Building a Reputation

Professional reputation develops through three interconnected channels that each provide different perspectives on someone’s capabilities and character.

Public Profiles

Include published work, social media presence, and formal achievements, and offer a curated view of professional accomplishments that can be easily verified. For instance, Dr Guest’s impressive publication record and research discoveries represented the public face of her reputation.

Private Experiences

These reveal how someone actually operates in day-to-day professional settings, their management style, communication approach, and treatment of colleagues. These experiences often remain hidden from public view but profoundly impact workplace relationships and team dynamics, as Marley discovered through her distressing time in Dr Guest’s lab.

Word of Mouth

This serves as a crucial bridge between public and private spheres, with informal networks sharing insights about working styles and professional behaviour that might never appear in a formal portfolio. In Marley’s case, her professors’ hesitance and colleagues’ warnings represented this vital oral history of Dr Guest’s reputation as a supervisor. Understanding how these three channels interact helps professionals make more informed career decisions and manage their own reputational development more effectively.

Just as a tree needs both visible branches and hidden roots to thrive, a strong professional reputation requires alignment between public achievements, private conduct, and the stories others tell about our work.

As you begin your internship, developing a positive professional reputation requires understanding both the explicit and implicit norms of your workplace. Zinko et al. (2017)’s research highlights that reputation forms when your actions deviate from these organisational norms in consistent, noticeable ways. For instance, if you consistently submit work ahead of deadlines in an environment where most people just meet them, you may develop a reputation as a high performer. However, it’s crucial to first observe and understand your organisation’s culture, as the same behaviours that build a positive reputation in one workplace might be viewed neutrally or even negatively in another.

Your reputation develops through three interconnected channels: public profiles, private experiences, and word of mouth. While public profiles showcase your formal achievements, private experiences, how you actually operate in day-to-day professional settings, form the foundation of your workplace reputation (Zinko et al., 2017). These private experiences include your management style, communication approach, and treatment of colleagues. Crucially, these experiences become known to others through word of mouth, which the researchers identify as a vital mechanism for reputation building. What’s interesting is, workplace gossip, while often viewed negatively, accounts for two-thirds of all organisational communication and plays an essential role in spreading information about your consistent behaviours throughout the organisation.

Building a reputation takes time and must be approached strategically. You should focus first on developing expertise in specific areas that your organisation values, as this provides the foundation for positive reputation development. You need what researchers call “willing promoters” (Zinko et al., 2017, p. 92), colleagues who will vouch for your capabilities and share stories about your achievements through word of mouth. These promoters help bridge the gap between your private experiences and your broader organisational reputation by sharing their firsthand knowledge of your work with others. However, remember that small, consistent positive deviations from norms often build stronger reputations than single dramatic achievements. Your goal should be to become known for reliable excellence in specific areas rather than sporadic moments of brilliance.

Recording Your Work in a Portfolio

A well-curated portfolio provides tangible evidence of the reputation you’re building. While word of mouth and daily interactions shape how colleagues perceive you within your organisation, your portfolio serves as a permanent record of your achievements and capabilities. Think of your portfolio as the professional equivalent of a museum curator’s collection, each piece should be carefully selected to tell a specific story about your expertise and demonstrate the consistent excellence we discussed earlier.

However, portfolio development requires more than simply collecting evidence of your work. You need to thoughtfully consider how each item connects to and reinforces your desired professional reputation. For instance, if you’re building a reputation as an innovative problem-solver, your portfolio should include examples that demonstrate not just successful outcomes, but also your unique approach to challenging situations. The key is to create alignment between your daily workplace behaviours, the reputation you’re developing, and the evidence presented in your portfolio.

Your portfolio should strategically highlight experiences that demonstrate key employability skills valued across industries. According to De Vos et. al. (2009), employers particularly value behaviours that show initiative and the ability to plan and network effectively. This maps directly to core competencies like adaptability, communication skills, and self-initiative that consistently appear in job descriptions. When selecting what to include in your portfolio, prioritise examples that showcase your flexibility in handling change, your capacity to communicate effectively across different contexts, and your ability to take initiative in solving problems. For instance, if you led a team project that required adjusting to unexpected challenges, this would demonstrate multiple valued skills: leadership, adaptability, and critical thinking. The key is not just collecting evidence of your capabilities, but thoughtfully curating examples that align with what research shows employers seek in candidates.

How to Record Your Portfolio

Building an effective portfolio requires a thoughtful approach to capturing and documenting your achievements. Just as a skilled photographer carefully considers lighting, composition, and timing to capture the perfect shot, you need to be strategic about recording evidence of your professional capabilities. Let’s explore four key methods of documenting your accomplishments: artefacts (physical or digital items you’ve created), public displays (such as presentations or exhibitions of your work), visual records (photographs, videos, or screenshots that capture your achievements in action), and written records (documentation like feedback, testimonials, or reflective pieces). By understanding these different documentation methods and planning ahead to capture evidence as it happens, you’ll avoid that all-too-common scenario of trying to reconstruct past achievements from memory. Think of it as creating a professional highlight reel, you want to be ready to capture those standout moments when they occur, rather than attempting to recreate them after the fact.

