Q. "A staff member behaved inappropriately during a meeting. How do we document this incident?"
Answer:
The best form of documentation is the meeting notes of your designated HR staff person, if present. Their notes should accurately capture details of the incident and leadership's response.
While HR's notes are official, corroboration from other attendees is a best practice for additional protection (especially if your HR representative was not in attendance). Have the other witnesses sign an HR-prepared summary or disciplinary notice, indicating their agreement with the accuracy of the recorded incident and confirmation of their presence at the meeting.
When the official write-up occurs, remember it is best to meet privately with the individual being disciplined. Print the write-up and ask them to sign it.
Remember, the focus of all documentation should be factual, objective, and consistent with your ministry's policies. Well-maintained records are your best defense and ensure fairness throughout the disciplinary process, protecting both the ministry and the employee.