Documentation is a vital part of every business, but many struggle to manage and create these documents. Inefficient document workflows can cause employees to spend a lot of time searching for information, and could cost businesses money due to duplicate files, lost data, and poor organizational practices for files.
An organized and well-organized document is the key to increased productivity and allows your staff to concentrate on tasks of greater value. Here are some ways to improve your documentation:
1. All files should be saved in one place.
A common error is keeping a mix of documents in various locations, such as on individual computers, on the corporate network, or in the cloud. Having all your documents in one location helps you find what you need and helps avoid duplicate work. 2. Create a clear order of folders.Organizing your files in a clear structure of folders is essential in locating what you need quickly. It is beneficial to separate tasks that are completed from ongoing work and to categorize them according to type, project or user. For instance, keeping spreadsheets, letters, and presentations all together can make it difficult find the right document. Sorting your files by these categories makes it easier to find what you need.
3. Avoid using jargon when writing your documents.
Use of industry-specific jargon could cause confusion. The majority of your employees is familiar with insider lingo, abbreviations or acronyms, so it’s recommended to keep your documentation as simple as you can. Documentation that is simple to understand will allow your engineers to save time and respond to questions quicker.