Document The Good Stuff, Too…

Document, document, document. The importance of documentation is typically associated with employee coaching, counseling, and discipline. We’ve been conditioned to make sure we “get it into writing” to show the chain of events leading up to a particular course of action, particularly adverse employment-related decisions. In theory, employees are judged by their overall work record, but documenting only when employees are not at their best can create a distorted perception.

From a risk management perspective, documenting employee growth and success provides balance to an employee’s overall work record and increases an employer’s ability to justify any employment-related decisions. Now that the legal stuff is out of the way, let’s talk about other reasons for documenting employee positives.

A fundamental need of all people is to receive acknowledgement that what they do matters. Meaningful recognition is not about the cost, but about the sentiment behind it. A simple thank-you note many not see like a lot but this type of recognition has a high impact on employee motivation at minimal expense. Make a note in the employee’s file when you give or they receive this type of recognition. If one of your customers or clients contacts you praising the efforts of an employee, pass the message along and tell them you’re putting it in their file. Did your employee receive formal recognition, such as winning an award? Put it in their file. When an employee accomplishes a goal that was established, let them know it matters, even if it’s a short memo to them with a copy to their personnel file. This type of recognition validates employee performance and motivates employees to continue their hard work.

Here are a few ways to recognize employees:

• Write a personal thank-you note.
• Send a letter of appreciation.
• Send a memorandum.
• Note their contributions in a company newsletter or on the company website.
• Send an e-card or quick email.

No matter what form of recognition, don’t forget to make a note in their personnel file.

Documenting employee growth and success contributes to employee satisfaction and retention because it fulfills a basic human need, but it can also help better justify employment related decisions by providing a well-rounded employee record.

Jenna