A work diary is a valuable tool for tracking your professional journey from the start of your career. It offers a structured way to document daily experiences, challenges, and successes, and serves multiple purposes that can support you throughout your career.

Why maintain a work diary?

• Personal and professional growth: Regularly documenting your work helps you reflect on your experiences, assess your progress, and learn from challenges. It can aid in developing new skills, improving time management, and setting future goals.
   
• Tracking achievements: By noting your successes and milestones, you create a tangible record that you can refer to during performance reviews, job applications, or career planning.
   
• Evidence for workplace matters: A well-maintained diary can serve as vital evidence if you ever need to address industrial issues or workplace disputes, such as concerns over working hours, contract issues, or workplace bullying. This documentation can substantiate your claims if formal action is needed.

 

Purpose of the work diary

• Documentation for industrial and workplace issues: Should you encounter workplace challenges, having a record of specific dates, tasks, and conversations can be crucial. This is especially important in fields like healthcare, where legal and contractual matters may arise.
   
• Performance review support: A detailed record of your contributions and achievements makes it easier to showcase your strengths during performance evaluations or job applications.
   
• Reflection on workload and well-being: Keeping a diary helps track how certain tasks impact your mental and physical health, offering insights into managing stress and workload.

 

What information to include

• Daily activities and tasks: Record what you worked on, including specific tasks, procedures, or meetings.
   
• Work hours and breaks: Note your start and end times, breaks, and any overtime worked.
   
• Challenges and issues: Document any difficulties faced, whether they involve patient care, workplace dynamics, or personal challenges.
   
• Conversations and instructions: Record details of conversations with supervisors, colleagues, or HR that may impact your role, tasks, or work conditions.
   
• Personal reflections: Include notes on how you felt during the day and any insights gained, as this will help you reflect on your progress over time.

 

When to write in it

• Daily entries: Writing daily is ideal, as it ensures information is fresh and complete. A few minutes at the end of the workday can be enough.
   
• Immediately after key events: If something significant happens during the day (e.g., a workplace conflict, a major procedure), it’s useful to make a note as soon as possible.
   
• Weekly reflections: Some people prefer to summarise their week if daily writing feels burdensome.

 

Paper vs. electronic diary: Pros and cons

Paper-based diary

• Pros:
  • Tangible and easy to access without needing electronic devices.
     
  • Feels more personal and can encourage reflection.
     
  • No risk of data breaches or hacking.
     
• Cons:
  • Can be lost or damaged.
     
  • Difficult to search through or organise over long periods.
     
  • Not as easily shareable for official purposes.

Electronic diary

• Pros:
  • Easy to store, search, and organise.
     
  • Can include attachments like emails, photos, or screenshots.
     
  • Accessible from multiple devices, making it more convenient.
     
• Cons:
  • Vulnerable to hacking, technical failures, or data breaches.
     
  • May not feel as personal or reflective for some people.

 

Other supporting evidence to collect

• Emails and communications: Save copies of important email conversations or notes from meetings.
   
• Photos of schedules or workspaces: These can help illustrate workload or conditions.
   
• Performance reviews or feedback: Keep a copy of formal and informal feedback for future reference.
   
• Documentation of hours worked: Having a secondary system, like rostering software or even a digital record of clock-in/clock-out times, can back up your diary notes.

 

Example: How a junior doctor might use a work diary

A junior doctor could use a work diary to document their rotations, procedures, and training. For instance:

• Recording shift patterns: The doctor notes their shift start and end times, along with any extra hours worked. This can serve as evidence for addressing any overtime payment discrepancies.
   
• Documenting critical incidents: After a challenging procedure or patient interaction, the doctor records details about the case, decisions made, and any guidance given by supervisors. This documentation can be invaluable for future reflection or in the case of a dispute over clinical decisions.
   
• Tracking progress: As the doctor rotates through different departments, they use the diary to track new skills learned and areas for improvement. When applying for specialist training positions, this record supports their application by demonstrating competence and commitment.
   
• Workplace concerns: If the doctor encounters workplace harassment or bullying, they document the date, time, and details of incidents as they occur, creating a solid record to provide if further action is needed.

Maintaining a work diary offers clarity and structure in an often-hectic profession. It becomes not only a personal resource but also a safeguard for professional matters.