Artefacts

Artefacts form the foundation of your professional portfolio, serving as tangible evidence of your capabilities and achievements. These are the actual items you’ve created or contributed to in your professional role, whether they’re detailed technical documents, polished presentations, or physical products you’ve developed. Think of artefacts as the concrete proof of your skills in action, much like how an artist’s portfolio contains actual examples of their work rather than just descriptions of what they can do. It’s essential to maintain copies of these professional outputs whenever possible, as they provide the most direct and compelling evidence of your capabilities.

However, it’s crucial to navigate this collection process ethically and within workplace guidelines. Many organisations have specific policies about retaining copies of work products, particularly those containing sensitive or proprietary information. If your employer has restrictions on keeping copies of work artefacts, don’t let this discourage you, there are alternative ways to document your achievements. For example, you might create a detailed description of the project while omitting confidential details, obtain written testimonials about your contribution, or capture the process and outcomes through approved photographs or screenshots. The key is to be proactive in thinking about documentation while respecting organisational boundaries and intellectual property rights. Here are some examples of common professional artefacts:

• business reports and analyses
• marketing materials you’ve designed
• project plans and documentation
• presentation slides and speaking notes
• process improvement documents
• training materials you’ve developed
• software code or technical specifications
• research papers or white papers
• newsletters or communications you’ve written
• design mock-ups or prototypes.

Public Displays

Public displays of your work represent powerful portfolio evidence, as they’ve already been vetted and deemed worthy of public consumption. These are particularly valuable because they demonstrate that your work has met professional standards and contributed meaningfully to your field or organisation. Think of public displays as your work’s “greatest hits”, they’ve already proven their worth by surviving scrutiny and earning a place in the public domain. Whether it’s a presentation at an industry conference, a published article, or a successful project implementation, these achievements deserve careful documentation.

In today’s digital age, there are numerous ways to capture and showcase these public accomplishments. Professional networking platforms like LinkedIn serve as a living portfolio, allowing you to document your achievements in real time and connect them to the broader professional narrative. Your own professional website can provide a more detailed and personalised space to showcase these public works, giving you control over how they’re presented and contextualised. However, don’t wait until after the fact to document these achievements. Taking photographs or screenshots during the development process provides valuable evidence of your contribution and methodology. For instance, if you’re leading a major project, regular documentation of key milestones can tell a compelling story about your leadership and project management capabilities.

Maintaining records of public recognition extends beyond your own documentation efforts. Professional registers, industry publications, and organisational announcements that mention your contributions serve as independent validation of your achievements. Consider maintaining a digital archive of links to these references, as they provide external confirmation of your impact. This might include links to professional association websites where you’re listed as a contributor, news articles mentioning your work, or public records of successful projects you’ve led. Remember to regularly update these records, as links can change or become inactive over time. By systematically documenting public displays of your work, you create a robust portfolio that showcases not just what you can do, but what you have already achieved in the professional arena.

Here are examples of public displays that you should consider documenting for your portfolio:

Visual Records

Visual records provide compelling evidence of your professional accomplishments, capturing moments and achievements in a way that written descriptions alone cannot convey. In our increasingly visual world, high-quality photographs and images can instantly communicate the scope, complexity, and impact of your work to potential employers or clients. Think of these visual records as professional snapshots that tell the story of your career journey, from the planning stages of a major project through to its successful completion, or from your first presentation at a small team meeting to delivering keynotes at industry conferences.

When capturing visual records, maintaining professional integrity is paramount. Your images should meet three essential criteria: clarity, uniqueness, and authenticity. Clear images ensure that viewers can easily understand what they’re seeing without explanation. For visual records of public events or digital work such as website designs or social media campaigns, it’s crucial that your photographs or screenshots clearly demonstrate your specific involvement. For instance, if documenting a conference presentation, ensure the image shows you actually presenting rather than just the conference banner. When capturing digital work, include elements that verify your role, such as your login credentials visible in the corner of a content management system, or your name listed as the author of a social media campaign. These details help establish the authenticity of your contribution and protect you from any accusations of misrepresenting your work. Remember, in professional settings, the consequences of appearing to take credit for others’ work can be severe and long-lasting, potentially damaging both your reputation and career prospects.

Securing and managing your visual records requires the same level of professionalism as any other confidential business document. Consider these images as valuable professional assets that document your career progression. Establish a secure backup system that protects these resources while keeping them accessible to you alone. This might involve using encrypted cloud storage, maintaining multiple backups across secure devices, or utilising professional photo management software that includes security features. Remember that these images might contain sensitive information about projects, clients, or workplace environments, so treating them with appropriate confidentiality is essential to maintaining professional trust and reputation.

