Why aren’t write ups used more often?

• It feels awkward
• Too busy and it takes too much time to do
• Had a bad experience and don’t want it repeated
• Team will think they are power hungry
• Employee will think I’ve already decided to fire them
• It doesn’t change anything

Best Bosses use write ups because:

• Employees want to know where they are missing the mark
• Creates follow up steps to acknowledge change
• Used as part of encouragement process
• It creates documentation just in case termination is required

The intention is always to encourage the best behaviors and stop the bad behaviors.  Good write ups focus on behaviors and help the employe understand the desired behaviors and outcomes.

They follow the Fast Feedback model and are short and focused, which help them to be effective in creating change.

Three key sections of an effective write up:

• Incident – focus on specific behaviors, not on labels
• Buildup – on ramp, list previous issues including fast feedback talks and training and re-training done
• Change – expected good behaviors and the bad behaviors to avoid. Invite employee’s participation in the process using a coaching approach unless they simply need you to spell out what to do

Example:

Incident

Reason for This Notice:  Chris failed to follow invoicing procedures on a change order for Client Z.  He did not require the client’s signature on the change form prior to the start of the work nor he log the invoice changes in the system.  This resulted in loss of over $6,000 in materials and supplies.

Buildup

Prior Warnings:  Chris was trained on the proper procedures on 02/17/20XX and signed the SOPs with those instructions.

In March and April, Chris and his supervisor went over the SOPs for invoicing and change orders after several orders including when an invoice for Client A was not properly filed in the system.

On 06/22/20xx Chris and his supervisor verbally discussed the process after Client B was not billed properly resulting in a loss of $1200 when Chris failed to require a client signature on a change form.

Change

Describe Action Necessary…:  SOPs will need to be followed step by step and the checklists completed for each project until further notice.  Chris will meet with his supervisor to check all invoicing and change orders prior to work starting.

Today’s Best Step:  Practice writing out a write-up.  Think about a time you knew you should have issued a write up, but didn’t because you were too busy, too anxious or simply failed to take the action you new you should. 

Shred it afterwards, but before so and by yourself, practice the process of giving the write up to the employee.  Not in anger, not frustrated, but calmly with the full intention that you are helping the employee step up their game toward becoming a great employee.

Download the sample Effective Write-Up form.