Different individuals coming from varying walks of life and meeting together in a workplace could mean a lot of things. One, they could establish teamwork and harmony in the workplace, but there will always be conflicts and performance problems that will arise.
Although it is accurate that recurring performance issues can be prevented through deliberate and strategic attention to recruitment, mentoring, and supervision, a company could still not avoid employee performance issues in any workplace setting.
If performance problems arise, the HR department must address them promptly and effectively. More than identifying the issues of the employees, it is also important to document them as soon as possible to avoid any misjudgment. Once all relevant information has been collected, it can be communicated with the employee to highlight corrective actions and support them in establishing and attaining goals that will help them thrive.
How To Identify Performance Problems?
Reassess Past Failures
Examine your employees’ previous mistakes and how they make up for them. If you are constantly fixing their problems or they are not doing anything to minimize their errors, then that is a performance issue that you need to address.
Keep Track of their Absences
Absenteeism is not an issue as long as it is valid and with proof. But if your employees take undocumented sick leaves or constantly skip work, it might be a performance problem that you should deal with as soon as possible.
Assess Employee Motivation
One major reason your employees may have performance problems is that they might be disengaged or unmotivated with work. The lack of participation and productivity could be counterproductive to workplace morale, so it must be addressed immediately.
Set standards for punctuality
Being late to work is normal, given that employees have their priorities to attend to. However, if many of your employees are frequently late, it could be a sign that they don’t take the job seriously. And before punctuality becomes a big problem, it may be time to sit down with your employees and set standards for punctuality.
How to document employee performance issues, and why it’s important?
It is vital that you record and document performance issues because it enables you to foster fairness in the disciplinary process while expressing an impartial standpoint when evaluating employee behavior at work. And here are the steps to follow in documenting performance issues:
Be Consistent and Stick to the Facts
If you document a problem with one employee, ensure to do the same for everyone else if a similar issue arises. When you meet with the employee concerned, allow him to relay all the facts related to the occurrence. Avoid using subjective words such as never or always in a written report. Instead, use numbers to demonstrate a statistical analysis. When it comes to a one-on-one discussion with an employee about their performance, ensure you are the objective voice.
Record and Document them as soon as possible
It is understandable that you have hectic schedules and have a lot on your plates, but it would be effective and efficient if all incident documentation should be completed within 72 hours, more preferably within 24 hours. You can employ date stamp documentation or record them in a cloud-based hr software whenever possible to track when the report was created.
Put more emphasis on behavior
When writing the report documentation, highlight the employee’s behavior than their character. Putting emphasis on behavior can help you provide guidance that can assist them in improving their attitude in the workplace while also holding themselves accountable. Ultimately, the end goal should be to achieve mutual understanding and to pave way for improvement and character development.
Describe the evidence of misconduct and the consequences
Obtain information from the employee’s direct supervisor and written emails from coworkers revealing proof of their conduct. You have to employ a comprehensive report explaining how the information was gathered, and the type of malpractice perpetrated in the workplace. This assists you in assigning the appropriate disciplinary action to the employee. Overall, the aim is to present the consequences and establish a deadline for when an employee should resolve the issue.
Obtain the employee’s signature and secure the files
Meetings to discuss performance and misconduct should always take place face-to-face. It allows you to present all information gathered as a result of the investigation while allowing the employee to process and analyze the information and ask pertinent questions. After discussing all relevant issues, have the employee sign the document indicating that they have understood and reviewed the material. After mutual confirmation, secure the files by uploading them to a supervised and password-protected hr management software as they are confidential.
Establishing a comprehensive documentation policy is an essential component of any good employee relations strategy. When you treat all employees fairly and equitably, your employees will be more committed and loyal to the company and would be less likely to have performance issues. Is your company in need of assistance in developing a customized documentation process and performance management? Get in touch with us here at Yomly to help your company increase employee engagement and build stronger employee relations.
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