Workplace Gold Ch. 15- Documentation

Question 1

What is the common implication of the word “documentation” in the workplace?

Answer 1

Negative connotation.

Question 2

To improve documenting both excellent and poor performance or behavior, many organizations have acquired:

Answer 2

performance-tracking computer software.

This software allows supervisors at every level to input observations about their subordinates behavior and performance.

Question 3

To improve documenting both excellent and poor performance or behavior, many organizations have acquired: performance-tracking computer software. This software allows supervisors at every level to input observations about their subordinates:

Answer 3

behavior and performance.

Question 4

If used as intended, (blank) has great potential and can be an especially useful documentation tool.

Answer 4

performance-tracking computer software

Question 5

The results obtained from performance tracking software are only as good as the:

Answer 5

data that is entered by supervisors.

Question 6

Supervisor’s Notes:

It is important at this point to emphasize that informal documentation or supervisor’s notes should never circumvent an organization’s:

Answer 6

formal or required documentation procedures.

Question 7

Supervisor’s notes serve one purpose and that is to to:

Answer 7

give the supervisor an added tool to help get the best possible behavior and performance from an individual employee.

Question 8

Supervisor’s notes serve one purpose and that is to to give the supervisor an added tool to help get the:

Answer 8

best possible behavior and performance from an individual employee.

Question 9

Supervisor’s notes serve one purpose and that is to to give the supervisor an added tool to help get the best possible behavior and performance from:

Answer 9

an individual employee.

Question 10

Supervisor’s notes record key events in employee behavior and performance- both (blank and blank). The intent is to use those notes as a productive tool so that before a supervisors meets with an employee, the supervisor can review the notes to refresh his or her memory and have a more productive meeting with an employee.

Answer 10

good and bad

Question 11

Supervisor’s notes record key events in employee behavior and performance- both good and bad. The intent is to use those notes as a productive tool so that before a supervisors meets with an employee, the supervisor can:

Answer 11

review the notes to refresh his or her memory and have a more productive meeting with an employee.

Question 12

Supervisor’s notes are NOT (or should not be) considered discipline, and should not be:

Answer 12

part of the employees personnel file.

*Only formal documentation in the employee’s personnel file can be used as part of progressive discipline.

Question 13

Only (blank) in the employee’s personnel file can be used as part of progressive discipline.

Answer 13

formal documentation

Question 14

Only formal documentation in the employee’s personnel file can be used as part of:

Answer 14

progressive discipline

Question 15

Supervisor’s Notes: What to include and not include

Include facts regarding behavior and performance that you feel are noteworthy (both good and bad) that might be beneficial for you to recall at a future date to help the employee:

Answer 15

improve or reach their maximum potential.

Question 16

Supervisor’s Notes:

Avoid conjecture and opinion in your notations. Write nothing in your supervisor’s notes that you have not already discussed with the employee. Never write anything in those notes that is not factual and that you have not already discussed with the employee. You will never write anything in those notes that will embarrass you if those notes were read by others. Those notes will only reflect what:

Answer 16

you have observed and what you have done to help the employee.

Question 17

Supervisor’s Notes:

Avoid conjecture and opinion in your notations. Write nothing in your supervisor’s notes that you have not already discussed with the employee. Never write anything in those notes that is not factual and that you have not already discussed with the employee. You will never write anything in those notes that will (blank) if those notes were read by others. Those notes will only reflect what you have observed and what you have done to help the employee.

Answer 17

embarrass you

Question 18

Three types of informal Documentation:

Answer 18

1. The Basic supervisor’s Note
2. The Performance Log
3. Discussion Summary by Email

Question 19

Probably the easiest type of informal supervisor documentation to maintain. It contains the date and time, the satisfactory or unacceptable behavior or performance observed, the supervisor’s actions., and the employees response to commitment to change.

Which of the Three Types of Informal Documentation does this describe?

Answer 19

The Basic Supervisor’s Note

Question 20

Can easily be maintained on a spreadsheet. The log includes a column for the date; a column for the situation (and whether the situation was positive, negative, or neutral); and a column for the outcome which are the results or actions taken by the supervisor. Provides a quick overview of the employee’s noteworthy behavior and performance.

Which of the Three Types of Informal Documentation does this describe?

