• Employers should train supervisors to correctly document the signs of employee substance abuse.
• Train supervisors to use detailed descriptions based on facts.

If a supervisor has observed signs of substance abuse in an employee, the supervisor should document the signs according to company policy. Observations should be detailed and based on fact. For example, supervisors should not write down “John appeared to be drunk” or “Steve was really out of it” or “Mary looked stoned.”

Instead, specific details need to be used. Supervisors should be trained to describe:

• What happened,
• When,
• And where.

For example, appropriate documentation could include comments such as:

• “Bill was slurring his words in today’s video chat and was not paying attention.”
• “Joe has logged in late time three times this week and could not stay on topic during this morning’s call.”
• “Renee was stumbling and unsteady when she walked into work this morning. There was an odor of marijuana.”

Company training can ensure that supervisors are prepared to accurately document the signs of substance abuse.