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Blank Employee Coaching PDF Form

The Employee Coaching Form is a vital tool designed to address and document performance concerns or issues within the workplace. This form facilitates constructive dialogue between employees and supervisors, ensuring clarity and mutual understanding regarding expectations and solutions. To begin the process of improvement, please fill out the form by clicking the button below.

Article Guide

The Employee Coaching form serves as a vital tool in fostering a constructive dialogue between supervisors and employees. This form is designed to address various concerns, whether they relate to conduct, adherence to departmental rules, safety issues, attendance, or customer service. It begins by capturing essential details, including the employee's name, department, title, and supervisor's contact information. The form then prompts the supervisor to document specific incidents or behaviors that have raised concerns, encouraging clarity and specificity with dates and examples. Following this, it outlines the agreed-upon solutions or actions that will be taken to address the issues at hand. Importantly, the form includes a section for a follow-up review plan, ensuring that progress is monitored over time. Both the employee and supervisor sign the form, which signifies that the discussion has occurred and that the employee has received a copy of the record. Additionally, employees have the opportunity to provide their own responses on the reverse side, fostering a two-way communication channel. The distribution section allows for clear record-keeping, ensuring that all relevant parties are informed and engaged in the coaching process.

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EMPLOYEE COACHING FORM

Employee Name:

Department:

Title:

Supervisor Name/phone #:

CONCERN / ISSUE / INCIDENT

DOCUMENTATION OF CONCERN(S), ISSUE(S) OR INCIDENT(S) INVOLVING:

⎯ Conduct or Behavior (Interpersonal Skills)		⎯ Department or University Rules
⎯	Safety or Work Environment	⎯	Attendance – Dependability
⎯	Customer Service	⎯	Other ________________________

Describe performance concern or issue (be specific, and include dates and examples):

Describe agreed upon solution(s) or course of action:

Note follow-up review plan date(s), etc.

Employee’s Signature:

Supervisor’s Signature

Date:

NOTE: Employee’s signature indicates that this information has been discussed with the employee. It also acknowledges receipt of a copy of the coaching record. The employee may respond using the reverse side of this form.

Distribution: (check all that apply):

_____ Employee ____Supervisor ____Dept

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Form Specifications

Fact Name	Description
Purpose of the Form	The Employee Coaching Form is designed to document performance concerns, issues, or incidents involving an employee. It serves as a structured way to address and improve workplace behavior and performance.
Content Overview	This form includes sections for the employee's name, department, title, and supervisor's contact information. It also details the specific concerns or issues, proposed solutions, and a follow-up review plan.
Signatures Required	Both the employee and the supervisor must sign the form. The employee's signature confirms that the discussion took place and acknowledges receipt of the coaching record.
Distribution of Copies	Copies of the completed form are distributed to the employee, supervisor, and department. This ensures that all relevant parties are informed of the coaching session and its outcomes.
Legal Considerations	In some states, employment law may govern the use of coaching forms. For example, in California, employers must adhere to the Fair Employment and Housing Act, which emphasizes the importance of documenting performance issues fairly and consistently.

Employee Coaching: Usage Guidelines

Completing the Employee Coaching form requires careful attention to detail. This form serves as a record of performance-related discussions and agreements between an employee and their supervisor. Follow the steps below to ensure accurate completion.

Begin by entering the Employee Name at the top of the form.
Fill in the Department where the employee works.
Provide the Title of the employee’s position.
Enter the Supervisor Name and their phone number.
Identify the Concern / Issue / Incident by checking the appropriate box. Options include:

Conduct or Behavior (Interpersonal Skills)
Department or University Rules
Safety or Work Environment
Attendance – Dependability
Customer Service
Other (specify)

In the section titled Describe performance concern or issue, provide specific details, including dates and examples.
Next, outline the agreed upon solution(s) or course of action that was discussed.
Note any follow-up review plan date(s) in the designated area.
Ensure the Employee’s Signature is obtained to confirm that the information has been discussed and a copy received.
Obtain the Supervisor’s Signature and date the form.
Finally, check all applicable distribution boxes for the Employee, Supervisor, and Department.

