Everybody Loves Documentation by Adrienne Bellehumeur

transcript

EVERYBODY LOVES

DOCUMENTATION

A dynamic documentation training presentation by Adrienne Bellehumeur

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.

Agenda

• Why documentation?

• Documentation Strategy & Process

• Practical Tips to implement immediately!

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.

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

We all see documentation differently

Documentation is a tangible asset

• Capturing Intellectual Capital

• Improving Clarity

• Increasing Momentum

• Changing Behaviours

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.

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

Stop Documenting in Silos

What about technology?

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

Which bucket are you in?

1. No documentation

2. Sporadic documentation

3. Average documentation

4. Optimized documentation

5. Over-documentation

Documentation is a process

Steps of the documentation process

1. Capturing

2. Structuring

3. Presenting 4.Communicating

5. Storing & Maintaining

IMPROVE YOUR DOCUMENTATION IMMEDIATELY!

STEP 1 – CAPTURING

Unlocking information from heads

Engage Your Interviewee

• Get your interviewees to

• 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!

STEP 2 – STRUCTURING

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

STEP 3 – PRESENTING

Cut it with the Passive Voice

Reduces your documentation’s:

• Clarity

• Efficiency

• Tightness

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.

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

QUICK TIP: Use graphs to illustrate numbers.

QUICK TIP: Use Smart Art to add punch.

CSOX SGL – Bad Debt Process

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

Create effective meeting minutes

• Have a clear purpose.

• Structure information into logical categories.

• Practice active listening.

• Label action items and decisions.

• Make them engaging!

QUICK TIP: Add pictures to meeting minutes.

4 – STORING AND

MAINTAINING

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.

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!

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.

Have fun documenting!

Questions or Comments?

adrienne@baleaders.com www.leadersinbusinessanalysis.com

To continue this conversation….

Adrienne Bellehumeur (403) 478-6643 adrienne@baleaders.com www.leadersinbusinessanalysis.com

Everybody Loves Documentation by Adrienne Bellehumeur

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