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DOCUMENTATION Matter

Written by Mucahid Yazar on November 17, 2021

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DOCUMENTATION Matter
writing
business
documentation
engineering
soft-skills

Hi, guys again. In my previous post, I had talked about ÔÇťWritingÔÇŁ and why ÔÇťWritingÔÇŁ matter. Now I want to talk about ÔÇťDOCUMENTATIONÔÇŁ and why it matter. I will give you examples and end of the article I just want you to apply these examples to your organization or projects. And before starting to read this article I suggest you read my previous article which is ÔÇťWRITING matterÔÇŁ. So letÔÇÖs┬ágoÔÇŽ

1. Professionalism

Documenting anything gives and creates professionalism. We can share the story and information by documentation. Teams, companies, organizations and even between companies and customers need to use and share documentation. If you are a tech people you already knew about some API documentation but it is not tech or programmers stuff. Anyone can need documentation in their life or workflow. Think you bought a drawer from IKEA, if there is no installation guide paper inside the box, can you imagine how terrible it is? Yeah that much terrible if we havenÔÇÖt documentation in our jobs and┬álives.

2. Businesses can make much money

If you have a business at any scale, you should absolutely keep documentation. And you should set it as a rule for your business. Generally, most small startups do not think and apply these rules. Most of those do not know anything either about documentation. Even they knew they think they donÔÇÖt have time to document. Because they are always in a rush. But they are wrong. They are wasting their money much more than by doing this.┬áWhy?

  • If your business doesnÔÇÖt document your works, after a while you will investigate and repeat the same works again┬áagain
  • You will spend more money on orientation for a customer or an┬áemployee
  • You will have an unmanageable workflow and it will slow your work┬ádown

3. Development, Investigation is Easy

It is not only to be more profitable for your company. It increases the quality of your organization and product. You will have a more scalable product. You will have more happy employees. Because everything is organized and ordinary. So everyone is happy to work on the project. No one wants to leave your project. Otherwise, if you had bad documentation,

  • Your clients, and employees would be unhappy and they would try to leave you at the first┬áchance
  • You can sell your product because it is so bad or you donÔÇÖt have a good documentation
  • If you hadnÔÇÖt documentation you will always depend to the workers who developed your products. If he had some problem then you will be down in a┬ácrisis.

4. Single source of truth

You can have some disciplines in your organization, if you keep these hot you should keep the documentation for this. Or you can hire people or you can tell and teach by yourself one by one in your organization. Which is simple? I think ÔÇťDocumentationÔÇŁ is simple than doing this. In this way, you can create, define and write your rules and you can want to obey your employees. So your employees will follow the same rules with the same documentation and they will use a single source of truth. I wanna give a general example, Think you have an accountant company and you had 5 accountants, you can set a rule about folder structure and you can want them to obey this rule. So after you get the. report from your accountants you will work faster and effectively and also you wonÔÇÖt try to figure out which files and documents where.

5. Hiring & Onboarding is faster and easier

If you hire new people to your company they will always need to learn your workflows, styles, and process. So they need to learn these things from somewhere. If you had any documentation then you need to tell them by yourself or you need to hire a person and pay for him. But you donÔÇÖt need to do that. All you need write and document your work at the same time when you have done with a job. Then when you hire a person, or when you sold a product give your documentation link and leave them by themselves. It is such┬áeasy.

6. Cuts down duplication of work

If you donÔÇÖt have the documentation your jobs and work repeat their selves in time. Because you donÔÇÖt have documentation so your employees will do the same work every time again. Because they can forget the previous job or task, or you can hire a new person who doesnÔÇÖt have any idea about on project. So donÔÇÖt wait and create your document┬ánow.

How you should document it?

  1. Chose a platform. I strongly recommend you use a cloud note application, such as Notion, confluence or excel, or Google Drive
  2. Define the categories and split your organization, piece by piece.
    (For org: Frontend Team, Backend Team)
    (For project: Project Name, Project Name)
  3. Tell the story. Use emojis, colors, white spaces, memes, and images.
  4. Ensure your team, organization or employees contribute this documentation
  5. Update the old logic by the time, right now
  6. Create tasks for documentation
  7. Write in English because English is the most common language in the world
  8. Keep your documentation simple but it also needs to have more detail inside of it. You can have a level system for details.
  9. Use clean and sharpen titles
  10. DonÔÇÖt write everything, define your requirements and write just what you┬áneed

Conclusion

I think this is so clear. DonÔÇÖt waste your time, your money, and your employee's time. Start to implement this right now. Create a page and contribute it. I want to share the documentation which I create for my organization. I just want to show you how I organized it and what the folder structures look like. I used confluence to create┬áthis.

I also want to share some other documentation of big companies. You can also inspect them and can get some inspiration. So see you next time.

Professional Examples

Sources

Kudos

Also, I can suggest another article which my old colleague wrote before. He also points out lots of important points. I strongly suggest you read this. Kudos to Ezer to share his experiences in this article.

How does documentation drive easier organizational scaling?

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