The Importance of Documentation in Project Management
April 14, 2021 Macy Vonderschmidt

The Importance of Documentation in Project Management

Posted in Blog

Documentation is a vital part of the Project Management Process

This week for NETRIO’s Whiteboard Wednesday episode, Brian and Mike are discussing Documentation, which is the fifth tenet of project management. To read about tenets one through four, check out NETRIO’s Blog for a deep dive into project management. 

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What is Project Documentation?

According to Filestage, “Project documentation is the implementation of a streamlined, efficient, and uniform process for producing the key documents that are required to implement a new project successfully. For example, these documents might include, business cases, project status reports, and project requirement sheets.”

Every tenet of project management is important, but having a clear documentation process is vital to the organization, flow and success of the project. Most of us know the definition of documentation, but the context of what the elements are is critical for the project management plan. 

Components of Proper Documentation

During the project planning phase, make sure to set up a schedule upfront for what documentation will be produced. This will include who is going to produce the documentation, what documents need to be created and at what frequency. Any additional parties should be aware of this information to know what kind of documentation they can expect to see during the process. This step will set the stage and ensure everyone involved is informed and on the same page. 

The type of documentation will depend on the project, but any of these documents that are produced should be based on a template so that they are standardized and you are reporting the same data at the same frequency. Producing reliable documentation for third parties and your own team is invaluable and understated. 

During meetings, the notes should be captured along with action items and memorializing them in the status reports to send as a follow-up after the call. NETRIO recommends sending the meeting status report no more than an hour after the call.  

The Next Tenet

The frequency of project documentation leads us into our next tenet, risk analysis. In each status report, you are essentially communicating the risks associated with each task. Next week, we will dive into risk analysis as it relates to project management. 

This blog post is part of NETRIO’s weekly Whiteboard Wednesday series. Follow along on Linkedin and YouTube each week as Brian and Mike discuss use cases, new technology, and trends. The goal is to provide insights for enterprise customers and channel partners, trying to solve complex problems using technology.