PERFORMANCE DOCUMENTATION GUIDELINES: Your Steps For Success

1. State the position requirements

Clearly state what the job description or Hanover policy requires. Reference any operations policies or company policies (i.e., Attendance Policy 3-18)

• Describe the performance issues in concrete terms with SPECIFIC BEHAVIORAL EXAMPLES.

Describe the conduct, not the individual.  Avoid making broad judgements using words such as “always” and “never”.  Include a list of behavioral examples, recording specific dates to show when and where the unwanted behaviors occurred.  Keep all your observations job-related. 

• Reference prior discussions

Include all instances where you have discussed this problem with the employee (i.e., emails, conversations, monthly review, team meetings). If this is a WRITTEN WARNING, you should have had a prior verbal warning.

• Explain the impact of the performance problem

Describe how this behavior has impacted the team, manager, or property goals. This helps the employee understand why he/she needs to correct the problem.

• Describe your expectations

Be specific. Do not just tell the employee what NOT to do, tell your employee what they SHOULD do (i.e., the employee should enter a follow-up call into Entrata within 24-48 hours, the employee should notify the manager at least 48 hours prior to the due date if he is unable to meet the required deadline).

• Describe the actions that need to be taken to correct the problem

Describe clear action steps with dates and times (i.e., I expect your report to be turned in by 5pm every Friday)

Performance Documentation Template

State the position requirements

Describe the performance issues with specific behavioral examples

Reference your prior discussions with the employee

Explain the impact of the performance problem

Describe your expectations

Describe the actions that need to be taken to correct the problem