How Keeping a Journal Can Improve Your Plant Techs’ Performance

When asked about their daily routines, many writers say journaling is something they do unfailingly. Now, of course, most plant techs aren’t writers, and while their account notes may not look like what you would find in a traditional journal, maintaining accurate and detailed records is crucial for effective account management.

A little notebook and pen—whether physical or digital—should be as much a part of a tech’s tool kit as scissors, pruners, and dusters. It should always be tucked into a tool apron, bag, or wherever it’s easy to access as they move from plant to plant. Notes serve as an essential resource, helping techs maintain plant health and appearance. After all, keeping plants looking their best is what keeps them off the replacement list, ensures customer satisfaction, and supports a healthy bottom line.

Some techs like to organize their notes by account, but it is probably more common to organize them by date. Either method works, as long as it’s a system the tech is comfortable with. At a minimum, their records should include the basics, but what exactly qualifies? Let’s dive into the key details every tech should keep an eye on and how these notes can make a difference for your accounts.

Track Water Usage

It’s very important that newbie technicians note water usage, as they are still learning the needs of various plants. Even experienced techs, who typically have a good sense of baseline water requirements for most plant species, need to track water usage when working with new accounts to ensure accuracy. Also, if a plant isn’t thriving, is unfamiliar, or is particularly valuable, keeping detailed records of water usage for several visits can help prevent losses.

In the journal, write the date, account, and specific plant(s). Include the soil moisture level near the bottom of the pot and the amount of water added, if any. If the plant is double-potted with a drainage liner, include the depth of runoff. For plants in self-watering containers, record the water depth in the reservoir.

The real value of the above information becomes apparent at the next service. After noting the date, account, and plant again, and checking the current soil moisture level, the tech can compare it to the previous record. This allows them to quickly determine if the watering at the previous visit was too much, too little, or just right. They can then make adjustments, document the new water info, and in a few visits—given that they continue to monitor moisture levels—the plant should hum along with minimum fuss. This information can also be incredibly helpful for anyone temporarily or permanently taking over an account, ensuring smooth transitions and consistent plant care.

Monitor Pests and Problems

Certainly, any kind of pest or pathogen problem should always be indicated in the journal, including the date, account, plant, issue, and treatment. These notes are invaluable—not only for the tech, providing a history of past problems and the effectiveness of treatments, but also for supervisors who may need to assess the tech’s performance or provide records to regulatory agencies if necessary. Also, if a tech encounters something they’re not familiar with on a plant, a detailed description in the journal can help. Pairing this with a photo or a leaf sample can help identify and address the issue before it causes significant harm.

Document Plant Replacements

Different companies have different ways of handling plant replacements, but starting with a journal reference is always useful. Be sure to document the date, account, plant, and any special details needed for replacement, such as pot size, plant height, unique coloration, or design requirements. Doing this while standing in front of the plant—rather than trying to remember it later—helps ensure that the information is accurate and complete.

Log Supplies and Special Tasks

This is where “referring back” becomes important. Techs should record the date, account, plant(s) involved, and specific details of what’s needed. Reviewing these notes at the end of the day makes it easy to remember to order special work or follow up with a supervisor to clear up any questions. Similarly, at the beginning of the day, looking over the notes from the previous service ensures techs pick up all the extra supplies needed for a particular account.

Record Key Account Details

Other account notes include everything from inventory changes and lock codes to time and mileage. It’s essentially anything the tech or the office might need to know. Recording this information ensures it’s always right there with the tech, ready for quick and easy access.

Don’t forget to train your techs to use their journals consistently—write in them while at accounts, review them at the end of the day, and refer to them before heading out in the morning. If they aren’t already a part of your techs’ regular toolkit, it’s worth giving them a try. By making journaling a habit, your techs will stay organized, improve plant care, and strengthen account management. It’s a simple tool that can make a big difference.