I saw a Facebook meme recently that went a bit like this:
Me as a youth: Don’t tell me what to do! As an adult, I would like someone to please tell me, in intricate detail, with timings, exactly what I’m supposed to do.
It’s funny because it’s true — as we grow, we often crave clear structure. To do quality work, a strong, repeatable process is key. A good process creates consistency, clarity, and better results. This is true for team projects, bringing in new clients, or enhancing the user journey on a site like www.avalon78.com/en-CA.
Recently, I was working on a contract gig where I had to update a large process document. It reminded me of the value of a structured approach. Here are some key points from that experience. You can apply them when creating or updating your processes, no matter the field.
Contents
Audience
Firstly, it’s knowing who the information is for. The document in this project sat in the folder of a particular business team, so we would assume it’s for that team. This process involves an “External Team” that takes on specific projects. They work with the “Business Team,” and both teams can access the folder. I’m on the External Team. I didn’t know the document was meant for me since we have our own “External Team Folder” for our files. Confused already? So was I!
The current document in the Business Team folder contains a large amount of content for both teams. My first job was to decide which team needed to know what for their work. I split the document into two. The Business Team wanted a higher-level view of the process and their roles, but not the details. At the same time, the External Team needed a lot more information to do the work.
If your documentation is in a Wiki or Knowledge System, the title and file path can show what it is and who it’s for. In tools like SharePoint, Teams, or Slack, the team folder or channel can also give clues. Yet, even then, the document’s importance may not be immediately clear.
This document was originally called:
“Process for xxx work – Version 01”.
Yes, it mentions the work process. But it was in a Teams folder with other documents, so it didn’t stand out as something to check.
I made a straightforward change and named the new version:
“Business Team READ ME FIRST – Process for xxx work – Version 02”.
This gave direction to people who were staring at a folder and did not know what to do. I did the same for the External Team version in their file location.
Design
The look of a document isn’t always the top priority — content matters most. I had some design materials to work with. So, I added a cover image, the company logo, and a clear title. This indicated what the document was and for whom it was intended.
I also wanted to refine the document’s design as I went. From a technical view, it’s essential to align tables and use proper paragraph breaks. Keeping line spacing, font, and size consistent reduces clutter in a significant document. This layout is clean. It helps people find information easily, as noted by design expert Connie Malamed.
They give context, reinforce the information, and enhance the learning experience. I added screenshots from emails and systems. This makes it quicker and easier to process, recognize, and remember.
Content simplification
I wanted to ensure that the documentation was easy to use; otherwise, it would be pointless. Use design and formatting to make your main points clear. This will help readers with accessibility needs find what they should focus on. This will help them see the best order to read your content for a more comprehensive understanding. I’ve already applied some of this advice in the notes above.
The Detail
I’ve already written a feature-length article, and I haven’t even gotten to the process itself! Luckily, it’s putting into practice all the above. I had to verify many of the technical details to ensure they were correct. Some of it I knew as I was working in the External Team. I found some in the meeting notes. For the rest, I contacted different experts to explain or confirm.
This takes time. It’s helpful to have a method for noting things you’re unsure about or that need more time for answers. You can track features and comments in your app. You can also assign tasks to others. I was the only one working on the document for the initial overhaul. So, I chose yellow highlighting. It’s bright and easy to use.
Some of the changes I made were to the wording. The person before me did a great job on the document. Yet, English wasn’t their first language. So, I improved it for English speakers. Such as changing this:
The tone matched a trust in hired experts, and the information was clearer.
The rest of the document was similar. It broke down steps, roles, and functions. It used bullet points and numbered lists, and it provided links to helpful documents.
Final Thoughts
Good documentation isn’t perfect. It focuses on clarity and usability. It helps people do their jobs with confidence. By focusing on audience, structure, design, and detail, you create a resource that gets used. A good process guide can turn confusion into action. It helps teams work better together.
In the journey from chaos to clarity, having access to complete technical documentation help can significantly streamline the process of mastering work documentation. By leveraging comprehensive solutions, teams can ensure that every detail is meticulously captured, reducing errors and enhancing productivity. This approach not only supports the creation of clear and concise documents but also fosters a culture of continuous improvement and knowledge sharing. As organizations strive to maintain consistency and accuracy, integrating robust documentation practices becomes essential, ultimately leading to more efficient workflows and better decision-making across all levels.
