Why ManageBetter Is the Best Software Tool for Documenting Employee Performance Issues

Optimize team management in minutes with ManageBetter. Start your free trial now and join Uber and Microsoft in boosting performance, gathering insights, and generating reviews—all AI-powered, no writing required.

When addressing poor performance in an employee, comprehensive documentation is crucial from an employment law perspective. The documentation serves as a record of the employee's performance, actions taken by the employer, and any communication related to performance improvement.

What Employment Lawyers Want to See in Performance Documentation

Employment law experts typically recommend including the following elements in performance documentation:

1. Clear Expectations:

   • Clearly defined job responsibilities and performance expectations.

   • Any performance standards or metrics that the employee is expected to meet.

2. Performance Reviews:

   • Regular performance evaluations and feedback sessions.

   • Documentation of both positive and negative feedback.

3. Incident Reports:

   • Detailed records of specific instances of poor performance or misconduct.

   • Documentation of dates, times, locations, and any witnesses present.

4. Communication Logs:

   • Records of meetings, discussions, and written communication regarding performance concerns.

   • Including any warnings or corrective actions discussed with the employee.

5. Development Plans:

   • Records of any performance improvement plans or action plans implemented.

   • Details on the support and resources provided to help the employee improve.

6. Consistency in Application:

   • Consistent application of policies and procedures across all employees.

   • Avoidance of discriminatory practices and adherence to fair employment standards.

Why Performance Documentation is Critical for Legal Reasons

Documentation is essential for several reasons:

1. Legal Protection:

   • Provides a legal defense in case of wrongful termination claims.

   • Demonstrates that the employer followed a fair and consistent process.

2. Communication and Transparency:

   • Communicates expectations clearly to employees.

   • Creates a transparent record of the employer's efforts to address performance issues.

3. Performance Improvement:

   • Aids in identifying patterns of behavior and areas for improvement.

   • Allows for the development of targeted performance improvement plans.

Common Pitfalls to Performance Documentation

HR and managers can fall short in documenting poor performance issues in several ways:

1. Incomplete Records:

   • Failing to document all relevant details or incidents.

   • Lack of specificity in descriptions of performance issues.

2. Inconsistency:

   • Inconsistencies in the application of policies and procedures.

   • Treating different employees differently in similar situations.

3. Delayed Action:

   • Failure to address performance issues promptly.

   • Allowing problems to persist without intervention.

4. Lack of Follow-Up:

   • Not following up on performance improvement plans.

   • Failure to monitor and document progress or lack thereof.

5. Failure to Involve HR:

   • Not seeking guidance from HR in addressing performance issues.

   • Missing out on HR expertise in navigating legal and procedural aspects.

How ManageBetter Can Help with Your Performance Documentation

A system like ManageBetter provides a structured and efficient way to meet legal documentation requirements and align with the preferences of employment lawyers. Here are several reasons why such a system is beneficial:

1. Centralized Documentation:

   • ManageBetter serves as a centralized repository for all performance-related documentation. This ensures that all relevant information is easily accessible and organized in one location.

2. Automated Tracking:

   • The system automates the tracking of performance metrics, evaluations, and improvement plans. This reduces the risk of oversight or inconsistent documentation.

3. Real-Time Reporting:

   • Automated reporting features generate real-time reports and charts. This provides up-to-date insights into employee performance, making it easier to identify patterns or trends.

4. 360 Reviews:

   • The 360-degree review feature allows for a comprehensive assessment of an employee's performance from multiple perspectives. This thorough evaluation helps in building a well-rounded case when addressing performance issues.

5. Action Plans and Development Records:

   • ManageBetter facilitates the creation and tracking of action plans and professional development records. This documentation is crucial for demonstrating the employer's efforts to support the employee in improving performance.

6. Continuous Feedback Collection:

   • The system enables managers to record and track continuous feedback on a regular basis. This ongoing documentation contributes to a comprehensive view of an employee's performance over time.

7. Optimal Allocation Reports:

   • The AI-driven optimal allocation reports provide documentation on how projects are assigned based on team strengths and business importance. This can be valuable in justifying performance-related decisions.

8. Performance Expectation Reports:

   • The system helps in setting and documenting performance expectations, including identifying specific behaviors that managers expect from their employees. This documentation is critical for legal defense in case of disputes.

9. Audit Trail:

   • ManageBetter creates an audit trail for every action taken within the system. This ensures transparency and accountability in the performance management process.

10. User-Friendly Interface:

    • The innovative point-and-click interface of ManageBetter makes it easy for managers and HR professionals to input and retrieve information. This user-friendly design encourages consistent and comprehensive documentation practices.

11. Efficiency and Time Savings:

    • Automated reporting and documentation features save time and reduce the likelihood of manual errors. This efficiency is crucial in maintaining accurate records and meeting legal requirements.

Sharpen Your Leadership Edge: Join 3,000+ executives receiving weekly, actionable insights from industry experts. Subscribe free to The Thoughtful Leader and elevate your team's performance.