Proper Document Organization is the Key to Improved Productivity

Posted on: October 8th, 2023 by Cathy Caldwell No Comments

Documentation is a crucial aspect of most businesses, yet many companies have difficulty creating and managing these documents. Inefficient workflows in document management make employees spend too much time searching for information. They can also cost companies money due to duplicated documents, lost information and poor file organization.

A well-organized document is the key to improved productivity, and allows your employees to concentrate on tasks that are more valuable. Here are some ways to improve your documentation

1. Create a shared place for all your files.

It is a common error to keep documents in multiple locations, including on personal computers, on the corporate network, or even in the cloud. All your files should be in one location, making it easier to locate the files and prevent duplicate work. 2. It is important to organize your files into an orderly manner in your folders. This will help you find what you’re seeking quickly. It is beneficial to separate ongoing work from completed tasks, and to categorize each type by the type of project, type, or user. For example, storing spreadsheets, letters, and presentations all together could make it difficult to locate the right document. Organizing files into different folders by these categories makes it easier to locate what you need.

3. Avoid using words that are jargon when writing your documents.

The use of industry jargon could lead to confusion. It is important to keep your documentation simple and easy to understand. There is no guarantee that everyone in your organization will be familiar with industry jargon, acronyms, or abbreviations. Documentation that is simple to understand will help your engineers save time and answer questions faster.