HR 101: Documentation

Man "walking" into the water whilst being chased by a bull.

(Photo Credits: Pathetic Triathletes FB Group Page)

This amusing image was posted in an FB Group, delighting us multi-sports enthusiasts endlessly. Indeed, Jesus and Paul walked on water, but were there any photos? Anselmo has evidence of walking on water to escape the bull. Yet, I can't overlook the irony of proper documentation from my viewpoint as an HR Practitioner.

Just today, I was reminded of the age-old saying - that any discussions, obligations, and promises made to an employee by the company should be documented in writing to validate them. Verbal agreements not formalized in documents are INVALID, and the company is not obliged to honor them.

Effective human resource management hinges on thorough documentation in areas such as Performance Reviews, Compensation and Benefits, Contracts, and Labor Relations. Performance Reviews should be conducted in a fair and transparent manner, providing constructive feedback to align employees with the organization's objectives. Managing Compensation and Benefits requires careful attention to ensure employee satisfaction and retention, with a competitive framework and clear communication of benefits. Contracts must be drafted meticulously to comply with legal standards and avoid misunderstandings. Open communication in Labor Relations is essential to address the diverse needs and grievances of employees. For sanctions or terminations, a systematic and documented process is vital to ensure actions are justified and legally defensible. Adhering to these principles fosters accountability, respect, and a positive work environment.

Here are some examples from my experience as an HR Practitioner:

An assistant manager claimed he was "verbally" promoted to a manager via email. We issued a redundancy notice letter, and I used his current job title (as I understood it) in the Employee Clearance Form.

I was surprised by the email; I didn't recall receiving any promotion request or being informed of such changes. I promptly informed the company President that I had no memory of being notified about any personnel movement.

I've encountered issues with employees being verbally promised extra benefits or accommodation. I usually ask for documentation to support these claims; if none is provided, it's simply a promise and not a valid point.

Neglecting to document changes in employee circumstances, such as promotions, transfers, disciplinary actions, or salary increases, can lead to issues affecting both the organization and employees. Proper documentation is vital for maintaining clear records of an employee's career within the company. Without accurate records, the organization may struggle to track progress and performance, leading to misunderstandings about qualifications for future roles and inconsistent disciplinary practices, potentially causing legal risks. Undocumented salary changes can result in payroll discrepancies and employee dissatisfaction, affecting morale and productivity. Additionally, lack of documentation poses challenges during audits, risking penalties for non-compliance. In summary, robust documentation practices are essential to prevent miscommunication, legal issues, employee dissatisfaction, and audit challenges, fostering a fair and transparent workplace.

About the Author:

Joseline M. Alosbaños, known as the HR Carousel Ringmistress, is a Certified HR Practitioner with over twenty years of experience in Human Resources Management. Her extensive career spans various sectors, including corporate, freelancing, and consulting, equipping her with a wide range of skills. Joseline excels in employee relations, talent acquisition, total rewards management, HR operations, and organizational development, successfully implementing HR strategies that align with business objectives and promote a positive workplace atmosphere. If you require my services, feel free to contact me at joyce.alosbanos@gmail.com