So, if too much documentation feels excessive, and too little puts you at risk… what’s the right balance? Watch this roleplay first to see it in action, then read below for tips on what not to do—and also, what to do instead.

What Not to Do

• Make documentation too formal, too soon
  If an employee makes a mistake and you address it in a quick conversation, then immediately following up with a long, formal email can feel… weird and suspicious. It’s likely to leave them wondering, Did they draft this ahead of time? Or did someone else write it for them?!
• Document everything like it’s a legal case
  If you’re documenting every little issue, employees will pick up on it—and it can start to feel like they’re being set up rather than supported. Think about a time when you had a quick conversation, and getting a formal recap afterward would have felt unnecessary—or even like a punishment. Not every mistake needs to be put on paper, especially if it starts sounding like you’re building a case instead of coaching.
• Avoid the issue, then come in (piping) hot
  If you suddenly drop a formal written warning without any prior conversations, notes, or feedback, it’s going to feel unfair—even if the issue is valid. Documentation should be reflecting ongoing conversations, not a surprise.
• Think of documentation as just a CYA move
  Yes, documentation is important for legal protection, but it should never be just about covering yourself. If that’s the only reason you’re doing it, employees will clearly see that—and it won’t actually help them improve. It will make them feel like they’re walking on eggshells, more focused on avoiding mistakes than actually doing their job. Instead of helping them improve, it just makes them shut down.

What to Do Instead

• Use documentation to communicate, not punish
  Good documentation is designed to make sure everyone is on the same page. It’s not about catching mistakes—it’s about making expectations clear so employees have what they need to do their job well. And if you’re following up on something in writing, make it clear why. A simple, “I’ll send a quick recap so we’re both on the same page" can go a long way.
• Create helpful guides, not just reactive notes
  Like what? A few examples:
  • A process guide employees can refer back to as often as needed.
  • An FAQ document so they have ready answers to common questions.
  • A quick follow-up email summarizing what was discussed without feeling overly formal.
• Find a balance between informal and formal documentation
  • Quick chat? Often, no need for an extensive write-up, but a simple recap could help.
  • Repeated issue? It can help to track patterns and understand the root cause.
  • Performance problem? A performance plan may be needed, but it shouldn’t be a surprise.
• Leverage AI where you can
  AI can help streamline documentation, such as creating meeting summaries to track key points. But always review AI-generated notes for accuracy and ensure you’re using organization-approved tools to maintain confidentiality and compliance.

Don’t Wait Until It’s Too Late - Give Managers the Right Tools

It happens all the time—a manager lets small performance issues slide, assuming things will improve, until suddenly they realize, I need to address this... but how?

We’ve got ready-to-go resources for HR teams to easily roll out training that sticks. Manager 101 provides comprehensive training on leadership fundamentals, including setting expectations, coaching employees, and having tough conversations. Our Performance Management Toolkit includes training decks, talking points, decision trees, and templates to help managers address (and document) performance issues effectively.

Need more support? I also offer customized training, including real-life roleplays of performance conversations tailored to your managers' real situations. Whether you’re looking for scalable solutions or hands-on coaching for your leaders, we’ve got you covered. Check us out here, including how to set up a call when you're ready.