HR Needs It Signed on the Dotted Line
One reason HR has so many forms and other written documentation is because good HR processes are a company's main defense against employee lawsuits. I've been told by employment attorneys that any paper in an employee's file has little value unless the employee has signed it their signature is your proof that the employee has seen that piece of paper.
What does signed documentation have to do with managing employee performance? It's your backup, your proof, your evidence that you are trying or did try to help your employee's performance improve.
When you set up this meeting to discuss continued problems with an employee's performance, you'll want to have a memo already prepared. This memo will:
- be 'to' the employee (full name),
- be copied to 'Personnel File' and your supervisor (if any),
- use a topic of 'Job Performance' or something similar,
- include any previous discussions you have had with the employee regarding these issues (and any paperwork), and
- include exactly what your employee must do to correct these issues and appropriate deadlines.
At the bottom of the memo put "Read and discussed:" and below that put a line for the employee's signature.
You really want to obtain the employee's signature for the memo to have the most HR value. Most people will sign it if you merely mention that their signature does not imply they agree with you. What you are trying to achieve is proof that the employee did, indeed, receive the memo.
If the employee refuses to sign, there is one other method you can try. In the bottom corner of the memo's last page, hand write "refused to sign" and ask the employee to initial that statement. Although you still don't have their full signature, the initials add value.
This is the 4th of 7 articles in the Managing Employee Performance Series.
C.J. Westrick, SPHR has been involved in Human Resources management and consulting since 1990. C.J. is currently an HR consultant advising small businesses online at http://www.HRjungle.com, in addition to working one-on-one with clients. Her specialty is bringing HR to small companies that do not have or need a full-time HR person.
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