Written Records

Written records form a crucial component of your professional portfolio, providing a narrative thread that connects your various achievements and experiences. One of the most powerful platforms for maintaining these written records is LinkedIn, which serves as both a professional journal and a public showcase of your career journey. Through regular LinkedIn posts, you can document your professional growth in real time, sharing insights from projects, reflecting on learning experiences, and demonstrating your expertise to a broader professional audience. The platform’s endorsement and recommendation features also allow you to collect written testimonials from colleagues and supervisors, adding external validation to your own documentation of achievements.

Beyond LinkedIn, maintaining a personal professional journal provides a more private space for detailed reflection and documentation. This journal, whether maintained as a traditional notebook, a series of digital documents, or posts on your professional website, allows you to capture the nuanced details of your professional experiences that might not be appropriate for public sharing but are valuable for your own development and future reference. For instance, you might record specific challenges you’ve overcome, lessons learned from projects, or detailed notes about your contributions to team initiatives. The key is to establish a regular practice of documentation that works for you. Some professionals find success with daily quick notes, while others prefer weekly or monthly detailed reflections. Whatever format you choose, consistent documentation helps you build a rich repository of professional experiences that you can draw upon when updating your portfolio or preparing for career advancement opportunities.

How to Store Your Portfolio

Creating an effective portfolio requires careful consideration of not just what evidence to include, but how to present and share it. While collecting evidence of your professional development is crucial, equally important is deciding whether to keep this information private or make it publicly accessible. This decision significantly impacts both your career opportunities and professional security.

Private Portfolios

Private portfolios function like a professional vault, you control exactly when and with whom you share your information. This approach offers several important advantages for early-career professionals.

Consider your resume as an example. While it might seem counterintuitive in our connected world, keeping your detailed work history private often proves more beneficial than making it publicly available. When you maintain private control over your resume, you can:

• customise it for specific opportunities without revealing your application strategy to current employers
• protect yourself from unauthorised use of your professional information
• prevent recruitment agencies from submitting your profile without your knowledge
• maintain greater control over your professional narrative.

Private portfolios typically take the form of carefully organised digital files or password-protected ePortfolios. Think of these as your professional toolkit, always ready but only deployed when you choose. The key is maintaining comprehensive records while keeping them secure until needed.

Strategic Use of Public Portfolios

Public portfolios serve a different purpose, they act as your professional showcase, continuously visible to potential employers and industry connections. However, successful public portfolios require careful curation. Rather than sharing everything, consider making information public when:

• you want to establish yourself as a thought leader in your field
• you need to demonstrate ownership of original work or ideas
• you’re actively seeking to engage with recruitment agencies
• you’re building a professional brand in your industry.

For instance, a software engineer might maintain a public GitHub profile showcasing coding projects, while keeping their detailed work history and references in a private portfolio. This balanced approach allows them to demonstrate technical capabilities without exposing sensitive career information.

Making the Decision: Public or Private

When deciding whether to make specific portfolio elements public or private, ask yourself:

For example, while you might share project outcomes or technical achievements publicly, keep documentation like performance reviews, reference letters, and detailed work histories private. This approach allows you to maintain professional visibility while protecting sensitive information.

Implementing Your Portfolio Strategy

Once you’ve decided on your approach, implement it systematically:

For Private Portfolios

• create a secure digital filing system for your evidence
• maintain updated but separate versions of your resume for different purposes
• use password-protected cloud storage for sensitive documents
• keep a master list of what evidence you have available to share.

For Public Elements

• develop a professional social media presence that aligns with your career goals
• create focused content that demonstrates your expertise without revealing sensitive details
• regularly review and update public information to ensure it remains current and appropriate
• monitor how your public information appears in search results.

Managing Professional References

The art of maintaining professional references extends beyond simply collecting names and contact details. It requires thoughtful curation of professional relationships that can speak meaningfully about different aspects of your capabilities and character.

Building Your Reference Network

Think of your professional references as a carefully selected team of advocates for your career development. Aim to maintain relationships with at least three supervisors or senior colleagues who can speak to different aspects of your professional capabilities

A technical supervisor can verify your practical skills and knowledge, speaking to your ability to apply theoretical understanding to real-world challenges. For instance, a senior engineer who supervised your project work can discuss specific technical challenges you’ve overcome and your approach to problem-solving.

A team leader or project manager can address your interpersonal effectiveness, including your communication skills and ability to work collaboratively. They can provide concrete examples of how you interact with colleagues, handle conflicts, or contribute to team dynamics.

A direct supervisor or manager can validate your professional behaviours and work ethic. Their observations of your day-to-day conduct, from punctuality to initiative, carry particular weight with potential employers as indicators of your reliability and professionalism.

Modern Reference Practices

The landscape of professional references has evolved significantly with digital transformation. While LinkedIn recommendations and written reference letters once played central roles in professional validation, today’s employers typically prefer direct communication through email or digital forms. This shift reflects both the need for efficiency and the desire for more candid feedback about candidates.

Rather than collecting static testimonials, focus on maintaining active professional relationships with your references. Keep them updated about your career progress and notify them when you’re applying for positions where they might be contacted. This ongoing communication ensures they can provide current, relevant insights about your capabilities when asked.