FILE NOTE OF INFORMAL DISCUSSION WITH EMPLOYEE



Record of Informal Discussion Managing Performance PolicyINSTRUCTIONS ON THE USE OF THIS FORM The purpose of the form is for use by the line manager or senior manager.This provides a record of an informal discussion, held in accordance with the Managing Performance policy. Further guidance can be found in the How to Guide - Managing Performance.For the avoidance of doubt you must make it clear to the individual that the discussion is the informal stage of the Managing Performance policy and is not a routine discussion.Points on conducting the discussionComplete Section 1 of the form.Prepare information for background understanding under Section 2 and 3 referring to rank/ role profile, individual’s progress assessment as appropriate. Conduct the discussion in confidence with the individual and outline why their current performance/ action(s) and/ or standard is a cause for concern.Listen to what the individual has to say. If the individual becomes distressed, use an adjournment to allow time for them to compose themselves. This should normally mean the discussion can continue after a short break.Take into account any mitigating circumstances that the individual provides.If the individual needs time to prepare a response, allow them time for this and continue the discussion as soon as possible afterwards.Advise the individual you will be making a note on this form and give them a copy of the form. Make sure the individual understands that if no improvement is forthcoming or there is any reason to take further action, a pre-formal decision meeting will be arranged to determine whether or not the formal stages of the Managing Performance policy are likely to be invoked.Give a copy of the Managing Performance Policy and How to Guide – Managing Performance to the individual for reference. Clearly explain what improvements are required and/ or what action is to be taken. The required improvements must be measurable and a timescale must be agreed for when improvements are to be plete an electronic version of this form immediately the discussion has finished.Arrange any necessary training/ help/ support you have agreed to put in place and/ or Occupational Health referral if appropriate.Diarise to review the actions taken and/ or monitor the individual’s performance, which for example could be on a weekly, fortnightly or monthly basis as discussed with the individual.The individual should be made aware that if they don’t meet the required standard(s) and the case progress through the formal stages, they could potentially risk losing their job.Keep an electronic copy for your records on the individual’s electronic personnel file (ePF) on Hantsfile and give a copy to the individual. If you require further support with this process please contact HR Operations for advice before progressing. SECTION 1Individual’s name:Rank/ Job title:Unit/ Command/ Strand:Line/ Senior Manager’s name:Date of discussion: FORMTEXT ??/ FORMTEXT ??/ FORMTEXT ??SECTION 2 REASON FOR DISCUSSION: this should include an outline of the areas of concern(s), the nature of the performance concern(s). Refer to the How to Guide – Managing Performance for further information on how to manage the informal stage including possible outcomes.set out the nature of the performance concern(s) and provide clear, tangible examples of when and why performance has been unsatisfactory and/ or the impact on service delivery or other team members as a result, using the rank/ role profile for guidance. The reason for the performance concern(s) must be made clear to the individual and must be based on facts.SECTION 3ACCOUNT OF EVENTS LEADING TO DISCUSSION:summarise any previous informal discussion(s) that have taken placeask the individual to respond to these concern(s), explaining any reasons they feel may be relevanttry to establish what the individual has done to address the concern(s) discuss with the individual whether there is any support, training or reasonable adjustments that may help them to improve their performance identify the standards of performance expected, with examples where appropriate ensure you explain to the individual what is expected of them.SECTION 4INDIVIDUAL’S EXPLANATION OF EVENTS/ COMMENTS: ask the individual to explain and/ or respond to the performance concern(s) which have been discussed. The individual may provide any mitigating factors or produce their own report of events from their perspective.SECTION 5WHAT ACTION HAS BEEN AGREED: this may include for example improvements the individual must make, any training that is arranged, dates/ support/ help offered to support the individual, timescales for an improvement and details of what the individual will need to be able to demonstrate. Consideration should be given to SMART principles which are specific, measurable, achievable, realistic and time bound. Check that the individual understands what is expected of them.SECTION 6Date set for review: FORMTEXT ?? / FORMTEXT ?? / FORMTEXT ??Individual’s signature:Date: FORMTEXT ?? / FORMTEXT ?? / FORMTEXT ??Manager’s signature:Date: FORMTEXT ?? / FORMTEXT ?? / FORMTEXT ??Please be aware that the form can still be completed and action(s) implemented without the individual’s signature.Please place a copy of the completed form on the individual’s electronic personnel file (ePF) on Hantsfile. ................
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