Documentation

Why do some managers believe that documentation makes them the bad guy?

Employee write ups are never popular but it can save your job and the company you work for

Employee documentation is necessary for a couple reasons and some managers can completely miss the boat on this subject.  It’s that fear of becoming known as the “bad guy” who’s famous for dragging employees in the office for punishment.  I’m quite certain you were hired for your skills and experience and not to become best friends or popular with the employees.

There is a much bigger concern to look at when we talk about keeping documentation on employees. As a manager the first responsibility is to protect yourself, your organization, club, restaurant, etc.  Another responsibility is to your employee to guide their way to success. When all those concepts are cemented down in your gut you will realize that documentation is vital to everyone’s wellbeing. 

There will always be a few employees who need guidance and just talking sometimes doesn’t work.  Let’s say a new server (we’ll call her Linda) started training and everything seems to be going well. Then you’re hearing some under current from other employees and witnessing that Linda isn’t performing side work procedures correctly. When you bring Linda into the office and first ask her if everything is okay she says that all is well. When you mention that her side work isn’t acceptable Linda comes back with an apology and says that she’ll be more careful. It’s a good idea to follow up and have Linda continue training with a seasoned server and with someone you trust. Document what happened and state your solution to resolve it.

There could’ve been a hundred reasons why all the sudden Linda took a bad turn. It’s very important to stay on top of this situation. Hopefully it was an isolated incident and Linda is back on track, becoming successful and one of your super stars. But if the negligent behavior continues and worsens Linda needs to return to the office for a write up.  It’s mentioned again how important proper procedures are and that her standards are not up to par.  Give Linda time to explain but after that her signature is needed on the documentation.  If she refuses to sign then it’s time to bring in another manager to sign instead, stating that Linda refused to.

Linda’s behavior is now cancerous and the employees are looking to you to fix it.  By now it’s clear that Linda will be signing her way out the door and this should not be a slow process.  If you’ve done everything possible for her then there’s nothing to worry about if Linda decides to sue you personally and the company.  Your decision for continued training and further valid documentations will keep a lawsuit at bay. There may be a boat load of meetings with her attorney(s) but completing your due diligence will eventually pay off.

Now that’s how you protect your company and yourself from possible lawsuits and spending thousands of dollars. And your job is saved because of taking the time and the uncomfortable effort to document and do the right thing.  It’s not a far-fetched story; it happens more than you realize.  Do not get caught up in something that will follow you to your next job interview.

I would be remiss if I didn’t mention that write ups are great tools when you employ someone who just needs guidance in the right direction.  They may get one write up and when their light bulb goes on you never have another issue with them again!  Not only do they become your super star but they thank you for taking the time to direct them properly.  That’s one awesome employee who was lucky to have you as a manager.