of the requirement Offsets history of ignoring other violationsor succession of good evaluations

5. Remember, the bestoutcome in every case… is when… The Employee turns around

6. F O S A Facts Objectives Suggestions Action DocumentingDiscipline

7. Facts Objectives F O S A Suggestions Action Sources of Facts Observed Employee Behavior Effects of Behavior on Employer’s Operation Employee Response Third Party Observations Prior Supervisory Action

8. Facts Objectives F O S A Suggestions Action Inference Test Who, what, when, where and how? Pg. 5 Just the Facts Ma’am Pg. 12

9. Facts Objectives F O S A Suggestions Action Objectives Critical to communicate objectives. What the employee must do to continue working for you.

10. Facts Objectives F O S A Suggestions Action Suggestions Ideas of how to meet the performance expectations Training Assistance of other employees or the supervisor Resource materials (books, instruction manuals) Regular meeting with supervisors Ideas from the employee

11. Facts Objectives F O S A Suggestions Action Action Consequence ifnot improved Ensure disciplineis consistent with other actions taken and not disproportionate to the offense.

12. Disciplinary Memo • Use Letterhead • Date is essential • Recite dates of past conferences • FOSA • Invitation to respond • Dated signature of employee, not agreeing to comply, but acknowledging receipt