Keeping a Cover Your Ass (CYA) folder can be a career lifeline. This practice is designed to protect our reputation by keeping documents, emails, and other evidence that can be used to clarify misunderstandings and defend against unfounded accusations. The concept is simple: collect and store information that could potentially CYA in case of disputes or disagreements.
For whatever reason, whether keeping a CYA folder game up during a recent team meeting. We discussed if it is a good, helpful, and/or effective practice. Here are the pros and cons.
Pros to Keeping a CYA Folder
- Clarity: It can be easier to understand written documentation rather than verbal communication. By having everything in writing, it is easier to reference and understand the situation clearly.
- Potential for Improvement: With a clear record of events and communications, people can analyze past situations and identify areas for improvement, especially if/when a gap in effective communication (or lack of action on effective communication) is the clear thing.
- Avoid Miscommunication: By documenting conversations and agreements, one can avoid they said, they said” scenarios, ensuring that everyone is on the same page.
- Protection from Blame: A well-kept CYA folder can protect us from unwarranted blame and liability, providing concrete evidence to support one’s position.
Cons to Keeping a CYA Folder
- Trust Issues: Constantly documenting every interaction can create tension and distrust among colleagues; when teammates know you’re keeping receipts then accountability can get a bit precarious.
- Embarrassment: Bringing out documented evidence can sometimes embarrass others and make them feel shown up or on blast, which can damage personal and professional relationships.
- Blame Shifting: While a CYA folder can protect you, by doing so it also shifts blame and liability to others, potentially leading to further miscommunication and conflicts.
- Office Drama: Being known as the person who always has documented proof can turn you into the organization’s “receipts-keeper” – phrases like “well, technically…” or “as per my email on July 15, 2007…” might feel good in the moment, but feel gross over time.
In conclusion, while keeping a CYA folder can offer significant benefits in terms of clarity, protection, and improvement, it is crucial to balance this practice with maintaining trust and healthy relationships at work. Use your CYA folder wisely and selectively to navigate your professional life effectively.