Simple Steps for drafting Write-ups

Article By: Bill Vogel, PHR
Date: August 2, 2018
Virtual HR Pros
 
There are few job duties more discouraging to managers and supervisors than preparing write-ups for underperforming or misconduct. Most common warnings are for poor attendance, failure to follow instructions, and performing below expectations. No matter how discouraging this may be, drafting and issuing write-ups is a necessary skill for anyone in a leadership position. Most importantly documenting an employee’s problematic behavior and poor performance helps provide a layer of protection if the employee refuses to make the necessary improvements and is ultimately terminated.
 
Using this simple five paragraph outline, managers and supervisors can develop complete write-ups that help gather facts, organize details, and create a disciplinary document that is concise but detailed:
 

1. A brief description of what happened.                                                   
2. Employee’s side of the story
3. Impact of the violation on the business
4. The policy, procedure or rule violated
5. Consequences of future violations

 
Although five paragraphs may seem like a lot, each paragraph should not be more than three sentences long. In addition, carefully crafted write-ups can help support the manager’s decision if a fired employee challenges a termination. This is the first step, the next step is delivering the write-up to the employee, which requires needed preparation. Preparation such as what to do if the employee refuses to sign, having a witness present, and protecting against an employee’s claim of retaliation or harassment. We will discuss this preparation in a later post.
 
As always, get help from a qualified HR Professional if you think your business is at risk, or needs help developing policies, procedures, and training courses to assist with workplace compliance requirements.

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