January quietly becomes the most documented month of the year for many organizations. Performance conversations begin, attendance expectations reset, PTO carryover questions surface, and leaders start “keeping an eye on things.” How documentation is handled now often determines whether employee relations issues stay manageable—or escalate later.

Why January Documentation Carries Extra Weight
Several common January activities naturally generate documentation, whether leaders realize it or not:

  • Performance conversations start early. Goals are set, feedback is given, and expectations are clarified. These early discussions often become reference points later in the year.
  • Attendance enforcement resets. After holiday flexibility, leaders reassert schedules, punctuality, and coverage expectations.
  • PTO carryover and balance discussions occur. Decisions made in January can affect morale and perceptions of fairness for months.
  • Patterns begin to form. Early documentation establishes trends that may later support coaching, corrective action, or promotion decisions

January sets the baseline. If documentation habits are inconsistent or informal now, those gaps tend to follow the organization all year.

Why Real-Time Documentation Matters
Documentation created weeks or months later is far less credible and harder to defend. Best practice documentation should be:
Post-dating notes, rewriting history, or only documenting once frustration builds significantly increases risk and weakens the employer’s position if issues escalate.
 
What Good Documentation Looks Like
Strong documentation:
Risky documentation includes:
 
What Actually Warrants Documentation (Big and Small Situations)
A common misconception is that documentation is only required for serious issues. In reality, early, consistent documentation of small situations is what prevents larger problems later.
 
Situations That Always Warrant Documentation
These should be documented in real time:
 
Situations That Should Be Documented Early (Even If They Feel “Small”)
These are often overlooked but matter most over time:
Small issues only become defensible patterns if they are documented early and consistently.
 
What Should Not Be Documented in Standard Files
To avoid unnecessary risk, managers should not document:
If it wouldn’t hold up in a review or investigation, it shouldn’t be written down.
 
A Simple Rule for Managers
If you find yourself saying:
It should be documented.
 
January Reset Reminder
January is the right time to reinforce documentation expectations before habits solidify for the year:
Setting this standard now protects leaders, supports fairness, and reduces risk throughout the year.