Process of Documentation: Five Reasons for Documentation

Poor documentation in an organization may result in loss of privileged or vital information. Moreover, leaked information might end up in the wrong hands, causing damage to an organization, as was evidenced in the 2010 leaking of diplomatic cables from the website WikiLeaks. Records, such as audio and video recordings, case studies, structured interviews, clippings from newspapers and software, require proper documentation. Therefore, there are benefits from proper documentation of processes within an organization

Keeping Track

Organizations that clearly document the goals, objectives and strategies to be achieved within a given time may rarely drift from this course. Documenting short-term and long-term goals guides the entire organization to come up with plans to achieve them. The organization can review the progress of the laid-down strategies within a given period to determine if the goals and objectives will be attained. This may provide guidance on whether to come up with new policies or stick with the old ones.

Guidance to Employees

Clear and exact instructions to employees on how to perform a certain task or process may reduce the amount of time spent in executing it. Furthermore, the employer may spend less time training new employees on how to carry out a specific task. It may also be advisable to state the steps undertaken to complete each task when documenting your work procedures for clarity. Documenting the code of ethics and conduct binding an organization may lessen confusion and questions among the employees as they can easily access this information from the organization systems.

Increase Income

The efficiency of the organization may dramatically improve as documented procedures to perform specific tasks are clearly spelled out for the employees. Processes may be carried out quickly, thus cutting down on the cost of production. The systems may function more efficiently if proper training of your employees on the documented procedures is done, which might increase the profitability of the business in the long run.

Solving of Problems

Proper documentation of criticisms, issues and problems that arise within the organization and how they were handled might reduce the amount of time spent solving similar problems in the future. Therefore, proper documentation may make an organization become more focused in the execution of its agenda.

Professionalism

Organizations with proper documentation on products, targeted customers, procedures and profits may be deemed to be more professional compared to those that don't. Employees may be proud to be associated with your organization since you are able to professionally document and appropriately tailor your products and services to their needs.

References

• Macrosys: The Documentation Process
• United Nations Educational, Scientific and Cultural Organization; Process Documentation; John A. Joseph
• International Institute for Environment and Development; Process Documentation Research; Amita Shah: 1997
• Tech Republic: Four Reasons to Document Every Tech Support Activity; Jeff Davis: Jan. 21, 2003
• Gigaom; 10 Reasons Why Documentation is a Startup Sauce; Carleen Hawn: April 2008