12 Summary

To efficiently document procedures:

Keep your project as accurate as possible

• Nothing matters more than accurate, up-to-date information
• Use subject matter experts and others to confirm that the procedural details you document are current, complete and valid
• Confirm that all mechanical details are correct (order of events, numbering, accurate screen messages and field names, etc.)
• Confirm that all page references (print version), links and jumps (electronic versions) function correctly
• Carefully proofread and review your work before you release it
• Consider implementing sign-off sheets

Keep your project as simple as possible

• Use a style guide or style sheet
• Establish simple, repeating patterns
• Maintain uncomplicated standard text and graphic formatting
• Avoid 'bells and whistles' that needlessly add complexity, effort, size and costs to your project and distract from the content
• Ensure information in your project can be easily accessed via detailed tables of contents and indexes (print and online formats) and comprehensive links and keyword searches (online formats)
• Piggyback as often as possible on existing software, documents and human resources

Keep your project as short as possible

• Negotiate realistic deliverables and timelines
• Aim for a small initial release to confirm that your patterns and contents work
• Identify and document critical material first, then document other material in later releases or updates
• Avoid unnecessary duplication of information within your project, and across projects
• Avoid creeping additions ('Just put it somewhere in the Procedures Manual')

No matter how large or small your project, any up-to-date procedural documentation is better than outdated material – or none at all.


DOCUMENTING PROCEDURES 12: Summary