The Missing Link: Record Keeping as a Preventive Tool Against Workplace Stress and Misalignment

October marks Workplace Bullying Awareness Month, a time for reflecting on behaviors and systems within organizations that can contribute to bullying—whether intentional or not. Over the past few days, I had the privilege of meeting with dedicated professionals in the aged care sector, whose stories shed light on a seemingly invisible issue that many workers across different industries face: the increasing burden of record keeping and the disconnect between job expectations and actual time required to complete these tasks.

A story shared by an Aged Care Coordinator struck a chord with me and provided an important lesson on how work environments can inadvertently contribute to stress and burnout. She had devoted years to caring for elderly clients, prioritizing their comfort, health, and well-being. Yet, over time, the administrative tasks associated with her role grew, not as an explicit shift in her job description, but as a creeping, unnoticed addition to her daily work. Eventually, she felt her ability to care for her clients was compromised. The result? She made the difficult decision to leave the sector at a time when her skills and passion are needed more than ever.

This is a perfect example of what I call “the missing link in business.” Every job has a record-keeping component, whether you’re in aged care, healthcare, education, or hospitality. From nurses and caregivers to kitchen staff and activity coordinators, everyone is tasked with some level of documentation. But rarely is this seen as a formal part of the job. Instead, it’s treated as an add-on, something to be done “when time permits.” The reality, however, is that time rarely permits, and the pressure to get everything done creates stress that often leads to burnout or staff turnover.

In conversations with other aged care workers, I found that record-keeping tasks are often completed outside of paid hours, a practice that seems to be widely known and tacitly accepted by management. While this speaks volumes about the dedication of the staff, it’s an unsustainable model. It shouldn't be the norm to have workers carry out such essential tasks unpaid and unacknowledged. And it certainly shouldn’t be the reason skilled professionals decide to leave their positions.

The Misalignment: When Job Expectations Don’t Match Reality

The aged care coordinator I spoke with mentioned that when she took on her role, record keeping was not a significant part of her job description. The primary focus was on direct care—comforting clients, addressing their health concerns, and being present in their day-to-day lives. Administrative work existed, of course, but it was minimal and manageable.

But as legislative and commercial pressures grew, the expectations around documentation changed. Reports, compliance records, and client care plans required more attention. And while these tasks are vital for legal and operational reasons, they weren’t factored into the workload in a way that allowed staff to balance them with their primary duties of care. The situation reached a tipping point where the coordinator felt her hands were tied—she could no longer give her clients the attention they deserved because the paperwork became overwhelming.

This misalignment between job expectations and actual job requirements is not unique to aged care. Many industries face similar challenges, where record keeping is viewed as a secondary task, yet its importance grows exponentially due to regulatory, legal, or operational needs.

Record Keeping: An Essential, Yet Overlooked Responsibility

So how do we address this? The first step is acknowledging that record keeping is an essential part of almost every role, and it needs to be treated as such from the very beginning. This means:

1.???? Job Advertisements: Explicitly stating the record-keeping responsibilities in position advertisements so that prospective employees know what to expect.

2.???? Time Allocation: Factoring in the time needed for record keeping into the daily workload. This should be a fair and reasonable expectation that’s integrated into the workplace culture, rather than something that employees are left to handle “on the side.”

3.???? Performance Reviews: Evaluating record-keeping duties as part of performance reviews, ensuring that employees are given the support and recognition they deserve for completing this essential task.

4.???? Change Management: When workplace changes occur—especially administrative or procedural changes that increase the burden of record keeping—these must be communicated clearly. Employee feedback should be actively sought and used to shape the implementation of new processes.

5.???? Valuing the Work: Lastly, record keeping needs to be valued and acknowledged. Employees should feel that their efforts in maintaining accurate records are appreciated and that time spent on these tasks is recognized as part of their overall contribution to the organization.

Preventing Burnout and Perceived Bullying

This brings me back to the link between record keeping, burnout, and perceived bullying. When time is not properly allocated for all aspects of a role, employees can feel like they’re being set up to fail. The pressure to “get it all done” without the resources, time, or support can lead to frustration and the perception that management is indifferent to their struggles. While this may not be the intent, it can foster a toxic work environment where employees feel overwhelmed, undervalued, and ultimately, compelled to leave.

As we focus on Bullying Awareness Month, it’s important to recognize that burnout and stress, often exacerbated by misaligned job expectations, can lead to situations where employees feel mistreated or unsupported. By addressing these issues proactively—through better job design, fair time allocation, and clear communication—organizations can prevent this perception and retain their most valuable asset: their people.

Your Voice Matters: A Poll

I’d like to hear from you. How widespread is this issue in your industry or role? Do you feel that time for administrative tasks, especially record keeping, is properly factored into your daily workload? Is it something that’s pushed into unpaid hours or left as an afterthought?

Please take a moment to participate in the poll below. Your feedback will help highlight how common this issue is across industries and what we can do to address it.

?

Poll:

1.???? Do you feel you are given adequate time during paid hours to complete record-keeping tasks?

a) Yes

b) No

c) Sometimes

2.???? Has the burden of record keeping ever contributed to your decision to leave a role?

d) Yes

e) No

?By sharing your experiences, we can work toward better solutions that support employees and create more balanced, healthy work environments.

#recordkeeping

#records

#recordsmanagement

#informationmanagement

#datamanagement

#agedcare

#workplacebullying

#timemanagement

#jobdesign