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In this article I want to help you understand the why and how of covering your anatomy with workplace documentation.
To get a better raise; you need to document. To counter office politics; you need to document. And to update your resume and talk to recruiters; you need to document.
The need to document is like insurance - you don't appreciate it until the day you actually use it. Until then, most just see it as an unnecessary burden and expense.
Since the sixties, each year has had over the previous, a tremendous increase in college graduates entering the workforce. Immigration has also increased exponentially.
Those with degrees, compete against each other for the highest salaried white-collar jobs. Immigrants compete with native born blue-collar workers. And those in between have been squeezed to the point of desperation.
And as each profession becomes more over crowded; companies can get away with offering lower salaries and less benefits.
As this competition has thickened; and a sense of job security becomes less and less; aggressive workplace politics has increased.
People are now competing in anyway they can to get and keep a job.
And, even though you haven't experienced it yet; there actually are people that can make it into your workplace, that are; socio-path; amoral; schizophrenic; self-righteous; immature; ignorant and greedy.
I'm not trying to be opinioned or negative. And I'm not trying to make anyone paranoid.
See the organic whole.
You have to remember how truly diverse human society is; and the sweetheart you met last year, can be this year's emotionally disturbed.
It is now imperative that you document your accomplishments on a daily basis. Not simply for career purposes; but also as a means of self-preservation.
A systematic approach utilizing convenient and practical mobile tools and methods is in order.
How To Do It
Use A Palm PDA
Probably the greatest little tool yet for the manager is the Palm PDA. So many have gone to smart phones - but the Palm TX and E2 are powerful task-dedicated devices that still go unmatched. Smart phones are still simply an 'ace-of-all-trades' and a 'master-of-none'. Their screens are too small to write naturally in a free and convenient manner.
Smartphones simply have a long way to go.
Palm has mastered ergonomic miniature interfaces and mobile operating systems during their 20 yr head start on Windows Mobile.
A Palm is very much a pocket size laptop computer.
It will recognize your handwriting right out of the box. You can record hours of voice recordings. And it interfaces with Microsoft Word, Excel, PowerPoint and Outlook. The list of vast uses this versatile little tool has to offer is impressive.
You can keep journals; write letters; create spreadsheets; and actually present PowerPoint presentations via Bluetooth or Wi-Fi to a projector.
It’s the ability to just whip it out of your pocket and jot things down - even while walking - that’s most important. And the ability to record voice when an unplanned occurrence starts to take place.
Once home, it easily synchronizes with your home or office computer through Bluetooth, cable/cradle or Wi-Fi.
Combine this with Dragon Naturally Speaking voice recognition software; and your voice recordings get transcribed into print.
I could spend hours telling you all the impressive capabilities of the Palm TX and your benefits; but you will quickly and easily figure it out. Go get yourself one.
If I could have a smart phone that could keep up with my Palm TX, I would already have one - but the phones simply aren't there yet - not even the celebrated iPhone.
Use A Pocket Notepad
You can use the little spiral bound notepads until you have a PDA. It would facilitate jotting things down quickly - just remember to time and date stamp everything, and include all relevant names of all primary parties and any witnesses.
A PDA will automatically record time and date - but if you use a recorder or use notepads; then condition yourself to always record these details.
When To Use A Recorder?
When being called into your bosses’ office and you sense something might be up; you should use a recording device. Emotionally charged or prolonged conversations can be hard to remember later on. You can always replay the recording and not miss any exact quotes or elaborate amounts of detail.
Also use the recorder when around anyone who has been sexually harassing you, or making threats.
Panasonic and Sony both make excellent miniature digital and traditional tape recording devices.
What To Document?
Just like officer Friday on Dragnet, you only need to record 'just the facts'. You don’t have to spend hours every day making elaborate notes.
Try to record exact quotes for the things your boss tells you about job requirements and other important details; such as;
Deadlines
How the finished work should be.
Who is responsible for what
What the boss says about your job performance.
Reprimands. What they said; and what you said in response.
Names of witnesses.
Details about any delays and/or the name and details of who caused it.
The time and place that you gave notices (updates) about something and the names of those involved.
This list should give you the general idea.
In Close
Prudence; and not paranoia; dictates that its better to be safe than sorry. And in today’s workplace you don't want to trust any simple acquaintance or transient associate with your career and families future welfare.
Remember, only time reveals all; and no matter what someone says; their actions will always speak louder than their words.
So trust; but verify.
It will only take a little effort and a few minutes each day to keep an account of things.
One day you may wish you had.
Please Comment
I would love to hear what you have to say. Please feel free to share any thoughts and experiences by leaving your comments.
2 Comments
Yes!
I agree totally. Save every email sent to you and that you send or reply to. Use your performance documentation as a sales tool.
Don't let the natural inclination to be lazy about documentation be your downfall.
Eric
Hi Eric
I'm glad someone gets the finer point I was intending to make - to overcome the "natural inclination to be lazy" until it's too late.
thanks for commenting
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