Encyclopedia of Leadership

13.7

DOCUMENTING EMPLOYEE PERFORMANCE

AND BEHAVIOR

Inspired by Connie Quinn.

Leaders often recoil at the idea of having to complete annual performance reviews, or having

to document performance or behavior problems as part of disciplinary action. Keeping specif-

ic, accurate, and current records on significant employee performance and on-the-job behav-

ior can make these chores a lot easier.

SAMPLE FORMAT FOR DOCUMENTING PERFORMANCE

AND ON-THE-JOB BEHAVIOR

Employee Name: ____

GUIDELINES FOR USING THIS FORMAT

Although this is simply an organized way of keeping up-to-date records, it is a surprisingly

powerful leadership tool ifthese guidelines are followed:

✔ One absolute requirement for using this form is that you make entries only after you

have first reviewed the relevant information directly with the employee concerned. In

this way, you can be assured that you have provided timely feedback to the employee

and that your notes are accurate and reliable. Only if this step is followed will this form

prove to be a powerful leadership tool.

✔ Use this form regularly (at least weekly). Although it takes only a few minutes to make

these notes, it does take ongoing discipline to regularly provide feedback to employees.

Although providing feedback does take time, research shows that regular feedback is

412 SECTION 13 TOOLS FORLEADINGPERFORMANCE

The obvious benefits of documenting

✔ Completing a specific, objective, and balanced

performance review becomes considerably easier if

these notes are maintained regularly.

✔ This level of documentation is essential for

disciplinary action within most organizations.

The less-obvious benefits of documenting

✔ It is a structured way to ensure that you are

providing regular and balanced feedback to your

employees.

✔ Reviewing this documentation provides data for

assessing and improving your owncommunication

and leadership performance.

Date Positive performance/behavior Date Negative performance/behavior