It happens every year. We start with the best intentions of doing something better than we did last year. Then life happens. Time melts before our eyes. The year comes to a close, and we find ourselves wondering how we got here and what we actually have to show for it.

Or worse, we know we accomplished a lot throughout the year, but we struggle to remember what those accomplishments were when it’s time to prepare for performance reviews, set new goals, or articulate our impact.

Sound familiar?

The problem usually isn’t a lack of accomplishments. The problem is a poor system for tracking, measuring, and documenting them throughout the year.

Accomplishments fade quickly when they aren’t captured. Busy, complex years distort our perception of progress. After navigating a personally difficult year that included the loss of my father-in-law, I had a hard time remembering many of the positive things that happened when I sat down to reflect on my 2025 highlights. Thankfully, I had written documentation I could review. When I flipped back through my goal planner and accountability notes, the evidence was right there.

It was a stark reminder: if you don’t write it down, your career progress becomes invisible – even to you.

The Hidden Cost of Relying on Memory

We tend to blame memory lapses on getting older, but there’s more at play. As humans, we remember stress and disruption more vividly than steady progress. Routine excellence gets discounted because it becomes “just part of the job.” And years marked by crisis, caregiving, or grief can blur accomplishments almost entirely.

For executive assistants and administrative professionals, this has real consequences. When accomplishments aren’t documented clearly and consistently, they often show up as:

• Weaker performance reviews
• Understated resumes and portfolios
• Missed opportunities for recognition, advancement, or stretch work

Much of an EA’s impact happens behind the scenes. If you don’t document it, others won’t fully see it.  And over time, you may stop seeing it, too. That’s why a rock-solid tracking system matters. Not one that’s complicated or time-consuming, but one that is simple, consistent, and sustainable no matter what life throws your way.

The System That Changed Everything

About seven years ago, a colleague and I decided to formalize our accountability partnership. We agreed to meet weekly over Zoom for 30–60 minutes and created a simple “Hits and Misses” template to complete before each call.

Each week, we documented:

• Our top professional and personal “hits” – or accomplishments
• Our “misses” – things we didn’t complete or struggled to move forward
• Topics we wanted to talk through or brainstorm together

This weekly exercise forced us to pause and reflect. It required us to name what we were working on, why it mattered, and what actually moved forward. Big wins and small ones all counted. Reviewing calendars, emails, and task lists was usually enough to jog our memory and capture progress before it disappeared.

We used a basic Word document saved to a shared folder, but the format didn’t matter. A notebook, digital app, or planner works just as well. Consistency is the key.

Around the same time, I also began using the PowerSheets Goal Planner from Cultivate What Matters. What made this system so effective for me wasn’t just the beautiful design, but the built-in rhythm of reflection and progress tracking.

Each month begins with a “monthly reset” that includes what’s important, what’s on the calendar, and what’s top of mind. Goals are broken into smaller, trackable steps. One of my favorite sections – the “Tending List” – helps identify monthly priorities and then tracks daily, weekly, and monthly actions visually. Progress is recorded as it happens, not reconstructed later.

At the end of each month, a “Month in Review” page prompts reflection on favorite memories, actions I’m proud of, gratitude, what’s working, what’s not, and lessons learned. These summaries capture progress and milestones that are easy to overlook without a structured system in place.

When Documentation Creates Perspective

When it’s time for annual review and goal-setting, I review my weekly “hits and misses” notes alongside my monthly goal planner review pages. From there, I build a comprehensive list of accomplishments and assess progress toward goals before setting direction for the year ahead.

When I did this for 2025, I was genuinely surprised. Month after month, there were meaningful wins – projects completed, goals advanced, relationships strengthened, and impact made. Without that weekly and monthly documentation, many of those moments would have been lost to the fog of a hard season.

I was so focused on caring for family members and processing grief that it overshadowed the progress I was still making elsewhere. The documentation didn’t change what happened – but it changed how clearly I could see it.

Documentation creates perspective. Perspective restores confidence.

How to Start (and Stick with It)

The most important thing to remember is this: how you start matters far less than the fact that you start. Your tracking system does not need to look like anyone else’s. It simply needs to be consistent and work for you.

Some professionals thrive with structure. Others need flexibility. Both approaches work.

Step 1: Choose Your Starting Style

Option 1: Unstructured Reflection (Flexible Thinkers)
If you prefer freedom and minimal setup:

• Use a notebook, notes app, or blank Word or OneNote page
• Set aside 10–15 minutes once a week
• Answer three simple questions:
  • What moved forward this week?
  • What required extra effort or problem-solving?
  • What did I handle that no one else saw?

This approach works well if you think best by writing, talking things out, or capturing ideas quickly without labels.

Option 2: Structured Tracking (Process-Oriented Thinkers)
If structure helps you stay focused and consistent:

• Use a simple weekly template like a “hits and misses” log.
• Capture accomplishments, setbacks, and lessons learned in defined sections.
• Review your entries monthly to identify patterns and progress.

A structured format reduces decision fatigue and makes it easier to review later, especially during performance reviews or goal-setting.

Step 2: Pick Your Format

Paper, digital, or a hybrid of both will work. Choose what you will actually use.

• Paper journal or planner
• Word document or shared folder
• OneNote notebook
• Notes or task apps

There is no “best” tool – only the one that fits your work style and personality.

Step 3: Schedule It

Consistency is what turns notes into insight.

• Block a recurring weekly appointment with yourself.
• Treat it like a meeting you wouldn’t cancel.
• Keep it short and sustainable.

You can refine the system later. The habit is what matters.

Step 4: Use the Tools If They Help

If templates support your thinking, use them:

• Weekly Hits & Misses Template
• Accomplishments Tracking Template
• Strategic Administrative Career Planning Template

These tools are designed to support reflection, not complicate it.

The Real Goal

Tracking your accomplishments isn’t about perfection or busy work, it’s about recognizing the value of what you’re already doing. It’s about creating an accurate record of your work, your growth, and your impact so you can speak about your career with clarity and confidence.

Commit to tracking your work weekly for the next 30 days. You may be surprised by how much you’re already accomplishing and how differently you show up when you can finally see it.