Project documentation and records are essential for any administrative assistant who wants to manage projects efficiently and effectively. They help you track progress, communicate with stakeholders, resolve issues, and deliver quality results. But how do you create and maintain them in a way that is clear, consistent, and accessible? Here are some tips to help you.
The first step is to choose the right tools for your project documentation and records. Depending on the size, complexity, and nature of your project, you may need different types of tools, such as word processors, spreadsheets, databases, online platforms, or software applications. The key is to select tools that are easy to use, compatible with your team and clients, and secure. You should also consider how you will store, backup, and share your documents and records, and what formats and standards you will use.
An assessment of what tools are currently in use is a wise first step with many advantages. Using, adapting or integrating current systems decreases financial imposts, utilises staff skills already in place, and minimises data spread across systems. Information handling, storage, and location needs to be agreed upon after the selection of tools which may have huge influence. Ensuring all parties have appropriate access to the selected tool and storage location can be a forgotten step. The use of a data manager to process contributions can be vital when managing data input from multiple teams.
It is essential at the kick start of any project. to Establish clear standards for documentation and policies governing the project documentation. This will help in : Identifying Key Documents, set specific template, implement Revision control to manage changes to project documentation effectively, Retention and Archiving. This will help in a successful project closeout.
The next step is to define the scope and purpose of your project documentation and records. What are the goals and objectives of your project? What are the deliverables and milestones? Who are the stakeholders and what are their roles and responsibilities? What are the risks and issues that may affect your project? These are some of the questions that you should answer in your project documentation and records. By defining the scope and purpose, you can ensure that your documents and records are relevant, accurate, and aligned with your project plan.
The third step is to create templates and guidelines for your project documentation and records. Templates and guidelines can help you standardize the format, structure, and content of your documents and records, and save you time and effort. You can use existing templates and guidelines from your organization or industry, or create your own based on your project needs. Some examples of templates and guidelines are project charter, project plan, status report, meeting agenda, meeting minutes, change request, issue log, risk register, and lessons learned.
One thing I have found effective is to dedicate time for planning the documentation required for the project and create a Master Document Register with all the master deliverables and planned dates for the document issue. Create a specific process map, prpcedure or guide to be followed for documentation from creation to review to archiving. Have a seperate area for Correspondence type documents like letters, Memos and Emails. Use a Transmittal Management to distribute documents in a controlled way across project internally and externally. Create a seperate Mailbox for specific project communication and documentation. Consider setting up Document Control system manual or advanced software technology.
Templates can includes link to regulatory guidances, standards ,SOPs , CAPA if any of the change requests are issued, Risk Assessment ,Management and Mitigation plan.
The fourth step is to update and review your project documentation and records regularly. Updating and reviewing your documents and records can help you monitor and control your project performance, identify and address any changes or problems, and keep your stakeholders informed and engaged. You should update and review your documents and records at least weekly, or more frequently if your project is fast-paced or dynamic. You should also use feedback and quality checks to ensure that your documents and records are clear, complete, and correct.
The final step is to organize and archive your project documentation and records. Organizing and archiving your documents and records can help you access and retrieve them easily, comply with legal and ethical requirements, and preserve your project knowledge and experience. You should organize your documents and records by categories, such as project phase, document type, or stakeholder group. You should also archive your documents and records in a secure and accessible location, such as a cloud service or a physical folder, and label them with relevant information, such as project name, date, and status.
The fact the you have the records won't matter much if you don't know where to find them. Keeping your files and data organised in a simple and effective way is a key good practice in all industries. You could improve your results by using previous projects' experiences but the data would need to be clean and ready to be consulted quickly.
One of the most common challenges faced by users when it comes to documentation, is the difficulty in finding the documents they need. Creating a structure to organize documents is critical for an organization. A structure that is simple and easy to understand, allowing users to easily find what they need. Improved efficiency and increased productivity are some of the benefits of good organization
Other things to consider are: having a back-up incase systems being used is/are down or no internet connection and proper identification of retention period and disposal. Consider legal/regulatory requirements, tax, financial, administrative or historical when identifying retention period and disposal. This would free storage and reduce number of records to be managed and retained.