Let's talk about documentation: From chaos to clarity

Don’t get me wrong—documenting children’s learning is important. It’s how we make learning visible, share it with families, and ensure we’re meeting our professional obligations. But somewhere along the line, documenting learning turned into a marathon of perfection, with educators racing to create Pinterest-worthy portfolios, only to find themselves drowning in a sea of words, images, and sticky notes. Sound familiar?

At its heart, documentation should be meaningful, not overwhelming. In New Zealand, the Licensing Criteria for Early Childhood Education and Care Services requires us to assess and plan to enhance children’s learning and development. The criteria don’t say, “Create 10-page essays complete with glossy photos and glitter headers.” They ask for evidence of planning and assessment that’s intentional, respectful, and supportive of children’s growth.

For educators in Australia, the Early Years Learning Framework (EYLF) has a similar focus. It’s about documenting learning and linking it to the framework's outcomes. It’s not about creating masterpieces worthy of a publishing deal; it’s about showing the child’s journey in a way that informs practice and engages families.

So, where did this obsession with “more is better” come from?

Somewhere along the way, we started thinking that lengthy, overly detailed learning stories were the only way to demonstrate our work.

Here’s the truth: educators are tired. Tired of feeling like every spare moment (ha, what’s that?) needs to be spent writing, editing, and printing learning stories that, let’s be honest, not all parents even read. While we’re juggling everything else—teaching, planning, wiping noses, and building block towers—we’re also meant to find time to craft detailed narratives for every single child.

And while we’re being honest, let’s admit it—sometimes we feel like we’re writing a mini-thesis rather than capturing a child’s learning. There’s a fine line between storytelling and documenting learning.

Learning Notes: Your New Best Friend

Enter the humble learning note, a more time-effective alternative to the lengthy learning story. Think of learning notes as the espresso shot of documentation: short, strong, and packed with impact.

Learning notes focus on:

Here’s the kicker: learning notes are more likely to be read by parents because they’re concise and to the point. Plus, they allow you to document more frequently without sacrificing your evenings, weekends, or sanity.

Learning notes are concise, focused observations that document significant moments of a child’s learning and development. Unlike traditional learning stories, which are often lengthy narratives, learning notes are brief yet insightful snapshots that highlight key aspects of a child’s experience, developing dispositions, learning progression, skill acquisition, or engagement in play.

They serve as a practical tool for educators to capture meaningful interactions and learning moments without the time-consuming process of writing extensive reports. Learning notes emphasise quality over quantity, making documentation more efficient and accessible for educators while remaining valuable for parents and families.

Key Features of Learning Notes

Learning notes start with a clear and objective observation. This could be a moment during play, an interaction with peers, or the child demonstrating a new skill.

They go beyond what happened by interpreting the learning that occurred. This includes identifying the developmental domains, dispositions or skills involved, such as problem-solving, communication, or motor development.

Unlike lengthy narratives, learning notes are typically a few sentences to a short paragraph. They prioritise clarity and relevance, ensuring they are manageable for educators to write and meaningful for parents to read.

Why Use Learning Notes?

1. Time Efficiency for Educators

Educators often juggle numerous responsibilities, and traditional learning stories can be time-consuming. Learning notes allow for timely and frequent documentation without overwhelming workloads.

2. Increased Parent Engagement

Short, clear notes are more likely to be read and appreciated by parents. They provide insights into their child’s learning journey without the need for lengthy explanations.

3. Practical for Ongoing Assessment

Learning notes provide consistent documentation that can be used for assessment, planning, and reporting. By capturing multiple smaller observations, educators can track developmental progress and create a holistic view of a child’s growth.

4. Flexibility and Adaptability

Learning notes can focus on individual children or group dynamics, making them a versatile tool for documenting a range of interactions and experiences.

A Final Note

Learning notes are an efficient and effective way to document children’s learning without the overwhelm of lengthy stories. They allow educators to stay on top of documentation while maintaining a focus on what truly matters—capturing the magic of learning in a way that’s meaningful, manageable, and engaging for everyone involved.

Yes, documentation is part of the job. But it doesn’t have to consume your life. Let’s shift the narrative away from endless, overly elaborate learning stories and embrace practical approaches that work for educators, families, and—most importantly—the children.

So, the next time you’re staring down a pile of half-finished learning stories, take a deep breath, grab a coffee (or chocolate, no judgment), and remind yourself: it’s not about writing the perfect story. It’s about capturing the magic of learning in a way that’s meaningful, manageable, and real.

Now go forth, educators, and conquer your documentation—with a little less stress and a lot more sass. You’ve got this!