1. Verify any and all data associated with the employee’s unsatisfactory work performance. This is extremely important because sometimes managers jump to conclusions or let their emotions affect their decision to write up an employee. It’s important to make sure the employee’s performance necessitates a write-up based on factual information, not hearsay from other employees.
When a manager decides to write up an employee, there are a number of things he or she must do in order to make sure that the discipline is effective and fair. Simply writing a short paragraph, signing it, and putting it the employee’s permanent file is not enough, yet it is done quite often, even by larger employers. Managers must take their time and be thorough in order to make sure the write-up process impacts the employee’s performance in a positive way.
Be respectful and courteous throughout the entire process. Just because you have to write up an employee doesn’t mean that you have to be rude or overbearing. Everyone deserves respect and responds better to fair treatment than being dictated to. Remember that your end goal should be helping the employee reach their true potential, not secretly building a case in order to fire them.
When you write up an employee you undertake one of the most difficult but crucial tasks of management. Write up employees fairly, carefully, and constructively and you will have a well run department with performance improvement. Write up an employee vengefully, with exaggeration, or for purely punitive reasons and you may end up with a suit on your hands. Follow these steps to write up an employee well and set your organization up for success.