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HR - Documented Conversation

How to Use a Documented Conversation – A Guide for Managers

A documented conversation is an official record of a discussion between a manager and an employee, typically regarding performance, conduct, or workplace expectations. It's an essential tool for ensuring transparency, clarity, and accountability in workplace communications.

Steps for Using a Documented Conversation

  1. Preparation:
    • Before the meeting, review the employee’s performance, behaviour, or any relevant issues. Have clear objectives for the conversation.
    • Plan to document key points, ensuring the record remains factual, unbiased, and professional.
  2. Conducting the Conversation:
    • Open the discussion with a clear purpose. Make sure the employee understands the reason for the conversation and encourage them to share their views.
    • Listen actively, acknowledge the employee’s perspective, and remain objective throughout the conversation.
    • Clearly outline any concerns, expectations, or action plans, making sure both you and the employee understand the key takeaways.
  3. Documenting the Conversation:
    • Take detailed notes during the meeting or shortly after. Record the key points, actions agreed upon, timelines, and any follow-up required.
    • Document the employee’s response to the discussion, including any suggestions or requests they may have.
    • Ensure the documentation is factual and free of any personal opinions or interpretations.
  4. Post-Conversation Follow-up:
    • Share the documented conversation with the employee. Offer a copy for their records.
    • Use the document as a reference for future discussions and to track progress on agreed actions.
    • Store the document on TMS and share original document with HR to store in manual personnel file.
  5. Legal Considerations:
    • Keep in mind that documented conversations can serve as evidence in case of disputes or legal matters. Always ensure that the documentation is thorough, accurate, and complies with company policies and employment laws.

This guide will help managers use documented conversations effectively to manage performance, resolve issues, and maintain a positive and professional working environment.