What are the best ways to document and communicate performance issues to HR?

1 Keep a record of performance issues

The first step is to keep a detailed and accurate record of the performance issues that you observe or receive complaints about. You should document the date, time, place, nature, and impact of each issue, as well as the actions you took to address it. You should also include any evidence, such as emails, reports, customer feedback, or metrics, that support your observations. Keeping a record of performance issues will help you to track the progress and improvement of your employees, as well as to justify any disciplinary or corrective actions that you may need to take.

2 Follow the policies and procedures

The second step is to follow the policies and procedures that your organization has for handling performance issues. You should familiarize yourself with the performance standards, expectations, and goals that apply to your team members, as well as the processes and tools that you need to use to evaluate, monitor, and report their performance. You should also follow the guidelines and protocols that your organization has for escalating, resolving, and documenting performance issues, such as performance improvement plans, warnings, or terminations. Following the policies and procedures will help you to ensure consistency, fairness, and compliance in your actions.

4 Communicate with HR

The fourth step is to communicate with HR about the performance issues that you encounter or manage. You should inform HR of any significant or recurring performance issues that affect your team members, as well as of any actions that you take or plan to take to address them. You should also share with HR any documentation or evidence that you have collected or created regarding the performance issues, such as performance reviews, improvement plans, warnings, or terminations. Communicating with HR will help you to get advice, support, and approval from the experts, as well as to ensure alignment and coordination with the organizational policies and goals.

5 Communicate with other stakeholders

The fifth step is to communicate with other stakeholders who may be involved or affected by the performance issues that you deal with. These may include your manager, your peers, your customers, or your vendors. You should inform them of any performance issues that may impact their work or relationship with your team, as well as of any actions that you take or plan to take to resolve them. You should also seek their feedback, input, or collaboration on how to improve the performance of your team members. Communicating with other stakeholders will help you to maintain transparency, accountability, and trust among your partners, as well as to leverage their resources and expertise.

6 Review and update your documentation and communication

The sixth step is to review and update your documentation and communication regarding the performance issues that you handle. You should check your records and reports for accuracy, completeness, and relevance, and make any necessary changes or additions. You should also review your communication with your employees, HR, and other stakeholders, and ensure that you have followed up on any commitments, requests, or expectations that you have made or received. Reviewing and updating your documentation and communication will help you to evaluate the effectiveness and outcomes of your actions, as well as to identify any gaps or opportunities for improvement.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?