With regards to documentation, managers need to ensure that each supervisor has established a file for each of his/her own direct reports that contains:

1. A copy of the employee’s standards and objectives dated as to when they were shared with the employee.
2. Procedures or plans for workload reviews, work in process reviews or customer surveys.
3. Documented meetings with the employee where internal memoranda or department procedures were introduced and discussed.
4. A schedule for periodic meetings with the employee to discuss performance and conduct issues. A supervisor may meet with an employee on a more frequent basis (e.g. weekly) while meeting with other employees in the unit less frequently (e.g. biweekly.)
5. Feedback given to the employee, in written form, regarding the employee’s progress in meeting the standards, exceeding them, or their deficiencies.
6. A performance appraisal prepared within the last year, which covers one year (unless it was a Special Review or a probationary evaluation.)