I was asked to speak to a group of up and coming business owners recently through a great San Antonio organization, the South Texas Women’s Business Center, on HR Essentials for employers.  It was encouraging to see the turnout and the desire the group exhibited for wanting to “do the right thing” when it comes to managing employees.

We covered routine issues, such as “what types of posters am I required to maintain in the workplace,” and discussed the problems inherent in misclassifying an employee as an independent contractor or a non-exempt employee as exempt.

One take-away that I wanted to share here are the Top Ten Blunders employers want to avoid when it comes to documenting employment issues.  It’s been my experience that if employers can avoid the following, they’re on the right track:

Top Ten HR Documentation Blunders

1.  Unsigned or undated documents

This is the No. 1 blunder. Sign and date everything and have the employee do the same.

2.  Illegibility

In court, neatness counts; and, in some cases-saves you!

3.  Late documentation

Judges and juries look doubtfully at disciplinary or other reports written weeks or months after the incident they describe. Timeliness is key.

4.  Inaccuracy

Facts need to be correct in all documents. Even one error makes the entire document suspect.

5.  Unsupported conclusions

Fact specific statements by objective witnesses support your decisions.

6.  Waffling

Vagueness without objective, quantifiable measures hurts more than helps.

7.  Don’t make excuses

Don’t make excuses in order to be nice. Be factual.

8.  Don’t lie…even to be nice!

Credibility is everything. A fabricated statement becomes Exhibit “A” at trial.

9.  Be consistent

Treat all employees the same.

10.  Don’t miss the forest for the trees

Writing every small infraction may sound insignificant; however, documentation tells the story that either supports your defense or sinks your ship.

What story does your documentation tell?