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Are you their manager? Why isn’t their manager handling this?
In my experience, there’s usually a conversation where the manager basically says you know you’re not meeting expectations and this is why. Additionally, here are the things you need to do to address and rectify the situation and then immediately following the conversation you say
“Hi Bob,
Thanks for taking the time to speak to me today about your performance as discussed I would like to see improvement in the following areas.
1. Blah
2. Blah
3. Blah
Best,
Manager”
Sorry you’re going through this. Whoever asked you to document (assuming HR), they should also be able to give you the protocol on how to do this. This is how I’ve seen this handled at my company.
Use ChatGPT. Works all the time
Work with HR to put them on a PIP
Asked to document
As an individual, I like this team member and wished it had not come to this point.
It is hard to reprimand someone in a professional capacity when you like them in a personal one. I also needed to put aside my personal feelings when I wasn't fond of a person, but they did their job just fine. We are all human
HR should give you guidelines on the documentation
Definitely a last conversation then a recap email