Good Documentation Practices: 5 Reasons to get Success in Your Business

It's a well-known thought that 'If it isn't documented, it didn't happen'. 

Imagine that you and your team are about to tackle an issue that has been previously solved successfully in your company by somebody else. The only problem is there is no documentation of such a thing, and you either have to go around asking everybody about it or even worse there's nothing you can do if those people don't work there anymore. What if there was neat documentation of all meeting minutes, step-by-step action plans, contracts, etc.? Wouldn't it just be so great and so simple? 

Good Documentation Practices (GDPs) are now mandatory and enforced by regulatory agencies in the USA. 

Regardless of this fact, people are still quite skeptical and lazy when it comes to documenting.

Why? Well simply because it's a daunting and mundane task. People are also afraid to undertake something that has never been done before, and they don't know how to use it later. 

Amongst other excuses to not document are the general opinions that there is a one-size-fits-all approach. This means people believe that they can use the same documentation for everything, whereas the reality is that there are some things that need to be done in a lot of detail, and others are very simple. 

Another threat people feel is the unrealistic scope or proportions of the task they're about to tackle. The truth is it needs to be broken down into smaller, more manageable steps. 

Yes, it's hard work that doesn't bring out much creativity or particular engagement in employees. But, it's something that must be done regularly and accurately if we don't want it to become overwhelming and a burden. So, by making documentation a habit and a routine we help people feel less stressed about it. Especially nowadays, the documentation doesn't mean keeping hundreds of files filled with paper and shelves and drawers with endless documents. It's certainly much easier to do this electronically and use all the help that's out there such as using a client document portal for instance.

If you're one of those people that are still not convinced that GDPs are essential for your business growth, keep reading to find out why it needs to be done and how it can help your business succeed. 

How to keep good documentation

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When an unexpected situation presents itself, you'll hold onto those neatly kept documents for dear life. It's usually the times when the need arises that you'll be so glad you've documented something. 

Whether an employee decides to leave abruptly or there's a change of plans, keeping those records will help everyone and everything moves on without too much hustle. 

Here are some tips on how to approach GDPs in your everyday workflow. 

• Use ready-made form templates. 

Pre-designed, editable templates for your forms are a great way to save some time and effort. Smallpdf's form templates are an excellent example of instantly available and downloadable pre-prepared documents. They even provide a signing feature. Using such templates is of great benefit to your business because it 

• Saves you time and energy. 
• Makes you look more professional.
• Helps you achieve a standardized look for certain documents.

Form templates are very useful for businesses that are just starting to document because they provide them with examples of what their documents should look like and helps them establish certain standards for their GDPs.

• Decide what's worth documenting.

Not everything needs to be documented of course. With time and practice, you'll get to know what's of utmost importance and what might not need to be documented. Eliminate the documents you know you won't need to make the process more bearable.

• Use user-friendly, familiar layouts.

This is definitely closely linked to the type of business you have, and the products or services it entails. But whether you have a big or small business, using a well-known, familiar layout of documents is less threatening for employees. It also allows them to handle and fill in the documentation more efficiently. Commonly accepted layouts and templates also make everything look more professional and standardized.  

• Show your employees how to document.

Don't just assume that everybody knows how to do this. Teach your employees how to document different things in different ways properly. Organize regular training on the topic and keep everyone updated about certain changes applied in the organization. 

Use visuals as reminders on how to properly keep and use documentation. You might think this is redundant but it's definitely worth it. We have visual reminders in toilets on how to wash our hands constantly although we know how to do it, right?

Why do you need Good Documentation Practices 

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GDPs are proven to help businesses do better and succeed. In what ways? Why should we do it? Here are the best reasons outlined for you.

1. Saves time and energy

Recent research shows that employees spend 20% of their workweek looking for internal information or tracking down colleagues who can help with specific tasks. This can be saved by improving internal communication and keeping good documentation practices that everybody can easily use when needed.

Due to the fact that people can work from anywhere nowadays, they also want to be able to access documentation and information from wherever. Luckily, the latest advancements in technology make this possible. Accessing documents now doesn't mean you have to be physically present in the office and go through clusters of files.

2. Generates trust in your business

The trust we're talking about here refers to being trusted by your employees and your potential clients and investors as well. Documents are attestations for your business journey, where you've started and what's your vision for the future. 

All the paperwork certifies your position on the market and holds you accountable before your investors and clients. By reducing the margin for error GDPs validate your professionalism and make you trustworthy and safe on the market.  

Internally, within the organization, it has many benefits as well.

• It increases transparency between colleagues
• It reduces the need to deduct information from each other
• Increases collective knowledge of everyone
• Holds everyone more accountable for their actions

In order for these principles to apply, GDPs must be the standard and the norm of running your business. 

3. It ensures quality and process control

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Ensuring consistency, especially about your go-to products and services is of utmost importance for a successful business. GDPs secure the process of production or sales and implant control. 

It also provides knowledge sharing and makes information easily accessible to everyone. In this way, you make sure everybody is on the same page and on the right track. 

GDPs reduce space for errors and sloppiness because it makes sure that quality standards are met regularly. It standardizes the process and minimizes time and effort spent on routine checks and downtime. 

4. Eases recruiting and onboarding

No team stays the same forever, and hiring new members is a normal part of doing business. It's also a positive thing to see some change no matter how good your team might currently be. 

However, the hiring process can be daunting for both the HR team and the candidates. Also onboarding somebody can run much more smoothly if there's instant access to all the relevant documentation for the position they're starting at. The newcomers will be able to educate themselves and find the information they need, rather than asking around about every query they have.

In addition, it shows new employees that keeping regular documentation is a regular practice in the company and directs them into continuing the practice themselves. 

5. Improves communication

GDPs reduce misinterpretation and misunderstanding by establishing and maintaining consistent practices in the working process.

 In this way, it minimizes the space for misjudgments and miscalculations leaving everybody more at ease that they're on the same page. 

GDPs create an environment of unification and standardization when it comes to the most essential practices and standards in the company. 

Start implementing GDPs

If you haven't done it before, we hope that the tips and tricks we've listed on GDPs will convince you to start implementing them and feel the benefits. 

Although there are many excuses, disregard them and make them your regular practice so it doesn't feel overpowering and impossible to do. It'll just feel like an ordinary, everyday task that must be fulfilled and will bring you lots of benefits in the long run. 

We hope that the list we set up for you on how and why you should apply Good Documentation Practices to see your business improve, will help you feel less threatened by the process and more confident in doing it. 

Because the only real fear you should have is the one of not having any documentation at all. 

Iskra Stojanovska has been an English teacher for more than 13 years now. She is also a freelance translator, interpreter, and university professor for both. She’s currently looking for a career change and other ways in which she can make use of her knowledge of English.

Content writing is a definite choice.