6 Best Ways To Document Problems at Work

What is one way to document problems at work?


To help you document problems at work the best way, we asked people managers and business leaders this question for their best advice. From using an employee report template to keeping a journal of events, there are several ways advised as the best approach to document problems at work.

Here are six best ways to document problems at work:

  • Use an Employee Report Template
  • Create a Common Platform for Employees To Register Grievances
  • Document Everything by Email
  • Use Notes On Your Personal Device
  • Document The Problem With Proof To Back it
  • Keep a Journal of Events


6 Best Ways To Document Problems at Work


Use an Employee Report Template

One way to document problems at work is through an employee report template.
The template should contain multiple detailed sections that best accurately document the incident. Sections in the template would be the type of incident, location, witnesses and other pertinent information regarding all parties involved. Using a template is key in keeping records organized and reliable for all individuals in the workplace.

Sean Byrne, Sweetkick


Create a Common Platform for Employees To Register Grievances

The process of documenting problems helps only when it is followed by working towards solutions. And this can be achieved only when everyone at the workplace is onboard and is driven to collectively work towards resolving issues.

One way to initiate the right framework is to create a common platform where every employee can register their specific grievances. This way, others who face the same issue can double down on these updates and comment on how they are facing the problem too.

At the same time, managers, leaders, or even other workers who have a solution to this specific issue can lay down the solution, and together with the required teams or personnel, can begin implementation. This collective and transparent process is a great way to work towards real-time solutions.

Riley Beam, Douglas R. Beam, P.A.


Document Everything by Email

Your go-to move should be to document everything by email. This includes interactions that directly involve any personnel with whom you are experiencing a problem; but it also includes interactions with your superior or supervisor in which you discuss the problems you are having. Even if you have already discussed the problems face to face, send an email to your supervisor to follow up and reiterate the main points that you discussed. If your problem involves your supervisor, keep a record of your emails with them to share with HR. Either way, having issues documented in emails is a great way to ensure there is a digital record.

Marcus Hutsen, Patriot Coolers


Use Notes On Your Personal Device

The notes function on your personal device is a good place to record issues in the workplace. Most document and project management software is monitored by the employer. It is smart to record observations on a personal device if an employee has an issue with something that is transpiring in the workplace. This is to ensure that the employee who is documenting the problem is in total control of the information. This is the best approach when an employee is trying to compile information on an issue in the workplace.

Katy Carrigan, Goody


Document The Problem With Proof To Back it

There’s nothing worse than false, unproven accusations that you can’t prove. They not only ruin the workplace atmosphere but also can give you some trouble. So, whenever you document any problem at work, you should have proof to back up your words.

Depending on the situation, you can use emails, text messages, phone calls, or words spoken by the person in the witness’s presence. You may also record specific dates and situations when problems you want to report have occurred.

Only with strong evidence are you well-equipped to present a problematic situation, prove your point and implement changes. Moreover, information on how evidence of misconduct was gathered makes your case stronger. Don’t forget to ask coworkers if they also experience some problems and want to collaborate with you on this.

Nina Paczka, MyPerfectResume


Keep a Journal of Events

A simple but effective method to document problems at work is to keep a journal of events. Simply note the date, time, and what happened. If possible, it is helpful to include what you said or did in response, and any results. This will help you to have a clear record of what happened so that you can refer to it later if necessary. It can also be helpful to make note of any witnesses who were present. This information can be invaluable when trying to resolve a situation, or when dealing with issues that might escalate.

Monika Kohutova, Pearl Scan



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