Effective documentation is a cornerstone and a powerful tool in sound employment practices. It empowers you to capture key actions or incidents, support employee development, and inform organizational decision-making. With clear, consistent documentation, you can better understand employee experiences, address potential concerns early, and support performance fairly and transparently.
Why Documentation Matters
Thorough documentation benefits the employee, their supervisor, and the broader organization. It creates a valuable record of an employee’s contributions, progress, and areas for development. During any leadership transition, good documentation provides context for incoming supervisors, promoting continuity and understanding.
While the primary purpose of documentation is to support growth and consistency, it also plays a critical role in risk management. Records placed in personnel files or shared via internal communications may be subject to legal discovery. Well-maintained documentation can help protect employees and organizations in disputes or claims.
SMART Documentation
Training supervisors and managers to document using the SMART framework strengthens the quality of feedback and expectations:
- Specific – Clearly state what is expected, who is responsible, and how and when it should be accomplished.
- Measurable – Define how success will be evaluated (e.g., quantity, quality, deadlines, cost).
- Attainable – Ensure expectations are realistic and achievable.
- Realistic – Align tasks with the employee’s role, skill set, and resources.
- Time-bound – Establish a clear timeline for follow-through and completion.
Use this approach when preparing:
- Performance evaluations
- Coaching or counseling records
- Documentation related to leaves or accommodations
- Personnel file entries
Best Practices
- Documentation should be objective, factual, and improvement oriented.
- Employees must be informed of any documentation added to their file—surprises undermine trust and engagement.
- Every entry should serve a purpose: recognizing success, identifying areas for growth, or clarifying expectations.
- Conversations should accompany written records to ensure shared understanding.
Regardless of size, nonprofit organizations are held to the same documentation standards as any other employer. In the eyes of the law, if it’s not documented, it didn’t happen. Intentional, well-documented practices build trust, consistency, and legal readiness—foundations of a strong workplace culture.
If you’re looking for more information regarding solid documentation best practices, visit our Resource Library for an On-demand webinar Documenting Employment Events: Not in writing? Never Happened!
About Us
For more than 40 years, 501(c) Services has been a leader in offering solutions for unemployment costs, claims management, and HR support to nonprofit organizations. Two of our most popular programs are the 501(c) Agencies Trust and 501(c) HR Services. We understand the importance of compliance and accuracy and are committed to providing our clients with customized plans that fit their needs.
Contact us today to see if your organization could benefit from our services.
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The information contained in this article is not a substitute for legal advice or counsel and has been pulled from multiple sources.
(Images by Stockexpert and Aukid)