Answer 20

The Performance Log

Question 21

Email automatically records the date and time. Discussion summaries by email are an excellent method of documenting performance discussions and reminding both the supervisor and the employee of what was said.

Which of the Three Types of Informal Documentation does this describe?

Answer 21

Discussion Summary by Email

Question 22

For progressive discipline, the documentation that is most appropriate and often required is:

Answer 22

formal documentation.

Question 23

For progressive discipline, the documentation that is most appropriate and often required is formal documentation. Formal documentation is also used for (blank or blank) (even of a minor nature) when a supervisor’s repeated efforts have failed to achieve correction or improvement.

Answer 23

repeated inappropriate behavior; substandard performance

Question 24

Supervisors document employee performance and behavior in hopes of improving:

Answer 24

both.
(performance and behavior)

Question 25

Supervisors document employee performance and behavior in hopes of improving both. The employees should be encouraged not to view such documentation as the end of their career, but as an:

Answer 25

opportunity to make corrections.

Question 26

Why do supervisors often delay having crucial conversations with their employees?

Answer 26

They have a tendency towards conflict avoidance.

Question 27

What is the adage mentioned in the text regarding documentation?

Answer 27

If it isn’t written down, it didn’t happen.

Question 28

What problem do supervisors face when they finally decide to impose formal discipline?

Answer 28

Minimal or nonexistent formal documentation.

Question 29

How can performance-tracking software improve documentation?

Answer 29

By allowing supervisors to input observations about behavior and performance.

Question 30

What is the reliability of the date from performance tracking software dependent on?

Answer 30

The accuracy and completeness of the data entered by supervisors.

Question 31

How do opinions vary among supervisors regarding performance-tracking entries?

Answer 31

Some only enter positive comments while others only enter negative comments.

Question 32

What should be done to minimize inappropriate documentation trends?

Answer 32

Supervisory overview of a supervisor’s documentation proficiency.

Question 33

What is the primary purpose of supervisor’s notes?

Answer 33

To give the supervisor an added tool to help get the best possible behavior and performance from an individual employee.

Question 34

What should supervisor’s notes record?

Answer 34

Key events in employee behavior and performance- both good and bad.

Question 35

How should supervisors use notes before meeting with an employee?

Answer 35

To refresh their memory and have a more productive meeting.

Question 36

What should supervisors document in their notes?

Answer 36

What they have done to help the employee correct a problem or improve behavior or performance.

Question 37

How can supervisor’s notes support accurate performance ratings?

Answer 37

By providing a record of key events over the year.

Question 38

What should supervisor’s notes not be considered?

Answer 38

discipline

Question 39

What is the main argument against supervisor’s notes?

Answer 39

They are seen as secret notes used to harm the employee.

Question 40

What is required for disciplinary documentation?

Answer 40

Employee must see what is written.

Question 41

What should never be included in supervisor’s notes?

Answer 41

Conjecture and opinion

Question 42

If an employee wants to see what a supervisor has written (in his supervisor notes), what should he supervisor do?

Answer 42

Allow the employee to see the notes

Question 43

What should a basic supervisors note include?

Answer 43

Date and time, behavior or performance observed, supervisor’s actions, employee’s response

Question 44

How is the performance log typically maintained?

Answer 44

On a spreadsheet

Question 45

What is an advantage of a discussion summary by email?

Answer 45

It allows the employee to confirm the accuracy of the summary.

Question 46

What should formal documentation be used for?

Answer 46

Serious incidents or repeated inappropriate behavior

Question 47

What is the goal of both informal and formal documentation?

Answer 47

To improve employee behavior and performance.

Question 48

What can formal documentation result in for the employee?

Answer 48

Serious implications on the employee’s future within the organization.

Question 49

Why might supervisors hesitate to start formal documentation?

Answer 49

They are hesitant unless a serious incident has occurred.

Question 50

What should supervisors do before resorting to formal documentation?

Answer 50

Work with the employee to correct minor, but repeated, occurrences.

Question 51

How should employees view formal documentation?

Answer 51

As an opportunity to make corrections

Question 52

What is sometimes the only logical option for dealing with employee problems?

Answer 52

Formal progressive discipline

Question 53

What is an example of formal documentation?

Answer 53

Letter of reprimand