You know, of the HR type - whenever somebody is having a long-running problem with something, everybody always says “document document document!” How do you do that, exactly? Write down everything that happens so you can remember it if it comes up later? Should you print, sign, and date it? Give your supervisor a copy? How is the stuff I write down supposed to prove anything if it comes down to it anyway? Or is the idea just to not forget the details?
I don’t work in HR, so take this for what it’s worth:
Having a timestamped document describing events gives some (but not complete) authority to claims of misbehavior, indicating that you didn’t just make them up because the other person pissed you off yesterday.
If it were me, I would create a file, and into that file I would add a Word document describing the event(s) each time they happened, including as much as I can recall of the sequence of events, of what people said, and so on, as much as is relevant. Where I don’t know or don’t remember something in this document, I would clearly state that as well. The point in the documentation is to make it as objective and truthful as you can. This also gives better credence to your case.
After there is a clear pattern of behavior established by these documents (where that line is drawn can vary) I would take them to my boss, or the other person’s boss, or HR, depending on the circumstances. They might at that point do nothing (and/or ask you to keep documenting), begin their own investigation, or some other more positive action.
Roddy
Well, first it is important not to forget the details. Even if your personal diary isn’t proof of anything, being able to specify exactly what happened and when makes you much, much more credible. Don’t underestimate this at all. This is the most important reason to document things. It’s a world of difference between saying “Joe didn’t like me” and saying "On June 13, in a staff meeting, Joe reprimanded me for doing X; when my co-workers Mr. Plum and Ms. Scarlett spoke up and said they’ve been doing X since they started working there, Joe told them to be quiet. "
You’re right that even if you have some kind of proof that you actually wrote the diary entry on October 4, 2010, that doesn’t prove that anything you wrote actually happened. So save any kind of tricky “I can prove when I wrote this” stuff for special situations.
Finally it also depends on what exactly you’re documenting. For instance, e-mail is a tremendous way to document lots of communication or other issues (if you’re in an office environment, of course), because it proves exactly what you said (and they said) and when.
So if your boss is giving you contradictory instructions, e-mailing the boss for clarification is the best way of documenting it, because it makes it clear what you thought they said and shows that you are taking steps to resolve the situation, and does so in a way that the boss can’t claim you said something else later.
Do you think it’s helpful to get other witnesses to write statements for your file?
I document everything. I have a meade composition notebook and I put everything in it - time I got to work, time I left, how long lunch was, what was asked of me, when I delivered it, etc.
This has helped me communicate better, because I can always go to my notes and read back what was said. Some people find it annoying, most people are just glad that someone has a record.
No! A supervisor is not your friend, no matter how much you both may get along personally and/or professionally. When push comes to shove you will be the sacrificial lamb. Your supervisor has their own supervisor to appease. Besides, why would you want to share your battle plan with the other side?
This is all very good advice. The goal of the documenting (as far as I’m concerned) is that you write down an objective account of what happened right after it happens, so you are clear on details and not going from memory.
Emails are indeed very good evidence - make sure you don’t keep them on the company server, though, in case you get a surprise firing and are escorted out of the building without returning to your desk. Email them to your own email address at home or a yahoo address or something where they are always accessible to you.
Your goal here is not ironclad proof, but maybe showing a trend or describing events. If you can get other people to contribute, that would be great, too, but not really necessary. As we see on Judge Judy, people who show up with their evidence all sorted out and taken care of usually win their cases.
Keep a log. Pray for witnesses but don’t seek help from them (until they’re subpoenaed to court if it goes there.)
People are amazing that way. “I don’t want to get involved.”
*Niemöller is perhaps best remembered for the quotation:
First they came for the Socialists, and I did not speak out–
Because I was not a Socialist.
Then they came for the Trade Unionists, and I did not speak out–
Because I was not a Trade Unionist.
Then they came for the Jews, and I did not speak out–
Because I was not a Jew.
Then they came for me–and there was no one left to speak for me. *
A well run company will have a compliance group or hotline number where incidences like you described can be reported, especially if you don’t feel comfortable discussing them with your supervisor. Good companies will also have a “no retaliation” policy for people that make reports, meaning that retaliating against you for filing your complaint can be grounds for discipline or dismissal.
Sorry you are going through whatever it is.
I’d add that it’s best not to store such records on company assets (laptop, desktop, email, etc). If you get canned, you will lose all access to the documentation you’ve maintained (and this is sometimes a motivation for the “surprise” firing).