Effective business documents
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Effective Business Documents Tips to help you get the most from your procedures and other business documents. from
description
Tips to help you get the most from your procedures and other business documents. Condensed from the article "Effective Business Documents" available on our website at http://www.logiqa.com.au or directly on our blog at http://www.logiqa.com.au/?p=656. Author: Mary Gardam
Transcript of Effective business documents
Effective Business Documents
Tips to help you get the most from your procedures and other business documents.
from
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1. Keep it simple
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Who will be using your procedures?
Target your writing style to suit the end-user.
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Consider the abilities of your end-users.
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Documents should be written in a particular style if he is the target…
but differently if they are the
target.
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Consider if the process would be better
represented with pictures or diagrams?
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Is the process very technical?
Is a lot of information required for
troubleshooting?
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Too much information creates confusion…
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Why not link to the information or provide details of the physical
location in the procedure instead?
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2. Less is more
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More documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better SystemMore documents ≠ Better System
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Too many documents = greater administrative
burden to keep documents current
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Ask yourself…
Can I amend an existing document rather than
create a new one?
Use common sense to decide.
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3. Make documents accessible
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Well written documents alone do not make an
effective documentation system.
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If they can’t be located or accessed they may as
well not exist.
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A good quality information
management system will make documents
accessible.
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Access is available whether end users are in the same
building, are in the field or travelling overseas.
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Also, instructions should be readily available at the time the process is
taking place.
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Consider printing work instructions on the
reverse of worksheets.
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Or link the procedure to the applicable results
entry area in your information
management system.
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4. Fresh eyes give a fresh perspective
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Those newest to your organisation see your
systems with fresh eyes.
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They may have some valuable improvement
suggestions. Ask.
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Alternatively consultants can provide
a professional assessment of your
systems.
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5. What’s mine is yours
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Is the right message being received in your
workplace?
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While someone needs to be ultimately
responsible for each document, try to avoid
using terms like “document owner”.
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This term often creates a “hands off” mentality within the workplace whether that is the
intent or not.
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Document improvement suggestions should
always be encouraged.
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Benefits of effective business documents =
quicker and easier training + better utilised documents +
more consistent process.
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And really, isn’t that why they were written?
Click here for more information about Effective Business Documents
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LogiQA provide practical advice and products to assist businesses to meet their certification and accreditation requirements with a focus on achievable business improvement strategies.
We offer expertise in ISO9001 Quality Management Systems and Scientific/Medical accreditation requirements including:
ISO17025 Forensic Science AccreditationISO15189 Medical Laboratory AccreditationISO13485 Medical Device ComplianceISO17025 Testing & Calibration AccreditationDiagnostic Imaging Accreditation Scheme (AUST)
We also provide programming expertise to help support compliance with these requirements.
