Project documentation is a vital part of any project management process. It helps you plan, execute, monitor, and close your project effectively and efficiently. But what are the essential project documentation skills and competencies that you need to master? In this article, we will explore six key aspects of project documentation and how you can improve them.
The first step in creating any project document is to define its purpose and scope. This means answering questions like: What is the document for? Who is the audience? What are the objectives and deliverables? What are the assumptions and constraints? How will the document be used and updated? By clarifying these elements, you can ensure that your document is relevant, focused, and aligned with the project goals and stakeholders' expectations.
The purpose and scope are to provide leadership with valid, timely forecasts and feedback to guide project management decision making toward project success. The effective implementation and use of an Earned Value Management System (EVMS) for the overall benefit of the project requires stakeholders to have the required knowledge, skills, and abilities to interact with the system and make adequate use of the information it provides. Guide for the Develop Team process, the project management plan, project documents, enterprise environmental factors (EEFs), and organizational process assets (OPAs) are reviewed to determine the need for developing and improving stakeholders’ competencies regarding project management.
The second step is to organize your document in a logical and consistent structure and format. This means using headings, subheadings, tables, charts, diagrams, and other visual aids to present your information clearly and concisely. It also means following the standards and guidelines of your organization, industry, or domain for document layout, style, terminology, and referencing. By doing this, you can enhance the readability, usability, and credibility of your document.
The third step is to write and edit your document content with accuracy, clarity, and completeness. This means using simple, precise, and active language to convey your message and avoid ambiguity, jargon, and errors. It also means checking your facts, data, sources, and calculations to ensure they are valid, reliable, and up-to-date. And it means reviewing and revising your document for grammar, spelling, punctuation, and consistency. By doing this, you can ensure that your document is informative, relevant, and trustworthy.
The fourth step is to collaborate and communicate with your project team and stakeholders throughout the document creation process. This means involving them in defining the document requirements, expectations, and roles. It also means sharing your draft document for review, feedback, and approval. And it means incorporating their suggestions, comments, and changes into your final document. By doing this, you can ensure that your document meets the needs and expectations of your project audience and reflects their input and insights.
The fifth step is to manage and control your document throughout the project lifecycle. This means storing your document in a secure and accessible location, such as a cloud-based platform or a document management system. It also means tracking and documenting the changes and versions of your document, using tools like version control or change logs. And it means updating and maintaining your document as the project progresses and changes. By doing this, you can ensure that your document is current, accurate, and traceable.
The sixth and final step is to evaluate and improve your document after the project is completed. This means measuring and assessing the effectiveness and impact of your document, using criteria like feedback, outcomes, lessons learned, and best practices. It also means identifying and implementing the areas and opportunities for improvement, such as gaps, issues, errors, or inefficiencies. And it means sharing and applying your learnings and recommendations for future projects. By doing this, you can ensure that your document is valuable, useful, and adaptable.