Recording CPD
Tools and tips on recording your learning as part of CPD and to provide evidence of competence.
Recording is probably the most neglected part of CPD for most people. Even those of us who do not plan our CPD still manage to keep ourselves current by just taking advantage of the opportunities that arise as part of our working lives. However, we are often not aware of the extent to which we learn and develop our skills almost every day – because we never have a record to refer back to and reflect on how far we have come.
Why record CPD?
It is difficult to find the time and remember to note down what we learn. It’s not a natural skill for many of us, and we tend to focus on what seems most important – doing the actual learning and then using it in our work. However, having even the briefest note of what we learn is important in a number of ways:
- To aid reviewing and reflection.
- To remind yourself what you have learnt.
- To provide information for potential employers, eg to help build an extended cv.
- For appraisals and promotion boards.
- For regulatory requirements.
- To provide evidence when proving competence, such as when applying for professional registration.
Recording methods
Various tools are available for you to use – from the very simple to quite complex. Many people keep a simple learning journal (usually on their computer) that they just add to sequentially. Some who keep a daily log-book during work find they prefer to make notes in this. These approaches can be supplemented with a plain ring-binder for storing course notes and certificates, or lists of books read, or those you plan to read.
Others prefer to keep more formal notes – often using forms such as development action plans and activity records to capture their learning in a very organised way. If you are working with competencies and intending to show development against these, then evidence summaries and cross-references to a portfolio of evidence may be necessary.
Whatever method you choose, it should be appropriate to your circumstances – in line with what you achieve, meet any regulatory requirements you are subject to, provide adequate information for other goals, such as professional registration, and fit with the expectations of your employer. When choosing your approach you might like to consider the following points;
- The time you have available to keep records
- Your goals – what you want or need to achieve
- The need to satisfy requirements – such as quarterly reporting for a development scheme
- Accessibility – being able to update records regularly, but also being able to take them with you if you move employer.
- Who will read your records and if there are any requirements on format, language, layout, etc.
- Systems available to you – either from your employer, your Institution or elsewhere
- Issues of confidentiality that may exist in your role.
Paper or on-line?
There are many good on-line systems available to you, such as Career Manager – the on-line development tool for members of the IET. These can often make the task easier by providing a set format, providing guidance on what to keep, and sometimes by helping you track progress and reminding you to update your records. However, if you prefer paper records you will find suggested forms on PD-How2.
Tips for recording
Whatever method you choose to record your CPD, here are a few things you might like to consider before you start:
Remember it is useful to keep records of what you have done, but it is even more useful to record what you have learnt. Also, do not limit yourself to recording formal learning - try to capture all your experiences that contribute to your learning and improving competence, such as chance conversations whilst networking, observations on the work of others, or reflections on a completed project.
When reflecting on your learning it may help to talk it through with a mentor, colleague or your boss. The questions they ask will prompt you to see your learning objectively.
Don't forget to keep a list of the people who have helped you along the way. Many people benefit from someone’s help, such as a mentor or colleague, but subsequently lose contact, only to find that they need to call on them for a reference or to verify competence/training records at a later date. This is particularly relevant if you wish to apply for professional registration.
Good housekeeping is important to keep your records or portfolio fit for purpose. Replace old evidence with up-to-date items regularly, and maintain indexes.
If you need evidence of competence, but don't have something appropriate for inclusion in your portfolio, consider using reference statements. Write up the project or learning, and ask an appropriate person to sign it and add their own comments.
If you are working with competences, cross-reference your learning diary, action plans or notes to the specific competence they relate to. This will help you find the evidence you need easily and quickly when you need to.
- And finally, do it regularly! If you put it off, you'll risk forgetting.
There is more information on undertaking effective professional development in the Professional Development "How to do it" Guide. Here you will also find many useful hints, links and sources of further information.
