Protokolle

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Putting problems into writing
Probleme schriftlich protokollieren

Step 3: A face-to-face meeting

Once you have decided who to approach you need to set up a time to speak to this person if possible: a formal appointment is generally best (in rare cases it may of course be necessary to set up a virtual meeting or video conference). You will then have the opportunity to air your grievances and at this point it is also a good idea to hand over a letter or a report (they can be in note form) outlining the issues and, if appropriate, including details (with dates and times if relevant) of any events that you wish to mention. This written information is proof that you have discussed the issues that are concerning you and will probably be kept on record by your company, so it should be written in neutral terms, with no pejorative language or emotional descriptors, ie: write down the facts and eliminate the emotions from your text.

Step 4: After the meeting

A written report on the meeting is to be recommended. During the meeting try to keep notes and write down what you say and what the other person or people present say, especially as it pertains to the specific issues you have brought to the table. As soon as possible after the meeting, start working on your notes and bring them into the form of a letter/email or report that you can give to whoever was present at the meeting as your written record of what transpired.

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sample of written notes