When the Pen Becomes a Sword: The Dark Side of Documentation

Written By Cari Borden

😬 The Flip Side of the File

You’ve probably felt it.
The sudden shift in tone. The surprise email recap that reads more like a warning than a follow-up.
The weird feeling that someone’s been “keeping notes”… and not in the helpful way.

This is the bad side of documenting. And it happens when leaders forget that the purpose of notes is coaching, not cornering.

Instead of being a bridge to clarity, documentation becomes a barrier to trust. Instead of growth, it becomes a gotcha.

⚠️ What Bad Documentation Looks Like

Vague or biased language: “Has attitude issues” instead of “raised concerns about workload.”
Delayed feedback: Notes made months after the behavior, without any real-time coaching.
Silence followed by a surprise: “We’ve been documenting this,” yet it was never discussed.
One-sided records: No employee input, context, or awareness.
CC’ing leadership for drama, not development.

Let’s be clear: Documentation without conversation is just a trap in a trench coat.

🧯 How to Avoid Weaponizing Documentation

Here’s how leaders (and employees) can document without causing damage:

🕵️ Don’t document in secret. If it’s important enough to write down, it’s important enough to talk about.
🧾 Avoid the “email dump”, using long CC’d messages as a substitute for 1:1 feedback.
⚖️ Keep it neutral and objective. Stick to behavior, not personality.
⏳ Coach in real-time. Follow up with documentation, not the other way around.
🪞 Ask yourself: “If I were in their shoes, would this feel like guidance or a setup?”

💬 Mic Drop Moment:

“Documentation should never be the first time someone hears they’re off track.”

🧠 Why This Matters

Because nothing erodes a team faster than fear.

When documentation is used like a sword, it leaves cuts that don’t always show,but always sting. It builds silos, kills psychological safety, and drives your best people out the door fast.

🔚 Up Next…

In Part 3, we head into the ugly, when documentation is hidden, dishonest, or used to gaslight. Because transparency isn’t just a buzzword, it’s a responsibility.

👉 Want help creating better coaching habits and documentation strategies that don’t blow up your culture? Find me on Fiverr or take the Leadership Quiz to see where you stand.