I have been a longtime advocate of daily journaling for leaders. I have written and lectured on this topic and many in todays’ world still do not grasp this concept or its worth. I am not speaking of creating a “Dear Diary” where you detail your daily events in Policeland. Nor are these reminiscence notes to reflect upon for some future reflections of life, like an aspiring writer researching their great novel. Do not become the notorious leader who plots for the ultimate ‘gotcha moment’ against employees. This is a craft that has great worth for leaders but must be developed if not nurtured as a daily ritual.
The Book of Knowledge
All of my years as a chief, I had in front of me a Franklin-Covey daily planner© (Monarch size or full sheet size). In conjunction with my workstation and phone calendar I had every appointment, interaction and notes jotted down. Kept them all for those moments when I had to research past events of days gone by. My trusted Lieutenant dubbed it ‘the book of knowledge’ when he wanted to know who was present at a meeting or the phone number of that person I had to speak with last month. It paid off more than once for this was my form of journaling. No, I do not refer to this as a task or note taking; rather it is a refined craft to ensure your organizational success. It starts out as work, trial & error and soon becomes so commonplace, one finds it a daily ritual, if not a need.
The aspiring young leader you need to consider the craft of journaling. Craft, you ask. You are now keeping observations of crime trends or citizen interactions for upcoming meetings or program reports. You have to track a rookie’s development and growth for the FTO program. Maybe you have to make notes for employee evaluations. Personally, I enjoyed it for my time-management to capture my day and prepare for future demands upon me.
Starting off
This as in any new habit or ritual requires a process. I have seen something as simple as the common spiral notebook with daily or significant dates jotted in. Some (like me) had formal, organized purchased daily journal notebooks. If you are still active on the streets, a smaller sized one may fit well in your bag. Make this fit your current needs and workstyle. How you go about this is your call. Start off with important dates, assignment deadlines and/or meetings. I always checked in at the beginning of the month to ensure next month was captured, some do this a quarter in the future. End of the work week, check next week’s demands to start your planning process. When it is time to get that next year planner, first thing is mark significant personal dates – anniversary and birthdays for starters. I am one who still believes if it is not written down it did not happen or will not happen.
What and when to document? I know many of you are products of the technology generations that will make a voice note in your phone, make notes on your phone and use all the gadgetry of today to your advantage. One lost phone or wrong button pushed, then they all could be gone. Then there are some that make notes on pieces of paper, stained napkins and so forth- only to leave it your laundry and it becomes a washed wad of recycle paper fiber. I still like to write it down, it promotes memory by doing and keeps all in the same format. Personally, I noted the morning’s events around lunch and wrapped up the day often with a coffee. More akin to the day’s reflections and insights on what you accomplished and noted events that may require revisiting.
Journaling verses Note-taking
Everyone recalls the academy class on field note taking 101, hard data and ‘just the facts.’ If you are accomplished with this skillset then the rest should be easy. Writing in your planner the points of contacts, dates, times, locations etc. is the foundation. This is not a police report you are building but rather observations and notations on interactions. Who else was at the meeting? Notes on sidebar conversations. Recapping the meeting- was the purpose accomplished or more work/meetings required? Notes for performance evaluations come to mind, most young leaders will make a common mistake. When tasked to complete a performance evaluation on a staff member they will recall the most demonstrative event (citizen complaint or discipline) and forget the distinguished events that never are captured. If you are truly a great evaluator you owe it to your staff to capture the best (and worst, if any) moments for a true view on them.
Make it You
Some ask is this book all that you need to start this, no way. You need a few more little things. First get a great writing instrument. Do not go out and purchase a gold-plated fountain pen but rather a pen (pencil) that you enjoy writing with. We all have had the low-bid governmental issued pen that writes like crap. Make this a good moment, any basic pen will work, just one that fits your hand and writing style. Let your thoughts and ink flow smoothly.
Never write in anger or in the heat of a moment. I mentioned journaling my day with a coffee. If this is going to become a ritual, make it enjoyable rather than a burdensome task. Take your time, this is not a timed event to see how much you can scribble in a minute. By the way do not scribble, it is embarrassing not to be able to read your own writing, penmanship still counts.
My goal is to offer my insights and tips to assist current and future leaders. Many have said it is not the big rocks that get in your path, but rather the little ones. Journaling once developed will assist you with several of those small rocks in your roadway to success. There have been times where my book of knowledge removed a few boulders as well. So best of luck to you on this new practice and make a note to make a difference.
William L. Harvey | Chief
William L. "Bill" Harvey is a U.S. Army Military Police Corps veteran. He has a BA in criminology from St. Leo University and is a graduate of the Southern Police Institute of the University of Louisville (103rd AOC). Harvey served for over 23 years with the Savannah (GA) Police Department in field operations, investigations and completed his career as the director of training. Served as the chief of police of the Lebanon City Police Dept (PA) for over seven years and then ten years as Chief of Police for the Ephrata Police Dept (PA). In retirement he continues to publish for professional periodicals and train.
