It's shocking how often I stumble upon documentation that's so unclear I need to read it ten times to get the point. Clear documentation is the backbone of success. Inspired by 37signals' straightforward style, this guide explains why documenting is essential, when to do it, and how to avoid unnecessary jargon.
Why Document?
Clarity and Understanding:
- Documentation helps everyone understand what's happening. It makes tasks, processes, and decisions clear and accessible.
- Written information is easier to refer back to later. No more guessing or trying to remember details.
Consistency:
- Consistent documentation ensures everyone is on the same page. It sets a standard for how things should be done and maintains quality.
- It prevents misunderstandings and miscommunications. When everyone has the same information, there’s less room for error.
Efficiency:
- Good documentation saves time. Instead of explaining the same thing repeatedly, write it down once and share it.
- It streamlines training and onboarding. New team members can get up to speed quickly by reading the documentation.
When to Document?
Processes and Procedures:
- Anytime you develop a new process or procedure, document it. This includes workflows, step-by-step guides, and best practices.
- Regularly review and update these documents to keep them relevant.
Decisions and Meetings:
- Document key decisions made during meetings or discussions. Include the rationale behind decisions and any agreed-upon actions.
- Meeting notes should be concise and highlight the main points, decisions, and action items.
Project Plans and Updates:
- Outline project plans, timelines, and milestones. Keep these documents updated with progress and any changes.
- Document any issues, solutions, and lessons learned during the project.
Avoiding Nonsense
Keep It Simple:
- Use simple, straightforward language. Avoid technical jargon or corporate buzzwords that might confuse readers.
- Write as if you’re explaining to someone who isn’t familiar with the subject. Aim for clarity and simplicity.
Be Direct and Concise:
- Get to the point. Cut out any fluff or unnecessary information.
- Use bullet points and lists to break down information into digestible chunks.
Be Honest and Transparent:
- Avoid spinning the truth or sugar-coating things. Be honest about challenges, mistakes, and what needs improvement.
- Transparency builds trust and fosters a culture of openness.
Examples
Before: “In light of recent strategic realignments, we’ve initiated a paradigm shift in our approach to project execution to foster an ecosystem of innovation.”
After: “We’ve changed how we manage projects to encourage new ideas.”
By documenting clearly and effectively, you can improve communication, ensure consistency, and work more efficiently. Commit to writing things down in a way that everyone can understand, free of nonsense and full of value.