Technical documentation as an asset

Treating documentation as an asset is fundamental to a successful project. We create documentation to preserve knowledge, processes, and decision-making. Documentation supports continuity and consistency, aligns teams, aids compliance, and enhances project outcomes. I’ll explain why documentation is crucial, how to manage your assets, and the problems arising from poor project documentation.

Documentation as an Asset

Documentation is a valuable organisational asset because it holds essential information for:

• Knowledge Preservation: avoid losing valuable expertise, insights, and lessons because of staff turnover.
• Training and Onboarding: New team members or stakeholders can get up to speed more quickly, reducing the time and cost of training.
• In regulated industries, documentation must show compliance with standards and regulations.
• Operational Efficiency: Well-documented procedures streamline workflows, reduce misunderstandings, and improve efficiency.
• Risk management involves documenting processes and decisions. It reduces reliance on individual knowledge and minimises risks related to employee turnover and role changes.

Documentation Management as Asset Management

Like any other asset, a dedicated resource must manage the documentation to keep its value:

• Organising: Structuring documentation so that it’s accessible and navigable.
• Updating: Keeping documentation current as processes or technologies change.
• Securing: Protecting documentation from unauthorised access or accidental loss.
• Regularly assess documentation for relevance—Archive what is no longer in active use to avoid clutter.

Pros and Cons of Not Producing Documentation

Failing to document processes and decisions in projects can have profound implications. Here are some potential pros and cons:

Pros

1. Skipping documentation saves time and resources for projects with strict deadlines or limited budgets.
2. Teams can move faster and adjust to changes better without following rigid rules.
3. Cost Savings: Documentation can be costly, especially regarding personnel hours. Avoiding it can reduce immediate expenses.

Cons

1. Loss of knowledge: When team members leave, undocumented knowledge goes with them. It results in gaps that new hires must fill, often through time-consuming trial and error. It takes new team members longer to learn and makes the process harder.
2. Inconsistency: team members tackle tasks independently, weakening quality control and increasing the risk of errors.
3. Compliance Risks: the lack of documentation can lead to legal penalties and a damaged reputation.
4. Without written records of decisions, who did what and why? This can create problems when determining who is accountable if something needs to be fixed.
5. Taking the time to document things will save you time and money later.

Documentation is a crucial project asset that enhances operational consistency, knowledge preservation, and compliance. The long-term drawbacks of not managing your documents are knowledge loss, increased training costs, and compliance risks. Treat your documents as assets.