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What are the best ways to ensure project documentation is accurate and accessible?

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Project documentation is essential for any successful operational planning process. It helps you track progress, communicate with stakeholders, and ensure quality and compliance. However, creating and maintaining accurate and accessible documentation can be challenging, especially when you have multiple projects, teams, and tools involved. In this article, you will learn some best practices for ensuring your project documentation is clear, consistent, and easy to find.

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1 Define your documentation standards

Before you begin to document your project, it’s essential to define your documentation standards. These are the guidelines and templates that will be used to create, format, and organize your documentation. Documentation standards help ensure that your documentation is in line with project objectives, scope, and deliverables. They also help prevent duplication, confusion, and inconsistency among project documents. Examples of documentation standards include naming conventions for files and folders, style and tone guidelines for writing, formatting and layout rules for documents, metadata and version control for tracking changes, approval and review processes for documents, as well as security and access permissions for documents.

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TALEA ALASMARI , SPP, KPIP, EXP, CIMP , CSERP, OPP, Power BI

Quality Supervisor at Royal Commission | Quality Management Expert | Educational Excellence Advocate | Helping organizations achieve high-performance standards through quality improvement strategies.
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To ensure accurate and accessible project documentation: Standardize document templates. Document in real-time. Use version control. Organize documents logically. Implement a centralized document repository. Provide clear ownership and access rights. Regularly review and update the documentation. Include the necessary details and context. Communicate document location and availability. Train and educate team members.

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2 Choose your documentation tools

Once you have defined your documentation standards, you need to select the software and platforms that you will use to create, store, and share your documentation. Documentation tools can automate and streamline your processes, as well as integrate with other project management tools. Examples of documentation tools include word processors, spreadsheets, cloud storage services, document management systems, wiki and knowledge base platforms, collaboration and communication tools. These tools will help you create documents, store them securely, share them with others, organize and manage them, create and access them online, and receive comments or feedback.

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Roy Lee Wilson, Jr., MBA

Associate Director, Naval Power | PMP* | TS-SCI*
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Recently discovered the recurring task feature within the MS Planner portion of MS Teams. It’s really great as you can create a checklist for review periodicity and maintain the document file within each task for ready access to each of the team members or leadership who need to update/review it. And upon marking completion the task automatically updates and send out the required notification emails. Splendid!!

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3 Document your project phases

As you execute your project, it is essential to document the phases of your project lifecycle, such as initiation, planning, execution, monitoring, and closure. This helps capture and communicate the key information, decisions, and outcomes of your project. Additionally, documentation enables you to monitor and control performance, quality, and risks. Examples of documents to be created for each phase include a project charter and scope statement for initiation; a project plan and schedule for planning; status reports and change requests for execution; quality reports and risk registers for monitoring; lessons learned and a project closure report for closure.

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4 Update your documentation regularly

To ensure that your documentation is accurate and reflects the current state of your project, you need to update it regularly. This helps you keep it relevant, reliable, and useful, while also identifying and resolving any gaps, errors, or issues. For successful documentation updates, consider setting a schedule and frequency, assigning roles and responsibilities for updating and reviewing, using version control and change tracking to record updates, and implementing feedback and approval mechanisms for quality assurance. Additionally, archiving or deleting outdated documents is important.

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5 Share your documentation effectively

To ensure that your documentation is accessible and reaches the right audience, you need to share it effectively. This means distributing and communicating your documents to project stakeholders, such as team members, clients, sponsors, and vendors. Doing so helps inform and engage stakeholders, solicit their input and feedback, and demonstrate project achievements. To do this effectively, identify and segment your target audience for each document; choose the appropriate format and channel; tailor your message and tone; provide clear and concise summaries and highlights; and encourage feedback. Don't forget to respond to questions too!

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Lt Cdr (Dr.) Vaishak ML , PMP?, DASM?, LSSBB

COO and Head of Marketing at Shanmuga Hospital Ltd | Building Shanmuga Diagnostics | Indian Navy | Indian Army | FMS | IIM Trichy
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Using cloud-based collaboration tools that allow real-time editing and updates and to identify people who need access to it. It is also important to ensure that the tools selected are accessible from various devices and locations.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best ways to ensure project documentation is accurate and accessible?

1

2

3

4

5

6

1 Define your documentation standards

2 Choose your documentation tools

3 Document your project phases

4 Update your documentation regularly

5 Share your documentation effectively

6 Here’s what else to consider

Operational Planning

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What are the best ways to ensure project documentation is accurate and accessible?

1

2

3

4

5

6

1 Define your documentation standards

2 Choose your documentation tools

3 Document your project phases

4 Update your documentation regularly

5 Share your documentation effectively

6 Here’s what else to consider

Operational Planning

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