• Goals
  • Describe at documentation.
  • Excel at documentation

Documentation (What)

Documentation is the process of systematically capturing and recording information in written, digital, or other retrievable forms by an individual, group, or entity (e.g., a website, organization, or software system) for future reference or archival purposes.

Examples

• Taking notes during a meeting, phone call, or college class.

• Photographing parts of a car engine so that you can better remember how to put it back together after you are done working on these parts.

• Writing down a plan before you build a deck and then taking notes during the build process.

• Researching information about how to use Google and writing this down so that you can review this information the next time you need it.

• Adding comments to computer code for your future use and for the future use by others who might use your code.

Rationale for Documentation

Here are some reasons why being skilled at documentation is worthwhile.

1. Optimize decision making; better thinking.

2. Like having a brain that never forgets.

3. Maximize productivity.

4. Save enormous amounts of time.

5. Easily find information.

6. Enhance learning, research, problem solving, communication, and many other things.

7. Essential for most companies; need records of many things: customers, parts, transactions, procedures, and so on.

8. Recording your life or journey so you can look back, write a memoir, or similar.

Types of Documentation

1. Personal Documentation: This type of documentation is primarily for your personal use and involves capturing information about your projects, travels, plans, learning experiences, emotions, ideas, and more. It serves as a personal record of your journey through life.

2. Group Documentation: Group documentation focuses on information that is of collective interest within a group. It includes meeting notes, project documentation, methods, agreements, plans, and any data that helps the group function effectively and share knowledge.

3. Public Documentation: Public documentation is created with the intention of sharing information with others. It can take various forms, such as documenting computer code for fellow programmers, creating product manuals, writing textbooks, editorials, or any content aimed at conveying knowledge to a wider audience.

Documentation (How To)

Principles

1. Payoff. Ensure that the rewards that arise from documentation greatly exceed the drawbacks (time, cost, effort, hassles, and so on)

2. Document just about everything.

3. Short term memory is not very good. Thus, write things down.

4. There are many documentation tools and systems: pencil and paper, cameras, logbooks, Evernote, computer files, databases, and so on. Find the best

Framework

Repetitions: For each entity (travel, finance, professional work, learning, ..) that is beneficial to document, repeat the following actions while continually improving your payoffs.

1. Design. Figure out what you most want in your documentation system. Figure out how to build a system that will give this to you. Build it.

2. Application. Use this system for a time period. Pay attention to what’s working and what concerns arise.

3. Reflective Thinking: Look back on your experiences and figure out next steps, how to improve things, how to address concerns, and so on.

Tips

1. The logbook is the best single way to document.

2. For complexity, databases are awesome.

3. The 5% rule: ensure that document slows you down less than 5%.

Summary

What: Documentation refers to the process of capturing information so that you can access and use it in the future.

Why: Effective documentation (ED) provides many rewards: better thinking, huge time savings, clarity, better organization, and so forth.

Types: Documentation systems can be categorized into three types: (a) personal, for individual use; (b) group, for collaborative efforts; and (c) public, for information accessible to the general audience.

How: The Effective Documentation (ED) method employs a cyclical process of Design-Apply-Improve. Initially, it involves designing the documentation system to meet specific needs. Following this, the system is applied over a designated period. After application, the system undergoes a systematic review to identify areas for improvement. These enhancements are then implemented, setting the stage for the cycle to repeat, progressively refining and optimizing the documentation system.