6. Why is accurate and complete documentation so important in performance management, particularly when dealing with employee underperformance?

6. Why is accurate and complete documentation so important in performance management, particularly when dealing with employee underperformance?

Accurate and complete documentation is essential in Performance Management as it is a key factor for management to be able to assess employee's performance.   The manager must know what objectives and standards of performance have been defined, planned and agreed at start.  The measures and performance indicators must also be known to the appraiser and to the employee.   All these elements must be noted in a document that is known as the performance contract or the performance discussion document.  Both the manager and the employee will sign this document as evidence of their agreement at the start of this performance contract and it will be used at all steps of the process.

Accurate documentation helps to:

Ø    Identify the specific set of competencies related to superior performance,

Ø    Give more objectivity to appraisal discussions.

Ø    Improve employees' communication.

Ø    Identify potential of employees

Good documentation procedure helps to reduce the possibility of many rating errors and also justify evaluations and resultant administrative decisions. It also helps to have accurate, specific, consistent and factual information for the progress of the company.  Managers will relate to facts and not base the evaluation on the person herself, thus not lowering the employee’s self-esteem

It tends to identify the weakness of the employee and also being able to indicate if any improvement is needed like training for the employee.  As when dealing with employee underperformance, it will:

1.                  give concrete evidence and data for the meeting to be factual and more objective,

2.                  Make it easier to identify what training is needed and set up the appropriate action plan.