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The Art of Rolling Out Documentation: A Step-By-Step Guide

Writer's picture: Scriptorium TeamScriptorium Team

Documentation is the backbone of effective operations within any organization. Whether you're documenting procedures, policies, or project details, the way you roll out information can significantly impact its effectiveness and buy-in from your team. Here’s a step-by-step guide to ensuring your documentation rollout is smooth and successful.

A worker glances at pages of a document. Their laptop is open and their desk is covered with folders, post-it notes, and papers.

Step 1: Plan & Prepare

 

Before hitting "publish" or "send," take the time to establish a plan for your documentation.


  • Identify Subject Matter Experts (SMEs): Determine who needs to be involved in the creation, review, and approval of the documentation. Consulting experts is crucial in ensuring your documents are relevant and accurate.

  • Decide on the Document Format: Decide on the format and structure of the document. Should it be published as a hard copy, PDF, fillable form, read-only Word file, or another format? The format you choose should suit the content and accessibility needs of your team.

  • Choose the Location: Choose a location for storing documents that is easily accessible for your team. This could be a shared drive, a document management system, or an intranet portal. Also, consider whether access to confidential documents should be given to everyone or only to certain team members, such as directors or managers.

 

Step 2: Create Buy-In From Your Team


It’s easy to forget the rollout of your new documentation, but this can be a point of critical failure. You aren’t just changing words on a page; you are changing the way people are doing their jobs. We are often initially resistant to change— “Things are fine the way they are! Why are you changing things again?”

 

Creating buy-in doesn’t have to be hard, but it needs to be sincere and engaging and it needs to explain the “why.” Having a sound purpose for the change will make the buy-in much easier. Taking the time to consult with your team prepares them for changes and provides them with adequate time and support, ensuring your documentation is not only read but also used effectively.

 

  • Communicate Importance: Explain why the documentation is crucial— why it matters. Showcase how it improves support for their work, benefits team collaboration, and has the potential to support compliance.

  • Involve Your Team Early: Involve team members in the documentation process from the beginning. Seek their input and feedback to increase ownership and relevance. This demonstrates that you value their expertise, which will improve the documentation.

  • Provide Training and Support: Provide training on how to use and access documentation. Address any team members’ concerns or questions proactively and provide a reasonable amount of time to change the process and gather new equipment or materials, so they have everything they need to be successful.


Step 3: Review & Test

A team of six sit around a table discussing a document.

Ensure the accuracy and usability of your documentation before it’s published.

 

  • Plan an SME Review: Have SMEs review the content for accuracy and completeness. Their insights are invaluable for verifying that the documentation reflects current practices.

  • Test Procedures: Test any documented procedures or workflows to ensure they are clear and effective. This helps identify any gaps or ambiguities that may need clarification.

 

Step 4: Proofread & Finalize

 

Before the final rollout, pay attention to the details.

 

  • Proofread: Check for spelling and grammar errors. A document riddled with mistakes can undermine credibility and decrease readability.

  • Ensure Consistency: Ensure consistency in formatting, headings, fonts, and styles across all documents. A uniform design makes the documents more professional and easier to navigate.

 

Step 5: Roll Out Documentation & Gather Feedback

 

Launch your documentation with a structured approach.

 

  • Announce: Clearly announce the availability of new or updated documentation to your team. Include instructions on where to access it and its purpose.

  • Establish Feedback Procedures: Establish a mechanism for collecting feedback. Encourage team members to share their thoughts on the usefulness of the documentation, as well as any improvements as needed.

  • Update Regularly: Documentation isn’t a one-and-done affair. Review and update your documentation regularly as your processes and team evolve.

 

By following these steps, you can ensure that your documentation rollout is not just hitting "publish," but a strategic effort to enhance operational efficiency and team collaboration within your organization. Effective documentation empowers your team to perform their best while ensuring consistency and compliance across all operations.


 

Need help with rolling out documentation? Contact us to find out how Scriptorium can create, update, and roll out documents that work for and evolve with your organization.



#DocumentationRollout#YEGCommunications#DocumentationSchedule#EditingProcess#BusinessCommunications#TeamWork


 
References

1.         It Glue. (2022). "Rolling Out Documentation to Your Team." A Kaseya Company. Retrieved on December 2, 2024. https://www.itglue.com/blog/rolling-out-documentation-to-your-team/

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Photography from Ampersand Grey and Scriptorium. 

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