5 Reasons for Documentation

Documentation is key to our success as a team. Here are 5 reasons why.

1

Data-driven Decisions

The decisions supervisors make are often tough and complex. Documenting performance gives supervisors the ability to make decisions using real data and patterns, rather than relying on emotions or confrontation. This way, supervisors are able to do a better job of rewarding top performers and discipline fairly.

2

Improve Productivity

Documentation helps you identify trends over a period of time so you and your team can make improvements. Tracking reduces the probability of repeated mistakes and helps you see if any areas in your procedures need improvement. Otherwise, time might be wasted trying to come up with surface-level or ineffective solutions.

3

Reduces Risk

Documenting performance and engagement protects you as the supervisor and the City against litigation and prevents legal issues from arising. If something does happen, documentation ensures a smoother investigation.

Characteristics of Good Documentation

Clear Expectations

4

Clear Expectations

With documentation, there is no gray area between what’s acceptable and what’s not acceptable. This makes enforcing policies easier. Creating a fair and unbiased system that implies to all also reduces the possibility of conflict and builds a culture of transparency where the same rules apply to everyone.

5

Level of Care

One of your top priorities as a supervisor is to know your team and be accountable for them and their work. If you are not consistent with documentation or having hard conversations as they’re needed, what does that say about how much you care about your team? By being intentional and consistent, you show that you care not only for their individual improvement but also about creating a positive and healthy team culture where all are able to thrive.

“The responsibility of leadership is not to come up with all of the ideas. The responsibility of leadership is to create an environment in which great ideas can thrive.”

Simon Sinek

Use D.U.H.

Talk about the behavior not Action Plan on How to Improve Set Deadlines

Talk it Out: Connect with Strategies & Skills

“Documenting Employee Performance & Discipline”

Reflection:

How have you been doing with documenting when you need to? Is your paper trail strong or are there parts missing? How can you improve?