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EVERYBODY LOVES
DOCUMENTATION
A dynamic documentation training presentation by Adrienne Bellehumeur
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Key Objectives of this Presentation
• Get excited about effective documentation!
• Appreciate and understand the need for effective documentation.
• Learn a few techniques to use immediately.
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Agenda
• Why documentation?
• Documentation Strategy & Process
• Practical Tips to implement immediately!
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Why are we talking about documentation?
• STOP assuming your staff and consultants are on the same page.
• STOP chasing the latest technology and buzz word.
• STOP reinventing the wheel.
• STOP losing your IP.
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START Supercharging your
Documentation!
What is documentation?
Definition: Any written company record.
Let’s focus on artifacts that bring more clarity, momentum and value.
• Business Processes
• Project Documentation
• Meeting Minutes and Agendas
• Systems Documentation
• Training Materials
• Data Flow & Architecture Models
• SOX & Other Regulatory Documentation
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We all see documentation differently
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Documentation is a tangible asset
• Capturing Intellectual Capital
• Improving Clarity
• Increasing Momentum
• Changing Behaviours
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Documentation Improves Human Behaviour
•Want to lose weight? Write down what you eat.
•Want to save money? Write down what you buy.
•Want career success? Write down a plan and track your progress.
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Building a documentation strategy
Documentation Supports
Your Corporate Objectives
1. Define objectives
2. Define the output
3. Audit existing documentation
4. Look for quick wins
5. Aim for 80/20
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Stop Documenting in Silos
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What about technology?
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The quality of your documentation has little to do with your system.
Stop implementing impractical technologies!
How to measure documentation?
Reperformance Standard
Your user must be able to “reperform” the task or process.
• Audit evidence
• Processes
• User manuals
• Training materials
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Which bucket are you in?
1. No documentation
2. Sporadic documentation
3. Average documentation
4. Optimized documentation
5. Over-documentation
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Documentation is a process
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Steps of the documentation process
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1. Capturing
2. Structuring
3. Presenting 4.Communicating
5. Storing & Maintaining
IMPROVE YOUR DOCUMENTATION IMMEDIATELY!
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STEP 1 – CAPTURING
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Unlocking information from heads
Engage Your Interviewee
• Get your interviewees to
draw.
• Send notes in less than 24 hours!
• Require feedback in 48 hours.
• Review edited notes and begin follow-up.
QUICK TIP: Start the writing and review
process FAST!
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STEP 2 – STRUCTURING
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Structure unstructured information
• Root cause analysis • Cohesive reporting and
conclusions • Create bigger documents • Effective meeting minutes
Structuring information separates
Note-takers from Experts
How to improve? • Acknowledge • Connect the dots • Vet with others • Practice writing • Expand breadth & depth
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STEP 3 – PRESENTING
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Cut it with the Passive Voice
Reduces your documentation’s:
• Clarity
• Efficiency
• Tightness
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START using the Active Voice to create more
impact.
Passive Voice = The subject denotes the recipient of the
action.
Which one is more effective?
• The Accounts Receivable report is reviewed monthly.
• The Accounts Receivable clerk reviews the Accounts Receivable report monthly.
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QUICK TIP: Use your Grammar function in Microsoft Word to check for Passive Sentences.
Create visual documentation
Documentation = Visual Fun
• Use Shapes and Smart Art in Word
• Add pictures
• Use simple graphs for numbers
• Add simple process or data models
• Draw by hand
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Which one is more effective?
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QUICK TIP: Use graphs to illustrate numbers.
Which one is more effective?
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QUICK TIP: Use Smart Art to add punch.
Which one is more effective?
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CSOX SGL – Bad Debt Process
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e 427.4.4) A/R Write-offs need to
be reviewed and recommended
by the Credit Committee and
must be approved by the SVP
Commodity Portfolio
Management
426.4.4) On a monthly basis, if
applicable, the bad debt
expense / allowance for doubtful
accounts journal entry is
prepared by the Intermediate
Accountant
426.4.4) If appropriate the
Controller will forward a bad
debt to the credit committee
for approval of the write off.
430.4.4.4) On a weekly basis, a
credit meeting occurs with the
Credit Committee, comprised of the
Manager Admin, Risk Manager, VP
Supply & Marketing and the
Controller to assess the status of
AR and any overdue accounts.
426.4.4) On a monthly basis, if
applicable, the bad debt
expense / allowance for
doubtful accounts journal entry
is reviewed by the Controller.
427.4.4) A/R Write-offs need to
be reviewed and recommended
by the Credit Committee and
must be approved by the SVP
Commodity Portfolio
Management
QUICK TIP: Use diagrams to illustrate processes.
4 – COMMUNICATING
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Create effective meeting minutes
• Have a clear purpose.
• Structure information into logical categories.
• Practice active listening.
• Label action items and decisions.
• Make them engaging!
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Which one is more effective?
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QUICK TIP: Add pictures to meeting minutes.
4 – STORING AND
MAINTAINING
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Create better documentation and you won’t lose it
1) Employees are using it
regularly.
2) It is important to job functions.
3) People keep it as a reference.
4) Departments or teams are regularly share it.
5) Management regards the documentation as valuable.
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Make your consultants accountable
• Be up front about your documentation standards.
• Implement a feedback loop.
• Review their documentation before they leave.
STOP reinventing the wheel!
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Summary 1) Documentation creates a tangible asset. 2) Documentation is a dynamic process. 3) Organizations can’t assume that their staff or their consultants know how to document effectively. 4) Documentation must engage the reader through effective writing and through a strong visual dimension. 5) Organizations must regularly monitor their staff and consultants and audit their documentation systems.
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To continue this conversation….
Adrienne Bellehumeur (403) 478-6643 [email protected] www.leadersinbusinessanalysis.com
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