Your Questions, Answered

What is the purpose of the Employee Coaching form?

The Employee Coaching form serves as a structured way to document performance concerns, incidents, or issues involving an employee. It helps supervisors address specific behaviors or situations that may need improvement. By outlining the concern clearly, both the employee and supervisor can work together to create a plan for improvement. This form is essential for ensuring that there is a record of the discussion and agreed-upon actions, which can help in future evaluations and follow-ups.

Who needs to sign the Employee Coaching form?

Both the employee and the supervisor must sign the Employee Coaching form. The employee's signature indicates that they have discussed the concerns with their supervisor and received a copy of the coaching record. This acknowledgment is crucial as it ensures transparency in the process. Additionally, the supervisor's signature confirms that they have documented the coaching session and the agreed-upon course of action. It is important to note that the employee has the opportunity to respond on the reverse side of the form, allowing for a complete record of the discussion.

What should be included in the documentation of concerns?

When documenting concerns on the Employee Coaching form, it is vital to be specific and detailed. Include the nature of the concern, whether it relates to conduct, attendance, safety, or customer service. Provide concrete examples, including dates and incidents, to illustrate the issue clearly. This specificity helps both the supervisor and employee understand the situation and the context, which can lead to more effective solutions. The documentation should also outline any agreed-upon actions or solutions to address the concern.

What happens after the form is completed?

Once the Employee Coaching form is completed and signed, it is distributed to all relevant parties. This typically includes the employee, the supervisor, and the department. Follow-up review plans should also be established, with specific dates noted for future discussions. This follow-up is critical for assessing progress and ensuring that the employee is on track with the agreed-upon improvements. Keeping communication open and ongoing can significantly enhance the effectiveness of the coaching process.

Common mistakes

Leaving Sections Blank: One common mistake is not filling out all required fields. Make sure to provide the employee's name, department, title, and supervisor's contact information. Missing this information can lead to confusion later.
Vague Descriptions: When describing the performance concern, be specific. Avoid general statements. Instead of saying "poor behavior," provide concrete examples and dates. This clarity helps everyone understand the issue better.
Not Documenting Solutions: It's essential to outline agreed-upon solutions or actions. Failing to do so can lead to misunderstandings about what steps will be taken to address the issue.
Ignoring Follow-Up Plans: A follow-up review is crucial for tracking progress. If you skip this step, it may result in unresolved issues lingering longer than necessary.
Not Getting Signatures: Both the employee and supervisor should sign the form. This acknowledgment is important for confirming that the discussion took place. Neglecting this can lead to disputes later.
Incorrect Distribution: Ensure that you check all appropriate boxes for distribution. Failing to do so can mean that the right people are not informed about the coaching record.

Documents used along the form

In addition to the Employee Coaching form, several other documents are commonly utilized to ensure effective communication and documentation within the workplace. Each of these forms serves a unique purpose in managing employee performance and development.

Performance Improvement Plan (PIP): This document outlines specific areas where an employee's performance is lacking. It details measurable goals and the timeframe for improvement, providing a structured approach to help the employee succeed.
Employee Evaluation Form: Used during performance reviews, this form assesses an employee's overall job performance. It includes ratings on various competencies and often incorporates feedback from peers and supervisors.
Incident Report Form: This form is completed when an unexpected event occurs, such as workplace accidents or policy violations. It captures the details of the incident, including what happened, who was involved, and any immediate actions taken.
Coaching Session Notes: These notes document the discussions held during coaching sessions. They serve as a record of what was discussed, agreed upon action items, and any follow-up plans to monitor progress.

Using these forms in conjunction with the Employee Coaching form can enhance communication, clarify expectations, and promote accountability in the workplace. Proper documentation ensures that both employees and supervisors are aligned on performance goals and development plans.

