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In employee issues, it is common for many people to be involved in communication with and about an employee (Reliant staff, ministry or church staff, etc.). To ensure that leadership and HR is aware of the status of the issue, decisions made (or to be made), and any communication/conversation, records appropriate documentation needs to be completed in a shared take place. This documentation is not meant to replace the practice of documenting performance management issues and/or standard progressive discipline forms that go into any corrective action documents that would go into the Employee File. Rather, it is a summarized record of what has been done to address and resolve the employee issue.

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Here is a quick word about creating documentation after the fact. While it is always best to be able to say that your notes were made right after the event or conversation, it is also possible to create your notes in the days following that event. When you write notes after the fact, always put the date on them representing when you wrote them. If you had a conversation on January 2 with an employee but didn’t get around to writing your notes until three days later, mark your notes with the January 5 date. That way, there will be no question about the fact that you prepared them after the event. It could be beneficial if you stuck in a note saying what caused the delay in preparing the documentation.

Additional Resources:

How to Create Bulletproof Documentation from SHRM

How to Document Employee Performance from The Balance Careers

The Do’s and Don’ts of Workplace Documentation from HR Daily Advisor