Supervisor Foundations · Lesson 5.6
DOCUMENT IMPORTANT PERFORMANCE CONVERSATIONS
Not every small coaching conversation needs a formal record.
But important or repeated performance issues may need documentation.
Useful documentation can help:
- preserve facts
- track patterns
- record expectations
- remember agreed actions
- support consistent follow-up
- reduce confusion later
Good notes should focus on:
- date
- issue
- relevant facts
- standard discussed
- employee explanation where appropriate
- agreed improvement
- follow-up date
- action taken
Poor
POOR DOCUMENTATION
“James is lazy and has a terrible attitude.”
Better
BETTER DOCUMENTATION
“October 8: James arrived at 9:25 a.m. for a 9:00 a.m. shift without prior notice. Attendance expectation reviewed. James stated his bus was delayed. He was reminded to notify the supervisor as soon as he knows he may be late.”
WORKPLACE EXAMPLES
EXAMPLE 1
A supervisor documents the specific dates of repeated missed deadlines rather than writing:
“She never does anything on time.”
EXAMPLE 2
An employee explains that a task could not be completed because approved system access was missing.
BETTER RESPONSE
EXAMPLE 3
BETTER RESPONSE
EXAMPLE 4
A supervisor writes insulting personal opinions in a performance note.
That is poor documentation.
Remember
Document facts, not insults.
Workplace action
For an important performance conversation, record: What happened? What standard was discussed? What was agreed?
Quick Check
Which note is most appropriate?