Supervisors, working leaders and even most managers need to do a better job of keeping documentation related to on the job observations they make regarding employee performance.

The best tool for the leader to use is a paper-based date book that fits in their pocket. A second choice is a small notebook. The reason it is a second choice is because it requires the user to note the date of their observations whereas the date book allows for observations to be written on the date they occured.

For electronic documentation, you can create folders and place performance information in the electronic folders for future reference.

Here is a list of information the leader can make note of:

• Tardiness or absenteeism including conversations they have related to this problem (A sample entry: Spoke to Bob Smith to ask why he was 10 minutes late for his shift – babysitter problems – explained to Bob why it is important for him to be on time)

• Any behaviour issues noticed – excess break times, not being ready for line startup, equipment or materials issues they notice during the shift.

• Observations about bottlenecks in the operation.

Notes should be made away from employees.

Leaders should be cautious to use professional language. It is quite possible that the notebook could be reviewed if a legal situation or arbitration warranted it. If the documentation is filled with profanity, the entire case against an employee might be dismissed.

Highlight the positives as well. When the leader notices positive behaviours and performance they should also make note of the observation. This can be helpful when sitting down with employees to conduct a formal or informal performance review.

Would the leaders in your organization benefit from some training and development?

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