As a manager, one of the less comfortable parts of the job is dealing with performance issues, conduct concerns, or any breakdown in the working relationship with a team member. One of the most crucial – yet often overlooked – tools at our disposal is good record management.
Why It Matters
When issues arise, it can be tempting to handle matters informally and hope things improve. But without keeping a clear record of conversations, actions, and concerns, it becomes difficult to show the necessary steps have been taken if the situation escalates. You will want to have a clear and factual audit trail that supports transparency and fairness.
Proper record-keeping isn’t just about protecting the company – it protects the employee too. By documenting conversations, agreed actions, and timelines, you give your team member a fair opportunity to understand what’s expected of them and how to improve. If the matter reaches formal proceedings, having a record shows that the employee was given adequate support and warnings.
What to Record
Here are some essentials that every manager should stick to:
- Dates and details of informal conversations showing concerns and expectations.
- Notes from one-to-ones and check-ins where issues are discussed.
- Follow up emails confirming what was agreed, including timelines for improvement.
- Records of any missed deadlines or repeated behaviours.
- Follow-up actions, including support or training provided.
Make sure your notes are factual, not opinions. Use clear, neutral language, and store everything securely in line with your company’s Data Protection Policy. Don’t rely on your memory – even short emails or bullet-point notes filed at the time can be invaluable later.
If Things Don’t Improve
If things continue to go wrong despite support, or if a situation becomes more serious (for example, involving misconduct or formal disciplinary action), your documentation becomes essential. HR will rely on your notes to assess whether proper procedures were followed and whether the employee had a fair chance to turn things around.