As HR consultants, we know firsthand how crucial documentation can be when managing employees and keeping your business running smoothly. Yes, we know it can be tedious and one of those jobs that you always think you will get to, or you question whether that conversation was important enough to document but trust us when we tell you it’s right up there as one of those things your future self may thank you for doing!

1. Legal protection

Let’s start with the big one: legal protection. Now more than ever, employment law can be challenging to navigate; but staying compliant is crucial. Proper documentation serves as evidence that your business is following the rules that are designed to protect both the rights of employees as well as the business.      

Whether it’s proving you are addressing your legal obligations or enforcing company policies, having everything in writing can save you a lot of headaches.

• Dispute Resolution: If an employee disputes a termination or disciplinary action, having detailed records can protect your business. It shows that decisions were based on documented facts, not on hearsay or biases.
  
  
• Compliance: Documentation helps ensure compliance with a range of legislative pieces such as workplace safety or positive duty requirements. Should you ever face an audit or investigation having thorough documentation can demonstrate that you followed due diligence and adhered to fair and legal processes.

2. Performance management

Keeping notes is very important when it comes to effective performance management. Records of conversations, feedback, agreements made, time frames that have been agreed upon, all assist you and your employee in effecting positive change. 

It also allows you to keep track of employee progress, adjustments that need to be made and any outcomes such as a performance improvement plan that is completed and the employee is back on track or alternate decisions have been made and the process that was followed.

Helpful to the process is to keep notes on the following:

• Clear Benchmarks: By documenting goals and performance metrics, employees have a clear understanding of what’s expected of them. This transparency leads to better performance and more productive conversations during reviews.
  
  
• Objective Evaluations: Documentation ensures that performance reviews are based on objective criteria rather than subjective opinions; especially helpful if you find yourself having to disprove a discrimination claim

3. Conflict prevention and resolution

People are people and differences of opinion or personality clashes will occur at some point – there’s simply no avoiding it. No workplace is free from conflict, but documentation can help minimise misunderstandings and resolve disputes quickly.

• Consistent Communication: Following a meeting, shooting out a summary of the discussion, decisions made, areas that require further information or investigation and/or any agreed timeframes can assist in reducing conflict.  Asking if anything has been overlooked or misinterpreted allows matters to be resolved quickly before escalating.
  
  
• Impartial Record: Note taking during a meeting or pulling together contemporaneous notes can be extremely helpful. When disputes do arise, documentation provides an impartial record of events. This can be crucial for resolving issues fairly and maintaining a positive workplace culture.

4. Knowledge management

In any fast-paced work environment, employees come and go, but when you’ve invested training and time into upskilling and developing people, it’s important not to let their knowledge disappear with them. Documentation helps preserve valuable insights and processes.

• Knowledge Transfer: Documenting procedures, best practices, and project details ensures that knowledge is passed on, even if employees leave. This continuity is vital for maintaining productivity and quality.
  
  
• Continuous Improvement: By reviewing documented processes and outcomes, you can identify areas for improvement and implement changes that boost efficiency and effectiveness.

5.    Recruitment

While rare, occasionally a candidate or even an existing employee, may challenge a hiring decision. People can claim that your decision was based on an illegal reason such as age, race, religion, gender, sexual identity and so on. A current employee can also claim favouritism rather than best fit….     While it can be time consuming, we recommend recording notes on people suitability or otherwise for every position and keep your recruitment notes on file for a period.

It is hard to disprove a negative, so keeping notes that justify your reasoning is helpful in these circumstances. Of course, we also advocate for having a rating system and asking every candidate the same questions to ensure you give each candidate an equal opportunity to demonstrate their skills and knowledge for the job…. But even if you don’t do this, please keep your notes!

Documenting effectively

For sure, documenting conversations or processes is BORING (capital letters for emphasis intended!) but it’s necessary and we’ve got some tips to make the process a little easier.

1. Use templates

Templates for repeated activities allow you to be consistent and thorough in your documentation. They also allow you to save time as you can focus on the content and not the structure of your record.  Templates also guarantees that necessary information is included, reducing the risk of missing critical details.

Whether it’s for performance discussions, disciplinary actions, or training records, having a set format makes it easier for everyone involved.  Set something up that has the prompts or headings that you need and then simply fill it in as you go or following a meeting.

2. Keep records up to date

As your business evolves, so should your documentation. Regular updates mean you can rely on you records to accurately reflect current policies and practices. Outdated information can lead to confusion and mistakes. Keeping records up to date minimises these risks and supports informed decision-making.

3. Ensure accessibility and security

Balancing accessibility and security is key when storing documentation. You want authorised personnel to have easy access to information that is relevant to their role, while protecting sensitive information from unauthorised access.

4. Train Employees and Managers

Everyone in your business needs to understand the importance of appropriately and efficiently documenting information pertaining to their role or level of responsibility and how to do it properly. Be clear about what is required so everyone knows what is expected of them and a consistent approach occurs across the business. 

Educate your team about the role of documentation and its role in supporting the business. When people understand why it matters, they’re more likely to engage in the process. Offer resources and support to help employees and managers create and maintain accurate records. This could include training sessions, guides, or access to digital tools such as CRMs or secure document storage apps or programs.

Documentation might not be the most exciting part of managing employees, but it’s important in delivering legal protection, supporting performance management, preventing and resolving conflicts, and preserving knowledge. 

Implementing standardised templates, keeping records up to date, ensuring accessibility and security, and providing training are all essential steps to getting documentation right. With the right approach to documentation, you’ll be well-equipped to manage your employees effectively and navigate any challenges that come your way.

If you need any support in upping your documentation game, give the HR Staff n’ Stuff team a call.  There are plenty of pain free ways to get yourself on track and delivering on best practice processes so, take a deep breath, dive into those documents, and start building a rock-solid foundation for your business.