Here is an example of some HR related tips I put together for teams I've trained and supported. BLT FIRST (well almost, the acronym is a little out of order).

1. Team,
Below are some documentation tips I put together and thought I’d share with the team.
Another good easy reminder is the 5W’s (i.e., who, what, when, where, why) and to be as
specific as possible.
Documentation tips:
 Behavior - Focus on behavior not personality (address the behavior, reaffirm the
person).
 Language – Make sure to use concise language, proper grammar, and proper spelling.
 Third Person Perspective - Draft the documentation with the idea a third person will be
reviewing it… so that they will be able to read the statement and understand exactly
what took place.
 Factual - State the facts, avoid emotions, do not include personal attacks and/or
opinions (be objective).
 Informative - Document precisely what occurred, what rule(s)/policy was violated, and
what gap(s) exists (e.g., performance, attendance, or behavioral gaps). Document a
description of the event/issue/gap, the duration and frequency of the event/issue/gap;
along with names, date(s), time(s), place of event(s), and/or previous warnings.
 Solve - Explain what the employee must do to correct the gap/issue. Lists previous steps
taken to resolve the gap/issue and the consequences if the gap/issue continues. You
want to have the employee show he/she understands and can close the gap or correct
the behavior and record it. Remember to identify any potential barriers that may have
contributed to the issue.
 Timely - Write down the information while it’s still fresh in your mind, within 24 hours is
usually a good rule of thumb.
 Recognition – Documentation should also be used to recognize a job well done and is
highly effective in keeping employees motivated; if you are only documenting
performance management issues, you are missing an important part of the
documentation process!
What to document:
 Gemba Walk - observations made while walking through the theatre and observing staff
performing their duties, interacting with guests, and completing tasks.
 Safety, quality, and job performance reviews.
 All coaching/development sessions.
 Quarterly/Monthly Performance Discussions.
 Huddles/Tailgates/Meetings.
 IDPs/IAPs created jointly between the employee and manager.
 Corrective action (e.g., performance/attendance/COBC).
 Process coverage.
 Recognition - positive feedback!

2. What NOT to document:
 Medical issues (HIPAA).
 Unrelated personal information.
 Hearsay which cannot be objectively confirmed or substantiated.
 Insignificant and/or trivial matters.
 Personal opinions.
Remember, if it’s not documented, it didn’t happen!
Note: The above information is intended to help in the documentation process and not
intended to be a complete list, nor is it an official company policy document. If any errors are
contained or content omitted, refer to and comply with official company policy
documents/COBC!