Navigating employee performance management can be a challenge, especially when it comes to disciplinary actions. Writing up employees may not be pleasant, but it’s a crucial step in maintaining a fair and productive work environment.
When other forms of discipline like verbal warnings or informal coaching aren’t leading to an improvement in performance, an effective employee write-up can result in a good outcome for the organization, employees, and their supervisors. When performed incorrectly, write-ups can lead to misunderstandings or even legal issues.
Listed below are common mistakes to avoid when issuing employee write-ups and how to ensure your approach is effective and compliant.
Mistake: Waiting Too Long To Address Issues
Promptly addressing problems is key to effective performance management.
Delaying disciplinary action can weaken the message and reduce the effectiveness of a write-up. Taking too long to discipline an employee could also lead to important details of the situation being forgotten or lost as time progresses. Addressing performance or conduct issues quickly after they occur establishes a precedence for employees to understand the importance of the matter and gives them a chance to correct their behavior. Early intervention also provides a clearer timeline if future actions are needed.
Mistake: Letting Emotions Take Over
Write-ups should be calm, factual, and objective.
Issuing a write-up when emotions are high can lead to unprofessional language and mistakes. Take the time to cool down and approach the situation calmly. An effective write-up focuses on objective and documented facts rather than opinions or frustrations. Employees challenging a disciplinary decision can use the write-up as evidence. Therefore, it’s important to remember that the goal of a write-up is to correct behavior, not to punish out of anger.
Mistake: Using Vague Language
Specificity is essential for clarity and compliance.
Ambiguity can lead to confusion and weaken the write-up. Be precise when describing incidents, including details such as dates, times, and behaviors. Reference specific company policies that were violated and explain the impact of the employee’s actions. Providing clear examples leaves no room for misinterpretation and reinforces the seriousness of the issue.
Mistake: Skipping Witness Statements
Including witnesses adds credibility to documentation.
If other employees or customers observed the incident, gathering their factual statements can strengthen a case. Witnesses should be unbiased and based on direct observations. This additional perspective not only reinforces a write-up but also demonstrates a thorough investigation into the issue.
Mistake: Failing To Outline Clear Expectations For Improvement
Clear goals and timelines are necessary for effective corrective action.
Simply pointing out what went wrong is not enough. Detail what the employee needs to do to improve, provide actionable steps, and set a specific deadline. Employers can create a performance improvement plan (PIP), a formal written document that outlines recurring behavior and/or performance issues along with a specific timeline for the employee to achieve certain goals to regain good standing in the company.
This not only helps the employee understand what’s expected but also protects the company if further disciplinary action is needed. Focus on corrective feedback rather than highlighting what’s wrong and avoid minimizing the seriousness with praise.
Mistake: Delivering Write-Ups In The Wrong Setting
Write-ups should be delivered in person whenever possible.
Issuing a write-up via email or in a casual setting undermines the gravity of the situation. Schedule a private meeting to discuss the issue respectfully and provide the employee with a physical copy of the write-up. This allows for a professional and constructive conversation and gives the employee an opportunity to ask questions and understand the next steps.
Mistake: Overlooking Company Policy References
Aligning write-ups with company policies reinforces fairness and compliance.
Always reference the relevant sections of the company’s policies when documenting a violation. If the employee signed an acknowledgment of these policies, in a handbook for example, mention that in the write-up. This consistency reduces the risk of claims of unfair treatment and strengthens the legitimacy of disciplinary action.
Mistake: Not Following Up After The Write-Up
Monitoring progress is just as important as issuing the write-up.
Once a write-up has been issued, it’s crucial to evaluate whether the employee is making the necessary improvements. This can be done through informal evaluations such as observing their interactions with customers, or formal assessments using a standardized rubric. Demonstrate support by being available for questions and providing guidance. Effective follow-up helps prevent future issues and emphasizes a manager’s commitment to their employee’s growth.
Partner With GMS For Expert Employee Management
Employee write-ups are just one aspect of effective performance management. At GMS, we help business owners handle the complexities of managing employees, from documentation to compliance, employee development, goal setting, and more. Our team of HR experts can take on these administrative burdens, ensuring you stay protected, and your employees remain productive.
Contact GMS today to learn how we can support your business and improve your employee management strategies. Download our free guide on simplifying performance management to get started.