Documentation. The Necessary Evil
Whether we like it or not, documentation is a vital part of operations. Some call it a necessary evil, but I like to think of it as the most obvious secret weapon for operators.
Documentation can manifest different forms — Like a company wiki or a library of standard operating procedures, but the purpose is always the same — To provide clear context and steps on how to deliver the company’s product or service.
If you are in the camp of “Blah, documentation is boring and not worth the time,” I get it. But let me give you my top three reasons why you should actually be prioritizing it.
👋 Employee Onboarding
One of the most exhausting parts of management is training new hires. Documentation is a key ingredient to successfully do this, while also keeping your sanity (for real).
To help people of all different learning styles, I recommend that your documentation includes context on why the topic matters, a clear step-by-step list of instructions on how to do the thing, and a video walkthrough that brings it all together. It can be time-consuming to spin this up initially, but in the long run, it pays in dividends. New hires get independence to learn in their own way, at their own speed and you get your time back.
⚖️ Compliance Requirements
As operators, we have to prepare necessary documentation for regulators to review at any time and for the greater team to be able to access if they need it to remain compliant.
A part of this is just about checking a box to avoid legal issues and ensure that the business operates in a safe and ethical manner. On the other hand, it can also become a lighting rod for asking important questions of your team, especially when it comes to questions around business continuity or how company strategy will play into the greater growth of your operations.
💪 Continuous Improvement
Writing documentation forces you to articulate how something is done clearly and concisely. Just the act of writing your processes can help you see gaps and inefficiencies in a new way.
If operators are supposed to think ten steps ahead, the exercise of writing documentation can help you identify what is stabilized in your operations and what needs improvement. Then you run at making those aspects better, which can lead to increased efficiency, reduced costs, improved customer satisfaction, and much more.
👉 Wrap Up
In a nutshell, documentation is a simple way to help your business operate efficiently by aligning your team, while also helping you identify problem areas to fix before shit hits the fan. Ultimately they are a must-have for any business, so rip off the band-aid, grab some caffeine, and get it done.