Documentation is an integral part of any company, but many struggle to manage and create these documents. Inefficient document workflows can cause employees to spend time looking for information, and can cost businesses money due to duplicate documents, lost data and poor file organization.
Making sure your documents are organized is crucial to maximizing your productivity and lets you focus on more valuable tasks. Here are some suggestions on how to improve your documentation.
1. Have a single shared place for all your files.
It is a common error to store documents in several places, like on individual computers, in the company network, or in the cloud. Having all your documents in one location makes it easier to find what you require and helps avoid duplicate work. 2. Create a clear order of folders.Organizing your files in an orderly hierarchy of folders is critical to locating what you require quickly. It is beneficial to separate the work that is completed from the ongoing work and classify them by type and project or user. For example, storing spreadsheets, letters, and presentations all together can make it difficult to find the right document. This can help you locate the files much quicker.
3. Beware of using jargon in your documentation.
Utilizing industry-specific jargon in your documentation could cause confusion. It’s important to keep your documentation simple and straightforward. There is no guarantee that everyone in your company is familiar with the jargon of industry, acronyms or abbreviations. Documentation that is simple to understand can aid your engineers in saving time and answer questions faster.