Activities
Work of the day
What did you do today, and which daily goals did you reach?
planomatti / Work journal template
IPA · apprenticeship · free template
Work journal template: how to keep a daily log for your IPA
A work journal records day by day what you did, what went wrong and how much time you spent. In the Swiss IPA (the final practical project of an apprenticeship) it is part of your documentation and counts towards your grade. Here you find what belongs in it, an example and a free template. In planomatti the journal takes the hours straight from your timeline.
- Free, no subscription
- Template to download
- Hours from your timeline
Work journal · Day 3Planned 8 h · actual 8.5 h
WorkWireframes for the home page and two subpages, prepared the design decision
ProblemsFont licence unclear, asked my supervisor
HelpLayout feedback from my supervisor, 15 minutes
ReviewDaily goal reached, 30 minutes overtime because of the question
Open itemsClarify licence, work out option B
What goes into a work journal
One dated entry per working day, written in the first person. In the example of Mediamatics (Canton of Zurich) the journal is 3 to 10 pages long.
Obstacles
Problems and solutions
What did not go as planned, and how did you deal with it?
Transparency
Outside help
Feedback, information and AI tools. For AI, add the source and the prompt to the appendix.
Reflection
Personal daily review
How did the day go? What do you take into tomorrow?
Outlook
Open items
What is still open and needs to be done the next day?
Time
Planned vs actual
Planned and actual hours per work package, including overtime.
Example: one daily entry
Day 3, Wednesday, 12 March
Work: I created the wireframes for the home page and two subpages and prepared the design decision for tomorrow.
Problems: The licence of the company font was unclear. I asked my supervisor and kept working with a substitute font until I got an answer.
Outside help: Short layout feedback from my supervisor (15 minutes).
Review: I reached my daily goal. Because of the question I worked 30 minutes longer.
Open items: Clarify the licence, work out option B.
Explain deviations properly
Every relevant gap between planned and actual time needs a reason. In the journal you write in the first person, in the timeline chapter of your documentation in the passive voice.
First person: “The layout took me 2.5 hours instead of 2 because the tables did not import cleanly.”
Passive: “The layout required 0.5 hours more than planned due to a technical problem when importing the tables.”
Plan the whole timeline with planned and actual time using the IPA timeline template.
Keep your journal with planomatti in 5 steps
- 01Choose the IPA template
Pick your profession, set the start date and working days. Calendar and grid are ready.
- 02Plan the timeline
Add the work packages from your assignment and set the planned blocks.
- 03Log actual time
Use the timer or paint the actual time directly into the grid.
- 04Take over from the timeline
The day’s work packages and hours are copied into the journal. You write the text yourself.
- 05Add to your documentation
Export the timeline as SVG, PDF or PNG and place it in your documentation together with the journal text.
Download a template or keep it online?
The free work journal template (German) opens in Word or Pages, and you can move the text into InDesign later. It suits you if you prefer working offline.
Online in planomatti you skip the copying: work packages and hours come from the timeline, planned and actual time sit side by side, and your supervisor can read along as a guest.
Common mistakes
- The journal is written only at the end.
- Keywords only, without context.
- Gaps between planned and actual time without a reason.
- Outside help and AI tools are not mentioned.
- Overtime is missing from the journal and the timeline.
- Whole sections written by AI, which is not allowed in the IPA.
Frequently asked questions
What goes into a work journal?
For each day: work done, problems and solutions, outside help, a personal review, open items and planned vs actual hours including overtime.
How long should the IPA work journal be?
For Mediamatics (IPA handbook QV 2027, Canton of Zurich) 3 to 10 pages. Other professions and cantons follow the rules of their examination board.
Do I write in the first person?
Yes. The work journal is personal and written in the first person. In the timeline chapter of the documentation, deviations are described in the passive voice.
Can I use AI for my work journal?
AI tools used as an aid belong under outside help, with source and prompt in the appendix. Having AI write whole sections is not allowed according to the Mediamatics IPA handbook.
Is there a free work journal template?
Yes. You can download the template (German) or keep the journal online in planomatti for free, linked to your timeline.
Less copying, more time for your IPA.
Sign up for free, choose the IPA template, add to your journal every day.