a 6-step approach to Documentation effectiveness
A structured Documentation Audit that assesses the objectives of your firm's documentation, the alignment of these objectives, and the strength of the documentation itself.
This review is essential for managers who need to gain a handle on their existing documentation before moving forward with an improved documentation strategy. This service looks across departments, teams, and projects to understand where are your organization’s strengths and where your organization is vulnerable.
Our Documentation Audit follows a six step approach:
Step 1 – Identify the Purpose of Documentation
The first step of the Documentation Audit identifies the various objectives of your department’s documentation. While our traditional approach to documentation looks at these objectives in silos, the Documentation Audit takes a comprehensive approach to ensure that there is alignment across projects. The objectives of your documentation may include, but are not limited to;
- Compliance or Regulatory
- Capturing Intellectual Capital
- Momentum on Projects
- Improved Visibility
- Monitoring Project Performance
- Project Clarity Effective Decision-Making
- Service Delivery
- Reducing the Risk of Employee Turnover
- Process Efficiencies
- Risk Management
Step 2 – Review of Documentation Process
Documentation does not mean writing everything down — it is, in fact, a strategic process. The second step of the Documentation Audit reviews your department’s documentation processes at a high level through interviewing key stakeholders, including Project Managers and IT Management.
Step 3 – Preliminary Report
The preliminary report assesses the alignment of your documentation objectives with your actual processes across projects. The preliminary report also determines the focus areas for the more detailed documentation review in Step 4.
Step 4 – Review Documentation Details
A detailed review of your documentation involves pulling samples of documentation and conducting interviews with various stakeholders, including project team members, users, contractors, and IT staff.
Step 5 – Produce Final Report
The final report assesses the quality of your documentation across your projects and provides a numeric rating for each project. The report identifies the strengths in your documentation and makes recommendations for improving the weaknesses identified.
Step 6 – Next Steps
We will then identify and plan your department’s next steps for improving your documentation and documentation processes. This may involve focusing on key projects or areas and also training and mentoring your staff.