Rule number one in documentation, says attorney Allison West, is to include all the details, but you have to ignore that rule because of rule number two—be concise.
When doing your documentation, it’s important to offer up all the facts, says West. Paper is cheap, she adds. However, at the same time, don’t be so wordy that you ignore rule number two, which requires documentation to be concise.
West, principal at Employment Practices Specialists in Pacifica, California, offered her suggestions at SHRM’s annual conference and exhibition, held recently in Las Vegas. Here are her tips on bulletproof documentation:
Avoid ‘As you know’ Memos
When you write “As you know,” you’re skimping on the details because you have previously discussed issues. That’s dangerous, says West. “As you know” memos are typically vague and ambiguous, and they are open to interpretation. Bulletproofing documentation means including details and important facts each time you write. For example:
“As you know, we have discussed your attendance on numerous occasions. Each time you stated you would try harder.”
This is a typical “as you know” memo. It means something to the sender, but not to other readers (like juries or federal agents). It needs details, says West.
- What were the problems?
- When were the discussions?
- What expectations were discussed?
- What follow-up was planned?
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Avoid sarcasm
Sarcasm is never going to look good to later reviewers of your documents. For example:
- You might actually be the only person in the history of our company to never get a performance bonus.
- Clearly you don’t care.
- Do you really want to work here?
- I am not surprised by the poor quality of your work product.
Out of context, these comments just look mean. It’s always better to write a straightforward presentation of the facts of the situation.
Avoid Starting Sentences with ‘You’
When you start sentences with “you,” it’s probably not going to be a straightforward presentation. For example:
- You don’t carry your load.
- You are not committed to your job.
A better approach from West: “I noticed on three occasions your team members asked you to assist them with updating the newsletter mailing list. Each time you refused. You may not realize that each time you say “no” without any explanation or fail to carry an even workload, the team members get frustrated and are forced to take on extra work. How would you feel in their shoes?”
Avoid Editorializing
Again, it’s better to stick with the facts, says West. For example, say Beth explained she was late, again, because of car problems. You write:
- Beth is late again. More lame excuses.
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Or say that Jorge is struggling to understand the new accounts payable software. You write:
- Jorge is unwilling to put in the time to master the software.
Editorializing hurts the writer’s credibility, shows bias, and indicates that the writer is uncaring about the employee’s issues or success. “The jury will snarl at you,” West says.
Instead, says West:
- Stick with the facts
- Neutralize your tone
- Keep emotion out!
In tomorrow’s Advisor, more of West’s tips, plus an introduction to the everything-HR-in-one website, HR.BLR.com.