Learn how to manage program documentation effectively and efficiently with these six best practices. Choose the right tools, establish a document hierarchy, follow a document lifecycle, and more.

It's important to consider that there is no 1-size document management fits all. Document management varies from industry to industry, then from organization to organization in that specific industry, and even internal departments within an organization. There may be similarities, but there is no 1 single document management formula-solution. In this case, document management professionals must then be able to understand and interpret the international best practices, or organization polices, or department procedures, wherever/whatever their status quo. By this, they will be able to tailor fit a document management system that will best serve the whole team/department/organization.

What is the best way to manage program documentation?

Program documentation is a vital part of any program management process. It helps you communicate your goals, scope, risks, deliverables, and progress to your stakeholders, team members, and sponsors. However, managing program documentation can be challenging, especially when you have multiple projects, dependencies, and changes to deal with. In this article, you will learn some best practices for managing program documentation effectively and efficiently.

1 Choose the right tools

The first step to manage program documentation is to choose the right tools that suit your needs and preferences. There are many options available, such as cloud-based platforms, document management systems, collaboration tools, and templates. You should consider factors such as ease of use, accessibility, security, integration, and customization when selecting your tools. You should also ensure that your tools are compatible with your program standards and guidelines, and that they can support different formats and versions of your documents.

Add your perspective

Hariom Singh

Staff TPM | Omni - Health & Wellness | Co-Author - GenAI | PH.D. | MBA | PMP, RMP
Report contribution
Keeping your program documentation in order is like having a well-organized tool shed. Start by choosing the proper toolbox—cloud-based platforms or document management systems—that aligns with your project's needs and security measures. Think of your documents like tools organized by size and function; create a hierarchy to help you and your team know exactly where to find what you need. Your toolbox should also have a maintenance schedule—regular check-ins for updates and reviews to keep everything current. Lastly, use templates; they're your instruction manuals that help maintain consistency and quality in your documentation.

Like
Kader Hussain

Document Controller at wasl group
Report contribution
Consider the Tools should be suitable with other stakeholders those are involved in the same project in order to integrate the process easily to avoid any delay in the work flow. Consider the selected tool suitable to the budget to avoid any additional variation. Training to be provided to the users

Like

2 Establish a document hierarchy

The second step to manage program documentation is to establish a document hierarchy that defines the structure, relationships, and roles of your documents. A document hierarchy can help you organize your documents logically and consistently, and avoid duplication and confusion. You should create a document hierarchy that reflects your program objectives, phases, and deliverables, and that aligns with your program governance and reporting requirements. You should also assign owners, reviewers, and approvers for each document, and specify their responsibilities and expectations.

Add your perspective

Natalie Jacobs

Music business advocate | Helping music companies optimize their data and workflows to ensure top-tier service for artists and songwriters | Passionate about educating on the business of music
Report contribution
Think of your document hierarchy a little bit like a website - easy to navigate and clearly organized. Considering drawing up a basic framework before you commence so that you don't have to keep moving things around on the fly. One thing that we have found helpful in the past is to include a page within the document that clearly defines who wrote the document and the list of approvers (including date of sign off). All too often, documents get out of date, contributors may have left the company, and updating it without knowing what came before can be very time consuming.

Like

3 Follow a document lifecycle

The third step to manage program documentation is to follow a document lifecycle that outlines the stages, processes, and actions for creating, updating, reviewing, approving, and storing your documents. A document lifecycle can help you ensure the quality, accuracy, and relevance of your documents, and comply with your program policies and procedures. You should define a document lifecycle that covers aspects such as planning, drafting, editing, validating, publishing, distributing, archiving, and disposing of your documents.

Add your perspective

4 Use standard templates and formats

The fourth step to manage program documentation is to use standard templates and formats that provide a consistent and professional look and feel for your documents. Templates and formats can help you save time and effort, and improve the readability and usability of your documents. You should use templates and formats that match your program branding and identity, and that follow your program style guide and conventions. You should also customize your templates and formats to suit your program context and audience, and to highlight your key messages and information.

Add your perspective

5 Update and review your documents regularly

The fifth step to manage program documentation is to update and review your documents regularly to reflect the current status and changes of your program. Updating and reviewing your documents can help you keep your stakeholders, team members, and sponsors informed and engaged, and avoid potential issues and risks. You should update and review your documents according to your program schedule and milestones, and according to the feedback and inputs from your document owners, reviewers, and approvers.

Add your perspective

6 Store and share your documents securely

The sixth and final step to manage program documentation is to store and share your documents securely to protect your program information and assets. Storing and sharing your documents securely can help you prevent unauthorized access, modification, or deletion of your documents, and comply with your program regulations and standards. You should store and share your documents using your chosen tools, and following your program access and permission rules. You should also backup and archive your documents regularly, and dispose of them when they are no longer needed.

Add your perspective

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

Add your perspective

Gideon Hope Cachero

Design Analyst (Lead Document Control Analyst) @ center3 | Information Management Excellence | Documentation Excellence
Report contribution
It's important to consider that there is no 1-size document management fits all. Document management varies from industry to industry, then from organization to organization in that specific industry, and even internal departments within an organization. There may be similarities, but there is no 1 single document management formula-solution. In this case, document management professionals must then be able to understand and interpret the international best practices, or organization polices, or department procedures, wherever/whatever their status quo. By this, they will be able to tailor fit a document management system that will best serve the whole team/department/organization.

Like
Natalie Jacobs

Music business advocate | Helping music companies optimize their data and workflows to ensure top-tier service for artists and songwriters | Passionate about educating on the business of music
Report contribution
It is helpful to create documentation as you go, not wait until the end of the program to start creating. Have a basic set of documents that you know you will need and assign contributors just the same as any other tasks. If stakeholder input is needed (such as to approve), build that into their time so that they are aware. By waiting until the end to write all your documents, you will find that you may be missing essential details, you are crunched for time, or potentially even delaying launch because key documentation isn't prepared.

Like

What is the best way to manage program documentation?

1

2

3

4

5

6

7

1 Choose the right tools

2 Establish a document hierarchy

3 Follow a document lifecycle

4 Use standard templates and formats

5 Update and review your documents regularly

6 Store and share your documents securely

7 Here’s what else to consider

Program Management

Rate this article

Thanks for your feedback

More articles on Program Management

More relevant reading

What is the best way to manage program documentation?

1

2

3

4

5

6

7

1 Choose the right tools

2 Establish a document hierarchy

3 Follow a document lifecycle

4 Use standard templates and formats

5 Update and review your documents regularly

6 Store and share your documents securely

7 Here’s what else to consider

Program Management

Rate this article

Thanks for your feedback

Explore Other Skills