2. 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.
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4. 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.
4
START
Supercharging your
Documentation!
5. 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
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7. Documentation is a tangible asset
• Capturing Intellectual Capital
• Improving Clarity
• Increasing Momentum
• Changing Behaviours
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8. 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.
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9. 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
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11. What about technology?
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The quality of your
documentation has
little to do with your
system.
Stop implementing
impractical
technologies!
12. How to measure documentation?
Reperformance Standard
Your user must be able to
“reperform” the task or
process.
• Audit evidence
• Processes
• User manuals
• Training materials
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13. Which bucket are you in?
1. No documentation
2. Sporadic documentation
3. Average documentation
4. Optimized documentation
5. Over-documentation
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18. Unlocking information from heads
Engage Your Interviewee
• Get your interviewees to
draw.
• 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!
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20. 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
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22. Cut it with the Passive Voice
Reduces your documentation’s:
• Clarity
• Efficiency
• Tightness
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START using the Active
Voice to create more
impact.
Passive Voice = The subject
denotes the recipient of the
action.
23. Which one is more effective?
• The Accounts
Receivable report is
reviewed monthly.
• The Accounts
Receivable clerk reviews
the Accounts Receivable
report monthly.
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QUICK TIP: Use your Grammar function in Microsoft Word
to check for Passive Sentences.
24. 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
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25. Which one is more effective?
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QUICK TIP: Use graphs to illustrate numbers.
26. Which one is more effective?
26
QUICK TIP: Use Smart Art to add punch.
27. Which one is more effective?
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CSOX SGL – Bad Debt Process
SVPCommodity
PortfolioManagement
SVPCommodity
PortfolioManagementControllerControllerAccountantAccountantCredit
Committee
Credit
Committee
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.
29. Create effective meeting minutes
• Have a clear purpose.
• Structure information into
logical categories.
• Practice active listening.
• Label action items and
decisions.
• Make them engaging!
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30. Which one is more effective?
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QUICK TIP: Add pictures to meeting minutes.
32. 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.
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33. 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!
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34. 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.
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