Keep the meaning supplied with the advice
Record the priority or timing from the issued recommendation and retain its explanation. Different projects may use different conventions. Do not silently translate a label into a new timescale or assume that a number used in one report has the same meaning in another.
Keep three questions separate
- Advice: what action and timing were recommended?
- Decision: what has the responsible property contact agreed?
- Progress: is the work awaiting clarification, arranged or reported complete?
These fields help the team understand both the assessment and the current arrangements. A high-priority recommendation does not become a lower priority because a booking has not yet been made.
An example of an ambiguous list
Illustrative example: A spreadsheet contains “Priority 2” with no report reference or definition. Before using that label to arrange work, locate the source advice and its explanation. Add the tree ID, recommendation reference and stated timing. If the meaning remains unclear, record the query for the practitioner rather than inventing a due date.
Check what the recipient needs to see
Give the manager or contractor enough information to identify the tree and find the agreed recommendation. Include the relevant source reference and photographs where part of the scope. Avoid passing a colour-coded list with no legend or treating a booking status as evidence that the action has been completed.
Keep revised advice traceable
If a recommendation changes following review, record the replacement advice and its date. Preserve the earlier reference in the history and make the current instruction clear. A priority register is a recordkeeping tool; it does not calculate risk or replace the practitioner's assessment.
See building an action register, maintenance scheduling and agreeing a report scope.
Prepared by Canopy.