Rethinking Process Documentation: Less is More

Dear Knowledge Management Enthusiasts,

This week, we're diving into a topic often overlooked in our field: the art of creating effective process documentation. As knowledge workers, we're frequently tasked with documenting processes, but are we doing it in the most effective way?

Key Takeaways:

1. Not all processes need comprehensive manuals: Sometimes, the most effective documentation is concise and readily available at the point of need.

2. Location matters: The best place for instructions might be where the task is performed - think of airline safety cards or recipe instructions.

3. Match documentation to the task and user: Complex, high-risk processes may require detailed docs, but everyday tasks often benefit from simplicity and accessibility.

4. Focus on clarity, not complexity: The goal is to help people do their jobs effectively, not to create lengthy documentation.

5. Consider alternatives: Could a checklist, improved UX, or process elimination be more effective than traditional documentation?

Food for Thought:

Safety signs are often good examples of process docs. They are:

• Concise

• Visually clear

• Located exactly where it's needed

• Addressing a specific, immediate need

  

  How can we apply these principles to our knowledge management practices?

And Of Course, the Power of Video Instructions

Video has emerged as a powerful tool for process documentation. Here's why you should consider incorporating video instructions into your knowledge management strategy:

1. Visual learning: Many people are visual learners. Video allows them to see the process in action, making it easier to understand and remember.

2. Demonstration of complex tasks: Some processes are difficult to describe in text but can be easily demonstrated visually.

3. Engagement: Videos can be more engaging than text, potentially increasing the likelihood that employees will actually use the documentation.

4. Accessibility: With smartphones, tablets, and computers everywhere, video instructions are easily accessible when needed.

5. Consistency: Videos ensure that every viewer receives the same information, reducing the risk of misinterpretation.

6. Time-saving: In many cases, watching a short video can be quicker than reading a lengthy document.

Action Item:

This week, review a process document you've created or used regularly. Ask yourself:

1. Is this information available when and where it's needed?

2. Could it be simplified without losing essential information?

3. Is there a more effective way to present this information?

Remember, our goal as knowledge workers isn't to create great documentation - it's to help people do their jobs effectively. Sometimes that means writing less, not more.

Bye for now,

Your Secret Knowledge Worker Team