Similar forms

The Employee Coaching form serves as a valuable tool for documenting performance issues and solutions. It shares similarities with several other important documents in the workplace. Here are four documents that are comparable:

Performance Improvement Plan (PIP): Like the Employee Coaching form, a PIP outlines specific performance issues and sets clear expectations for improvement. Both documents aim to address concerns and provide a structured approach for employees to enhance their performance.
Incident Report: An Incident Report captures details about specific occurrences that may affect workplace safety or conduct. Similar to the Employee Coaching form, it documents incidents and outlines necessary actions or follow-ups to prevent future occurrences.
Employee Evaluation: An Employee Evaluation assesses overall job performance over a set period. Both documents provide feedback and can highlight areas for improvement. However, evaluations typically cover a broader scope than the focused nature of the coaching form.
Meeting Notes: Meeting Notes record discussions and decisions made during meetings, including coaching sessions. They serve as a reference for what was discussed, similar to how the Employee Coaching form captures concerns and agreed-upon solutions.

Dos and Don'ts

When filling out the Employee Coaching form, it's important to approach the task thoughtfully. Here are four key things to keep in mind:

Be specific when describing the performance concern or issue. Include dates and examples to provide clarity.
Document agreed-upon solutions clearly. Outline the course of action that both the employee and supervisor have discussed.
Use a professional tone. This form is an official document, so maintain a respectful and constructive approach throughout.
Follow up on the review plan. Ensure that you note dates for follow-up discussions to track progress effectively.

Conversely, here are four things to avoid when completing the form:

Don’t use vague language. Ambiguity can lead to misunderstandings and does not provide a clear picture of the issue.
Avoid making personal judgments. Focus on behaviors and actions rather than character assessments.
Refrain from leaving sections blank. Complete all relevant fields to ensure comprehensive documentation.
Do not skip the distribution checks. Ensure that all necessary parties receive a copy of the coaching record.

Misconceptions

Misconceptions about the Employee Coaching form can lead to misunderstandings and hinder effective communication between employees and supervisors. Below are seven common misconceptions:

The form is only for disciplinary actions. Many believe the Employee Coaching form is solely for documenting issues or misconduct. In reality, it is also a tool for recognizing positive performance and facilitating constructive feedback.
Only negative behaviors are addressed. Some assume that the form is only used to highlight negative behaviors. However, it can also be utilized to discuss areas for improvement and development, fostering a supportive environment.
Employee signatures imply agreement with the content. A common misunderstanding is that signing the form means the employee agrees with all statements. The signature simply indicates that the employee has received and discussed the information.
Follow-up is not necessary after completion. Many people think that once the form is filled out, no further action is needed. In fact, the follow-up review plan is crucial for ensuring that agreed-upon solutions are implemented and monitored.
Coaching is only for underperforming employees. Some believe that coaching applies only to those who are struggling. In truth, coaching can benefit all employees by helping them reach their full potential, regardless of their current performance level.
The form is confidential. While the form is intended to be used within the supervisory relationship, it is not entirely confidential. Distribution of the form to relevant parties, such as the employee and supervisor, is necessary for transparency and accountability.
Coaching forms are not legally binding. Some may think that because the form is not a contract, it has no legal implications. However, documentation can be important in cases of disputes or if performance issues escalate, making it essential to maintain accurate records.

Understanding these misconceptions can help create a more productive coaching process, fostering a culture of growth and improvement within the workplace.

Key takeaways

When filling out and using the Employee Coaching form, it is essential to keep several key points in mind to ensure effective communication and documentation.

Be Specific: Clearly describe the performance concern or issue. Use specific examples, including dates, to provide context.
Document Thoroughly: Record all relevant details regarding the concern, including the type of issue, whether it relates to conduct, safety, or attendance.
Outline Solutions: Clearly describe the agreed-upon solutions or courses of action. This helps both the employee and supervisor understand the expectations moving forward.
Follow-Up Plan: Establish a follow-up review plan. Specify dates for future discussions to assess progress and address any ongoing issues.
Signature Acknowledgment: The employee's signature confirms that the information has been discussed. It also indicates that they have received a copy of the coaching record.
Distribution: Ensure that the form is distributed appropriately. Check all relevant boxes to confirm who receives a copy of the document.

By adhering to these guidelines, both employees and supervisors can foster a constructive dialogue that promotes growth and accountability in the workplace.