Creating Solid Internal Documentation: Top Steps on How to Do So

No matter what size your company is, good internal documentation is key to success. By taking the time to create and maintain quality documents, you’ll save time and frustration down the road. However, creating and keeping up with accurate and up-to-date internal documentation can seem daunting.

With good organization and the help of trusted documentation tools, you’ll be on your way to having a successful company without any fallbacks. If you’re not sure where to begin, following these top steps can help make the process a breeze.

What Is Internal Documentation?

Internal documentation is any type of documentation that is created and used within an organization. This can include things like process documentation, how-to guides, workflows, policies, and more. Internal documentation is typically created by employees in order to help other existing employees or contractors do their jobs better or more efficiently. It can also be used to help new employees or contractors understand the organization and how it works.

The Importance of Internal Documentation

Internal documentation is important for a number of reasons. First, it can help improve efficiency within an organization by providing clear instructions on how to do things. This can save time and money by eliminating the need for employees to figure things out on their own.

Second, it can help improve communication within an organization by providing a common reference point for employees. This can also help prevent misunderstandings and miscommunication. Finally, it can help improve the overall quality of work within an organization by providing a standard to which employees or contractors can be held accountable.

Creating Internal Documentation

Creating internal documentation can be a time-consuming process, but it is typically worth the effort. For organizations that don’t already have internal documentation, it can be helpful to start small and gradually add more over time.

It is also important to make sure that the documentation is kept up-to-date and accurate. One way to do this is to create a process for regularly reviewing and updating the documentation. Another way is through using documentation tools that will help you stay organized and up to date.

Main Differences Between Internal and External Documentation

For a business, both internal and external documentation is essential. An internal document serves your employees while an external document supports your customers.

Internal documentation is only meant for the employees. This document contains information that employees can use to be more productive, make better business decisions and perform their work efficiently. Your employees can access this document securely.

External documentation, on the other hand, is designed to help customers solve problems related to your products and services. This document is a self-help tool that helps customers solve simple problems. This document is accessible by customers and prospects, not internal documentation.

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How to Write Internal Documentation?

There is no one answer to this question since it can vary depending on the company, team, or project. However, here are a few tips to help you write good internal documentation.

Use Simple Language

A document that is stuffed with acronyms and jargon is not something anyone wants to read. Your documentation should not be difficult to understand for employees. Make sure you use everyday language that is easy to understand. Include a definition if you have to use technical terms.

Follow a Style Guide

We have already mentioned that you should follow a style guide while writing documentation. Style guides help ensure that your documentation is consistent and aligns with your company’s brand. The knowledge base can include your style guide, which is accessible to everyone.

Add Images and Videos

Videos and images bring life to your content and break down what could otherwise be a wall. Screenshots can be used to demonstrate to employees how to follow a process. Diagrams can help to simplify complex processes.

Add Tags and Meta Description

Consider how your content will appear in search results for your users. It should be optimized with meta descriptions and tags that are searchable by the engine. This will help the user find relevant content.

Put Restrictions When Necessary

Sometimes you restrict content access so that it is only available to a few people or teams after publication. For example, you might want to restrict access to information about your sales prospects to your sales team.

Bottom Line

Internal documentation is important for any company because it allows new employees to understand the culture and values of the organization. It also ensures that everyone is on the same page regarding processes and procedures. By taking the time to write internal documentation, you can save your company time and money in the long run.