The Smart Way to Document Everything at Work

Whether you’re preparing to ask for a raise, hoping to land a promotion, or dealing with a toxic boss, you’ve probably heard this advice before: Document everything. 

It’s solid advice for both the good and the not-so-good moments in your career—but what does “documenting” actually look like in practice? What types of proof hold up in conversations with HR or leadership? How do you keep track of those moments of excellence—or those moments you’d rather not revisit but may need to? 

If you’re wondering how to turn your day-to-day experiences into useful records, read on—we’ll walk you through what to track, how to do it, and when it can help.

Why documentation matters—in every scenario

Documentation it’s about being smart. Keeping a record of your accomplishments can help you advocate for yourself when it’s time for a raise or promotion. On the flip side, documenting problematic behavior creates a fact-based trail that HR or leadership can act on, should you ever need to escalate an issue.

Your version of facts will only get you so far in any discussion. With the proper documents, you're showing, not just telling, what happened—and when.

How to document your wins

If you’re planning to ask for a raise, a promotion, or new responsibilities, you’ll want to build a strong, data-backed case. “Focus on objective evidence; work samples, client testimonials, positive evaluations, or coaching comments all help when asking for a raise,” says Sharon DeLay, a senior HR professional, Certified Equal Employment Opportunity (EEO) Investigator, and owner of Columbus, OH-based HR consulting firm GO-HR.

Here’s how to keep track of your wins:

Save praise and positive feedback

Did a client send a glowing email? Did your manager shout you out in a team meeting? Screenshot it and save it to a “wins” folder. You can even email yourself with context if it happened in person.

Track metrics 

Whenever you exceed a goal, improve a process, or save the company money or time, write it down—with specifics (non-confidential, of course). Add numbers, dates, and outcomes. For example: “Increased newsletter engagement by 40% over three months.”

Pro tip: Want to make a case for a promotion or salary bump? Research market rates for similar roles in your area (same industry, job scope, and level). DeLay says that the worst thing you could do is say things like, “Sally [fictional coworker] says she is making $X for doing the same job I am. I want more money.” First, there may be other considerations as to why Sally is making more…or Sally may not be telling the truth. “Always focus on data and documentation over emotion.”

Keep a running document

Don’t wait until your performance review to reflect on your accomplishments. Keep an ongoing doc or folder labeled something like “Career Wins” where you can drop in examples throughout the year. When the time comes, you’ll have everything in one place.

How to document negative situations

When it comes to documenting challenging or even harmful situations at work, DeLay urges employees to stay factual and calm. “Try to remove the emotion and stick to specific examples,” she says. “HR wants to know what happened, when it happened, and what you did about it.”

Save emails, texts, and voicemails

If your boss sent an aggressive or inappropriate message, don’t delete it. That's gold. These are among the most valuable forms of documentation, since they’re time-stamped and include exact wording. “When I’m doing an investigation, I love emails and texts that have names, dates, and times attached—voicemails, too,” DeLay says. 

Write a summary right after it happens

If something happens in person—a microaggression, a toxic comment, or inappropriate behavior—email yourself right after the incident. 

“As soon as possible after the meeting, send yourself an email outlining as much as you clearly remember, including what the other person said and how you responded,” DeLay says. Why an email? “It has a time and date stamp on it,” she says. “Just writing a Word document loses that time/date component.” 

Include:

• What happened

• When and where it happened

• What was said (direct quotes if you remember)

• Who else was there

• How you responded

DeLay emphasizes the importance of direct quotes. “Do not embellish it,” she says. “Simply note what happened.” If other people were present, list their names as HR may want to reach out to them, which is also why you don’t want to write anything that is not precise. “When we do investigations, the more consistent statements are those that were secured separately, the more likely the accuracy of the actual situation,” she says.

Be cautious with recordings

Recording a meeting or conversation may sound tempting, but laws vary by state. “In some states, all parties must consent to being recorded,” DeLay says. If you’re unsure, err on the side of not recording—unless you’ve consulted a lawyer or know it’s legal where you are.

How to handle unsafe or escalated situations

Go to HR with the intent of having an objective conversation. Try to approach the conversation from a factual P.O.V., not an emotional one. “Give specific examples and, more importantly, the steps you took to try to resolve a situation or more clearly understand what you did or did not do,” DeLay says. “Tell HR what you would like: to change departments, to engage in a mediated discussion, or for guidance on how to approach the toxic boss.” 

Read this next: 8 Valid Reasons to Report Your Boss, and How to Do It

Bonus tips for managing workplace documentation

Whether you’re keeping a record of your career highlights or preparing to report inappropriate behavior, these habits will make your documentation more effective:

Document in real time

Don't wait until you need it. Always document when things are fresh. “Time away from something causes us to forget, or even rewrite things to better deal with it—or validate our anger or sense of injustice,” DeLay says. 

Keep a proof folder

Create a personal folder on your private device or cloud storage (not your work computer) for screenshots, praise, notes, or anything else you may need later.

Stay objective

Leave out assumptions or feelings (“She hates me!”). Stick to what was said or done and how you responded.

Use time-stamped formats

Emails, texts, voicemails, photos—these have built-in timestamps and are stronger than a Word doc with a manually entered date.

Ask witnesses (when appropriate)

If someone else witnessed the behavior, ask them (privately) if they’re willing to back up what happened. Their independent account may be valuable if you escalate the issue.

Stay prepared

Documenting what happens at work—both the praise and the problems—makes you ready whenever opportunity comes. Whether you’re negotiating a raise, applying for a new role internally, or dealing with a tricky workplace situation, having clear, objective proof can empower you to advocate for yourself with confidence.

And remember, documentation isn’t just helpful for your career growth—it also helps HR and leadership take real action when things go wrong. So take five minutes today and start that folder. Your future self will thank you.