Checklist - Giving Job Performance Feedback when a Problem has Occurred
Understanding this form
This form is a checklist designed to guide managers and supervisors in providing job performance feedback when an employee has encountered problems. It helps structure the conversation, ensuring that all important topics are addressed, including specifics about the issue and a chance for the employee to share their perspective. This form is distinct from other performance review documents as it focuses specifically on addressing and resolving issues rather than general performance evaluation.
Key parts of this document
- Introduction: Get directly to the point regarding the purpose of the meeting.
- Reason for the conversation: Clearly state why the discussion is necessary.
- Detail the issue: Describe what you know about the problem.
- Consequences: Outline the potential outcomes of continued problematic behavior.
- Sharing feelings: Communicate your concerns regarding the issue.
- Encouraging dialogue: Invite the employee to share their side of the story.
- Questioning: Ask clarifying questions to understand the situation better.
- Action steps: Determine necessary actions and set timelines for follow-up.
- Summary: Recap the main points discussed and mutual agreements.
- Follow-up: Plan when to reconnect with the employee regarding the issue.
When to use this document
Use this checklist when an employee is facing challenges in their work, or when specific performance issues arise that need to be addressed. It is appropriate for managerial discussions aimed at resolving problems, enhancing employee performance, or correcting behavior that may negatively impact the workplace.
Who should use this form
- Managers who need to provide feedback on employee performance.
- Supervisors addressing specific behavioral concerns with team members.
- Human resources professionals supporting performance management efforts.
Instructions for completing this form
- Identify the main issue requiring discussion with the employee.
- Document specific examples to describe the problem clearly.
- Prepare questions to facilitate dialogue and gather the employee's perspective.
- Outline agreed-upon actions, responsibilities, and deadlines.
- Summarize the main points of the conversation for clarity.
- Schedule a follow-up to monitor progress and provide additional feedback.
Notarization guidance
Notarization is not commonly needed for this form. However, certain documents or local rules may make it necessary. Our notarization service, powered by Notarize, allows you to finalize it securely online anytime, day or night.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Avoid these common issues
- Failing to prepare specific examples to illustrate the problem.
- Not allowing the employee to share their perspective during the discussion.
- Neglecting to follow up on agreed actions.
- Using vague language that does not clarify the issue.
Why complete this form online
- Convenient access: Download and use the form anytime, anywhere.
- Editability: Customize the checklist to fit your specific situation.
- Reliability: Forms are drafted by licensed attorneys, ensuring legal soundness.
Legal use & context
- Utilizing this checklist can help document employee interactions which is important for performance management.
- Creating a structured approach helps mitigate potential disputes relating to performance issues.
Summary of main points
- This checklist facilitates effective communication regarding job performance issues.
- Clear documentation through this form can support HR practices and performance management systems.
- Following structured processes can lessen misunderstandings and improve employee relations.
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FAQ
1) Attendance. Punctuality is one of the strongest virtues an employee can possess. 2) Innovation and Creativity. 3) Leadership. 4) Communication Skills. 5) Collaboration and Teamwork. 6) Time Management. 7) Customer Experience. 8) Problem Solving.
Communication. Collaboration and teamwork. Problem-solving. Quality and accuracy of work. Attendance, punctuality and reliability. The ability to accomplish goals and meet deadlines.
Provide examples of bad behavior One way to make feedback specific is to highlight past examples of the employee's poor attitude. Give actionable advice After you provide examples of bad behavior, clearly let the employee know how they should have behaved so they know what is expected of them going forward.
Ensure feedback is specific Don't just tell the employee their behavior needs to improve. Point out exactly what negative traits they have and the impact each has on other employees. Provide examples of bad behavior One way to make feedback specific is to highlight past examples of the employee's poor attitude.
Have your employee complete self-assessment first. Be open to amendments. Don't make it personal. Focus on strengths. Use concrete examples. Base the review against their job description. Include action items for moving forward. Follow up.
Create clear metrics of job performance. Have the right mindset. Collect 360 feedback from other team members. Have a one-to-one meeting. Use the Johari window matrix. Ask questions, listen, and understand. Collaborate on how to fix their poor performance.
Focus on the job, not the person. Be specific. Consider questions over statements. With positives, stick to process. Connect personally where you can. Get serious but don't get mean.
Let the employee know your concern. Share what you have observed. Explain how their behavior impacts the team. Tell them the expected behavior. Solicit solutions from the employee on how to fix the situation. Convey the consequences. Agree upon a follow-up date. Express your confidence.
Do: Be timely. The most effect feedback comes quickly after the action takes place. Do: Be specific. Don't: be emotional. Do: Focus on patterns. Don't: Use absolutes. Do: Give them reason(s) to change. Don't: Get irrelevant. Do: Be kind.
