LEARN TO IDENTIFY WHEN YOU'RE BEING DOCUMENTED!

I’ve had coworkers forward me email they received from a supervisor/manager and ask me, “What do you think?”

The first reality to answering that questions is: If you have to wonder, there’s probably something there. Many people at work write pseudo-encrypted email because they don’t have the guts to come right out and say what they have on their mind—even when they are trying to get someone in trouble. So, to get the true meaning of the email (memo, etc.), the reader has to often read between the lines.

Having worked in Human Resources and knowing the language that a company likes to have in any sort of documentation against an employee, I’ll give you a quick list of words or phrases that should make the hairs stand up on the back of your neck. Please read emails, memos, etc. very carefully. Don’t skim them because they may not be as harmless as you think. If you see some of these words and phrases, in writing, and they are preceded or followed by some negative comment, watch your back and keep your eyes open!

Of course, you most of us can easily identify when we are being criticized. Receiving one criticism may not be a big deal, even though it could represent someone’s effort to document you. It’s the form that the criticism takes that makes a written complaint have the potential to be extremely damaging to your reputation. It’s one thing to be told that you have missed a deadline, but it’s another to be told that you “consistently” miss deadlines.

With that in mind, some red flag words and phrases include:

-- “consistently” (the point is that you have allegedly demonstrated a PATTERN of making the same mistake, showing the same poor attitude, etc.)
-- “often” (same reason)
-- “frequently” (same reason)
-- “repeatedly” (same reason)
-- “I’ve noticed…” (same reason)
-- “Many people” or “Some people” or “A number of people” or “Everyone” (the point is to show that there is corroboration for the accusation—it’s not just one person’s point of view that you have a problem)
-- “I’ve talked to you in the past about…” (the point is not just to criticize you, but to show that you have shown no improvement in some negative behavior that was previously brought to your attention)
-- “I’m concerned” or “I’m puzzled” (the point is to show that there is something extremely off-putting or unprofessional about your behavior and that it likely represents a potentially major problem)
-- “If you would have…” or “If you had only” or “I thought that you…” (the point is the “you” part of the sentence because the writer is stating that you are solely to blame for something going wrong)

These are just examples of some subtle ways to document you at work. REMEMBER: An insolated criticism has no right to appear in your performance evaluation, even if it is a major issue. Normally, any atypical behavior can be included in the notes/comments of your performance review. However, if an incident was isolated, your review should not be tainted to make it appear as if this was a recurring problem. It can be noted, but your review should be reflective of your consistent and normal performance.

Always read your email or memos carefully. Look at the words that precede and follow criticisms! Understand when you are being documented and you can get on the offensive and, hopefully, derail the train that’s headed in your direction. Respond to the email with facts. Don’t attack the sender; simply clarify what you believe to be false about their criticism. But, don’t be defensive. You know how we Black people get! Black people have a fine line to tread between explaining something and being called defensive. Apparently, White people explain and Black people defend! So, briefly make your point, professionally, and move on!