Should you find yourself in the unfortunate position of defending your organisation’s position in an employment tribunal, you will be relying on them to back up your case.
Below are some basic points when compiling notes and records - some may seem like common sense, but are frequently overlooked.
Are your records legible? – ensure your records are clear and easy to understand.
Is the content accurate? It is essential that you record only the facts and not unsupported views or assumptions when conducting investigations, disciplinary, grievance and other HR related interviews. Avoid undermining the content of the documentation.
Be consistent. If you have an employee under investigation then make sure you investigate any other employees that may be involved in similar practices. Ensure that your records follow a similar format.
Are your documents signed and dated? Make sure you sign and date everything and also obtain the signature(s) of the appropriate employee(s)
Be specific – if behaviours need to change then state clearly what they are, what is expected to come up to the business standards and any relevant timescales
And remember, wherever possible, arrange for an appropriate person to be with you to take detailed notes when conducting HR related investigations.
