Documentation For Projects - Simple Ideas To Get It Well

Here are a few tips that may help to handle documentation for projects, not usually those that you might be archiving, but those that require your action.

Preliminary screening:

As soon as you have considered your first influx of information, get rid of as much as possible. It's harder than you might think. It's simple to keep a few documents for too long, believing that they may be important eventually. It is typically the situation that should you require the information eventually, it should be easily available.

To aid you with this process you can sort items using a simple four square grid. A four square grid can be defined as urgent/important, urgent/not important, not urgent/important and not urgent/not important. Are they 'urgent' or 'important'? Urgent items have a deadline to satisfy and are usually established externally. Important documents depend on the amount of time you wish to spend on them. The more important the extra time you will spend on them (and possibly more resource). Anything that comes beyond these could be gotten rid of (or delegated, see below).

Hence, you ought to end up with 4 piles of documentation to concentrate on, one in each of these four squares:

Not urgent/important, not urgent/not important, urgent/important and urgent/not important

If you are in the fortunate spot of having a helper then they could do this for you if you have vetted the approach with them to begin with.

When you have your documents 'ranked' you can manage it in the order above. You should review what documentation for projects you need to deal with on a weekly basis. Hopefully, you will identify several that drop out of the system completely.

You could start a 'day file' process. Have a folder numbered for every day of the month and add items to these that must be dealt with on that day.

Documentation for delegation:

This could be an astute way of stating, 'No' to get out of managing the documents.

Good delegation is incredibly helpful, allowing you time to focus on the important actions. In this situation make certain the person is able to deal with the task; both timewise and having the essential expertise.

Paperwork filing:

Get rid of 'not urgent' things from your immediate frame of reference by filing them, but keep a regular eye on them. Your filing system ought to be systematic and agreed with your helper (if you possess one).

Documentation Action:

Preferably, only urgent files will remain that want activity by yourself.

A 'today' folder may prove useful for items that must be completed that day (although several things might have a later target date). If you have a helper they can maintain this folder.

Document removal:

Outdated documents that are no longer of any benefit may continue to be around. These pieces of paper must be eliminated regularly. Set up a regular time and process for performing this.

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