One of the most important parts of managing the HR needs of your practice is dealing with documentation. Perhaps the most important reason for documentation is protecting yourself and your business legally. But on top of that, documenting your staff’s performance can help provide an employee with notice that their performance needs improvement or to recognize their hard work and remind you about their good work for the next performance evaluation.
How to Document HR Incidences in Your Optical Practice
Here’s a quick list of the types of behaviors and incidences that should be documented in your practice:
- Complaints or grievances from co-workers or customers
- Commendation from co-workers or customers
- Attendance issues
- Promotions, role changes, transfers
- Office policy violation
It’s important to note that you shouldn’t only be documenting the negative performances but also the positive. Recognition of your staffs’ hard work is a big part of keeping your staff happy.
When documenting, there are a few essential pieces of information that should be included:
- Who, what, where, and when
- Consequences of the policy violation
- Consequences if it happens again
- A section for employees to provide comments and present their side of the story
- Rewards or incentives that are presented at the time of recognition
Many office managers or practice owners don’t think that it’s important to keep up with documentation, but the HR needs of your practice is worth the time and should be just important as the financial and customer service aspects of your practice.
Need help with getting your HR department started? We made a downloadable HR document pack that includes customizable and PDF templates of 5 HR documents you should have: time sheets, leave requests, reimbursement sheets, and employee grievances sheets.