Documents are a major part of every business. It helps preserve key knowledge for everyone to access, facilitates better decision-making, reduces the chances of error, stimulates innovation and encourages a culture of constant learning.
A good management system will help organize, streamline and make your documents easily accessible. It will ensure you are always on top of any changes, and all the information within your documents remains accurate and current.
Formal documents are standardized and follow certain conventions. This includes things such as financial records and employee reviews. It also includes contracts and Continued regulations.
Informal documentation is any type of record that doesn’t follow formal guidelines or conventions. This includes emails, meeting minutes, songs and memos among other types.
Saving time by creating a template when creating documents is a great idea. Templates can be designed for a variety file types and formats including Word documents, spreadsheets and presentations.
The best template will be one that works for all parties involved in the process, allowing multiple people to collaborate on a single document at the same time. This allows for multiple people to make changes simultaneously and the version history will show the person who made each one.
Keeping documentation organized will save you and your team both time and money. It will allow you to easily access relevant information, and prevent rework when a task is not completed on schedule or correctly.