Effective business documents

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Tips to help you get the most from your procedures and other business documents. Condensed from the article "Effective Business Documents" available on our website at http://www.logiqa.com.au or directly on our blog at http://www.logiqa.com.au/?p=656. Author: Mary Gardam

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Effective business documents

  1. 1. Effective Business Documents fromTips to help you get the most from your procedures and other business documents.
  2. 2. 1. Keep it simple Effective Business Documents, LogiQA, Page 2
  3. 3. Who will be using your procedures?Target your writing style to suit the end-user. Effective Business Documents, LogiQA, Page 3
  4. 4. Consider the abilities of your end-users. Effective Business Documents, LogiQA, Page 4
  5. 5. Documents should be written in a particular style if he is the target…but differently if they are the target. Effective Business Documents, LogiQA, Page 5
  6. 6. Consider if the process would be better represented withpictures or diagrams? Effective Business Documents, LogiQA, Page 6
  7. 7. Is the process very technical?Is a lot of information required for troubleshooting? Effective Business Documents, LogiQA, Page 7
  8. 8. Too much information creates confusion… Effective Business Documents, LogiQA, Page 8
  9. 9. Why not link to the information or provide details of the physicallocation in the procedure instead? Effective Business Documents, LogiQA, Page 9
  10. 10. 2. Less is more Effective Business Documents, LogiQA, Page 10
  11. 11. More documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better System Effective Business Documents, LogiQA, Page 11
  12. 12. Too many documents =greater administrative burden to keep documents current Effective Business Documents, LogiQA, Page 12
  13. 13. Ask yourself…Can I amend an existing document rather than create a new one? Use common sense to decide. Effective Business Documents, LogiQA, Page 13
  14. 14. 3. Make documents accessible Effective Business Documents, LogiQA, Page 14
  15. 15. Well written documents alone do not make aneffective documentation system. Effective Business Documents, LogiQA, Page 15
  16. 16. If they can’t be locatedor accessed they may as well not exist. Effective Business Documents, LogiQA, Page 16
  17. 17. A good quality informationmanagement system will make documents accessible. Effective Business Documents, LogiQA, Page 17
  18. 18. Access is available whether end users are in the samebuilding, are in the field or travelling overseas. Effective Business Documents, LogiQA, Page 18
  19. 19. Also, instructions should be readily available at the time the process is taking place. Effective Business Documents, LogiQA, Page 19
  20. 20. Consider printing work instructions on thereverse of worksheets. Effective Business Documents, LogiQA, Page 20
  21. 21. Or link the procedure to the applicable results entry area in your information management system. Effective Business Documents, LogiQA, Page 21
  22. 22. 4. Fresh eyes give a fresh perspective Effective Business Documents, LogiQA, Page 22
  23. 23. Those newest to your organisation see yoursystems with fresh eyes. Effective Business Documents, LogiQA, Page 23
  24. 24. They may have somevaluable improvement suggestions. Ask. Effective Business Documents, LogiQA, Page 24
  25. 25. Alternativelyconsultants can provide a professional assessment of your systems. Effective Business Documents, LogiQA, Page 25
  26. 26. 5. What’s mine is yours Effective Business Documents, LogiQA, Page 26
  27. 27. Is the right messagebeing received in your workplace? Effective Business Documents, LogiQA, Page 27
  28. 28. While someone needs to be ultimately responsible for eachdocument, try to avoid using terms like “document owner”. Effective Business Documents, LogiQA, Page 28
  29. 29. This term often creates a “hands off” mentality within the workplace whether that is the intent or not. Effective Business Documents, LogiQA, Page 29
  30. 30. Document improvement suggestions should always be encouraged. Effective Business Documents, LogiQA, Page 30
  31. 31. Benefits of effective business documents =quicker and easier training + better utilised documents + more consistent process. Effective Business Documents, LogiQA, Page 31
  32. 32. And really, isn’t thatwhy they were written?Click here for more information about Effective Business Documents Effective Business Documents, LogiQA, Page 32
  33. 33. Icon CreditsFiles designed by Pieter J.Smits from the Noun ProjectGraduate designed by Thomas Weber from the Noun ProjectTest Tube designed by Blake Thompson from the Noun ProjectInbox designed by Leslie Zander from The Noun ProjectBinoculars designed by Stephen West from The Noun ProjectDelivery Man designed by jon trillana from The Noun ProjectCity designed by Thibault Geffroy from The Noun ProjectRural designed by Evan Caughey from The Noun ProjectTeam designed by Björn Andersson from The Noun ProjectBusinessperson designed by Olivier Guin from The Noun ProjectBullhorn designed by Shane Miller from The Noun ProjectLock designed by Andy Fuchs from The Noun Project Effective Business Documents, LogiQA, Page 33
  34. 34. LogiQA provide practical advice and products  to assist businesses to meet their certification  and accreditation requirements with a focus  on achievable business improvement  strategies.  We offer expertise in ISO9001 Quality  Management Systems and Scientific/Medical  accreditation requirements including: ISO17025 Forensic Science Accreditation ISO15189 Medical Laboratory Accreditation ISO13485 Medical Device Compliance ISO17025 Testing & Calibration Accreditation Diagnostic Imaging Accreditation Scheme (AUST) T (07) 3172 7744 E enquiries@logiqa.com.au We also provide programming expertise to PO Box 117, Salisbury Q 4107 help support compliance with these  www.logiqa.com.au requirements. Effective Business Documents, LogiQA, Page 34

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