3 Simple Ways to Document Employee Conversations
When it comes to managing teams, one of the most important (but often overlooked) practices is documenting conversations or concerns. While it may feel a bit awkward in the moment or you may be thinking "is this really necessary?", these pieces of documentation are what keeps everyone accountable for positive forward movement and protects you if things go sideways.
Instead of finding yourself 3 months into a coaching goal only to hear from your employee "Oh, I didn't realize I was supposed to do that…" -- document conversations from the beginning to make sure you're both on the same page.
Instead of reminding your employee 20 times to come in for their shift on time then when you go to give them a written warning they say "I thought you were okay with me having a flexible schedule…", write down expectations from the beginning.
Instead of finding yourself in a legal dispute with a past employee where they are claiming none of the incidents happened, document each incident so you can clearly show the proper steps took place.
Whether you’re addressing performance concerns, tracking attendance issues, or having coaching conversations, keeping a clear, consistent paper trail is essential— Here are three easy ways to document employee situations and conversations effectively:
1. Follow-Up Emails
This one is my favourite because it's easy to do and more conversational! After a conversation with an employee—especially if it’s about behavior, performance, or expectations—it’s good practice to send a follow-up email summarizing what was discussed. This creates a time-stamped, written record that confirms both parties received the same information and both can look back to if there is any confusion.
What to include:
Date and time of the conversation
Key points or concerns discussed
Any expectations, agreements, or next steps
2. Manager Notes
Sometimes conversations are more informal or developmental in nature, and a follow-up email might not be necessary. But it’s still smart to make a private note for your own records. Send yourself an email so it's timestamped or use an HR management system that allows timestamped notes.
What to include:
Date of the interaction
Context of the situation
What was said and how the employee responded
Any plans to follow up
These notes should not be relied on for legal evidence but more so as breadcrumbs that help you track patterns over time.
3. Formal Documentation
If a performance gap, behavior, or issue continues after coaching or informal feedback, it may be time to move to formal documentation, like a performance improvement plan, letter of expectation, or a written warning. This should be a structured document that clearly outlines:
What the issue is
What previous conversations or steps have been taken
What the expectations are moving forward
What steps or support will be implemented
What will happen if the issue continues
This is where your previous documentation becomes incredibly helpful—it shows a history of support and communication before formal action was taken.
Documenting isn’t about “covering yourself”—it’s about building trust, clarity, and accountability. It ensures that your team is treated fairly and that your decisions are supported with facts and consistency. If you're unsure what to document or how to create a documentation process that works for your business, that’s where we come in.
Need help with employee conversations or documentation? Send me an e-mail and let's chat!