Performance Documentation

Maintaining complete and legally defensible performance documentation is the first step to a painless performance evaluation. Supervisors should maintain a working file for every employee they supervise.  The working file may be a hard copy file or an electronic file and its contents can be used to prepare the performance evaluation.  Whatever format you choose to use, the documentation should include positive, negative, and neutral examples of the employee's performance.  Anything that is factual and representative of the employee's performance should be included in this working file.Examples of appropriate items that are found in the supervisor's working file include:      -- Work samples      -- Working notes you've made regarding the employee's performance      -- Letters of commendation      -- E-mails related to work projects and outcomes      -- Certificates of completion      -- Quantitative performance records      -- Disciplinary notes or forms      -- Factual details about work-related situationsExamples of inappropriate items that are sometimes found in the supervisor's working file include:      -- Gossip      -- Unsubstantiated comments from others      -- Personal feelings and opinions      -- Accusations that have not been investigated      -- Medical diagnoses or summaries of conversations regarding medical conditionsDo a quick audit of the files you have for each employee.  Make sure that the documentation you are keeping is factual and work-related.  Appropriate and complete documentation will make the preparation of the performance evaluation much easier. . .even painless.