Why Documentation During Employee Meetings is Important
When you have a meeting with an employee, you want to ensure that you record what was said and accomplished. Employees might try to bring legal action against your company later on and having the right documentation of meetings can help protect the company and prevent liability.
If an employee tries to deny meeting with you or misinterprets what you discussed in a meeting, you will have the documentation to refute them. Most importantly, if you have a conflict with an employee, you should always seek help from an employment lawyer in California.
Keeping Proper Documentation
First, one simple thing to record is the date and time of all employee meetings. Write down when and how the meeting occurred (in person, Zoom, phone, etc.) and who was present. You can demonstrate that the meeting happened, which the employee might try to deny.
If the meeting is regarding an employee complaint of harassment, discrimination, or another potential violation of the employee’s rights, make sure you write down details of the employee’s complaints. Then, make sure to note what steps you plan to take to investigate and respond to the complaint. Employees might claim you made promises you did not keep or that you did not take their complaints seriously. Have evidence of your proper responses in the form of recordings or documentation.
When meeting with employees, note company policies and procedures to back up what you say. Write down the policies that correlate with a specific issue and note those policies in your records.
If the meeting occurs because of problems with the employee, you also need to document everything. For example, if the employee’s performance decreased, keep records of the performance reviews and goals you discuss with the employee. Set goals for their future performance, so you have a record in the event the employee fails to meet those goals. Then, if the employee is terminated, you have evidence of their performance-based reasons, which can defend against claims of wrongful termination.
If you are meeting regarding an incident with the employee, document when the incident happened and some details describing it. Go over these notes with your employee and document their reaction. If you suggest solutions or the employee does, write them down. If the employee agrees to a solution and then does not follow through, you will have documentation that you tried to resolve the matter with them and their failure to meet the end of the bargain.
Finally, if you need to issue a warning to an employee, do so in writing. Write down the basis for the warning and have the employee sign it, indicating that they understand the nature of the warning.
Speak with Our Encino Employment Lawyers Today
Employees might try to twist what happened prior to disciplinary action or termination to allege employment law violations, but companies can use documentation and other records to protect from liability and false accusations. If you have a conflict, Kaufman McAndrew LLP can help. Contact us to discuss our services today.