Let’s have a heart-to-heart.
We’re cruising into the second half of the year. The sun is out, the schedules are shifting, and for many companies, summertime brings transitions — new hires, PTO shuffles, maybe even some tough calls on who stays and who goes.
But let me ask you something real simple:
If you had to defend a termination, complaint, or investigation tomorrow… could you?
If the answer makes your stomach drop a little, you’re not alone.
The Most Costly Mistake You Could Make Right Now
After nearly 20 years of HR consulting, I can tell you with complete confidence:
The #1 mistake that gets employers into hot water isn’t what they do — it’s what they fail to write down.
Let me say it like I always say it:
Document, document, document.
I say those three words so often I should put them on a T-shirt.
And yet, most employers… just won’t do it.
For years, I’ve asked myself why. Is it because documentation feels tedious? Because we think verbal warnings are enough? Because we don’t think we’ll ever need it?
Well, let me tell you about Jane.
A Real Story: What Happens When You Skip the Paper Trail
Jane ran a small business — 20 employees, great energy, and the drive to do things right. She became a member of my company, Expert Human Resources, and I helped her build her employee handbook.
We went over everything. I told her clearly: “Jane, make sure you follow the handbook and always document — even if it’s just for yourself.”
She nodded, she agreed… and a few months later, she called me in a panic.
She had fired an employee named Kelvin and received an unemployment claim. She asked me how to respond.
“Okay,” I said, “Let’s take a look at the documentation.”
Jane paused. Then she said:
“I didn’t write any documentation. I just fired him on the spot.”
No documentation. No paper trail. No call to me. Just a fireable offense… handled with emotion instead of process.
And here’s the thing — Kelvin had violated several rules:
He was late
He was rude to a customer
And yes, he stole from petty cash
But without documentation, it was Jane’s word against his.
And that’s a battle you never want to fight unprepared.
Why Documentation Matters More Than Ever
Lawsuits, unemployment claims, EEOC investigations — they all have one thing in common: they rely on evidence.
And documentation is your evidence.
If it’s not written, it didn’t happen — at least not in the eyes of a judge or agency investigator.
Here are just a few situations where documentation can protect you:
Violations of company policy
Employee coaching or counseling
Rude or inappropriate behavior
Safety violations
Absenteeism or tardiness
Customer complaints
Harassment claims
Performance concerns
Want to see a real breakdown of what to document and how?
How to Fix This Before It Costs You
Here’s the good news: You don’t have to overhaul your HR system.
You just need to start where you are — and get consistent.
✅ Train managers on what and how to document.
✅ Use standardized templates (like our PIP form!).
✅ Keep records secure and accessible.
✅ Build documentation into your culture — not just your crisis moments.
And most importantly: Don’t wait until a problem happens.
The time to document is before the complaint, the termination, or the claim.
Let’s Not Make Jane’s Mistake
Jane’s story could’ve ended very differently if she had taken 5 minutes to jot things down.
So as we wrap up June and head into Q3, I want you to ask yourself:
Are your employees being held accountable with documentation? Or are you just hoping for the best?
If you’re not sure, let’s talk.
I’m offering a free 10-minute consult— just you and me, looking at where your risks might be hiding.
Because you work too hard to lose everything over a missing piece of paper.
