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
Effective Business Documents, LogiQA, Page 3
Who will be using your procedures?
Target your writing style to suit the end-user.
Effective Business Documents, LogiQA, Page 5
Documents should be written in a particular style if he is the target…
but differently if they are the
target.
Effective Business Documents, LogiQA, Page 6
Consider if the process would be better
represented with pictures or diagrams?
Effective Business Documents, LogiQA, Page 7
Is the process very technical?
Is a lot of information required for
troubleshooting?
Effective Business Documents, LogiQA, Page 9
Why not link to the information or provide details of the physical
location in the procedure instead?
Effective Business Documents, LogiQA, Page 11
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
Effective Business Documents, LogiQA, Page 12
Too many documents = greater administrative
burden to keep documents current
Effective Business Documents, LogiQA, Page 13
Ask yourself…
Can I amend an existing document rather than
create a new one?
Use common sense to decide.
Effective Business Documents, LogiQA, Page 15
Well written documents alone do not make an
effective documentation system.
Effective Business Documents, LogiQA, Page 16
If they can’t be located or accessed they may as
well not exist.
Effective Business Documents, LogiQA, Page 17
A good quality information
management system will make documents
accessible.
Effective Business Documents, LogiQA, Page 18
Access is available whether end users are in the same
building, are in the field or travelling overseas.
Effective Business Documents, LogiQA, Page 19
Also, instructions should be readily available at the time the process is
taking place.
Effective Business Documents, LogiQA, Page 20
Consider printing work instructions on the
reverse of worksheets.
Effective Business Documents, LogiQA, Page 21
Or link the procedure to the applicable results
entry area in your information
management system.
Effective Business Documents, LogiQA, Page 23
Those newest to your organisation see your
systems with fresh eyes.
Effective Business Documents, LogiQA, Page 24
They may have some valuable improvement
suggestions. Ask.
Effective Business Documents, LogiQA, Page 25
Alternatively consultants can provide
a professional assessment of your
systems.
Effective Business Documents, LogiQA, Page 27
Is the right message being received in your
workplace?
Effective Business Documents, LogiQA, Page 28
While someone needs to be ultimately
responsible for each document, try to avoid
using terms like “document owner”.
Effective Business Documents, LogiQA, Page 29
This term often creates a “hands off” mentality within the workplace whether that is the
intent or not.
Effective Business Documents, LogiQA, Page 30
Document improvement suggestions should
always be encouraged.
Effective Business Documents, LogiQA, Page 31
Benefits of effective business documents =
quicker and easier training + better utilised documents +
more consistent process.
Effective Business Documents, LogiQA, Page 32
And really, isn’t that why they were written?
Click here for more information about Effective Business Documents
Effective Business Documents, LogiQA, Page 33
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Effective Business Documents, LogiQA, Page 34
T (07) 3172 7744
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www.logiqa.com.au
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:
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