Hand written Documentation – The Old Way
Documentation
Documentation – Too Much or Not Enough ?
There is a time and place for very thorough documentation but not every job or interaction needs it
If the job doesn’t need it – it is a waste of time, energy and cash.
If it is required and you ain’t got it – there could be a big problem. There is an old saying – “if it’s not documented – it ever happened”
Overview
- We are all different people
- Some people will instinctively produce lots of documentation whether it is required or not
Too Much Documentation ? – OR Not Enough ?
- Others are very light on documentation, even though it is obviously required
- The level of documentation needs to suit the job at hand
- If it is an Engineering Scope of Work, Technical Document or very specific subject matter – then it needs to cover EVERY contingency. Every last minor detail needs to be covered.
- The Minutes of a meeting may not need all of the arguments – BUT need to be very clear regarding what action was agreed and – if there was dissent – it needs to document that dissent and by whom
- Grey areas are informal/chance verbal interactions – or a casual conversation – if important decisions or comments are made which are binding or similar – they need to be captured.
- Emails are a good way – with a cc to your manager and any other relative people –
- It could be something along the lines of:-
- Following our conversation on Tuesday 10th March – I confirm that it was agreed to XXXXX etc …. Please confirm or otherwise
- Not all people are good to deal with – some people will have a notorious reputation for being difficult – not responding to emails etc – If you have to deal with a person like this – You may wish to end your email with a sentence such as …. “Unless specifically advised otherwise, I will take it that the above meets with your approval”…. And of course cc everyone who may have even the slightest interest in the project
- It is vitally important that all documentation is clear and unambiguous
- It is always a good idea to get a third party who is completely unfamiliar with the project or subject matter to look over the documentation and confirm that it is clear and understandable
- At the end of the day – Think CYA – Cover Your Anatomy
- And finally – ensure that you have a very good Filing System – so that if needed – you can actually find it!
Not Only – But Also ….
When there is a need to take a deep breath and take a break
- Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s – with a bit of armed forces and medieval trivia thrown in
- Regardless of your current status – always ask the question – Is there a Better Way and visit the 3R web page for an overview of the 3R Philosophy Review – Refresh – Reset
- Whenever possible – always follow the KISS Principle
- Challenge yourself and your colleagues with an Engineering Quiz
- Check out Engineering Odd Bits for odd subject matter – including humor and comment
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits