5 Main Steps for Building Internal Documentation Successfully

Your employees might not be productive if they have unstructured or unorganized information about work, and this eventually leads to lower profits. For this reason, modern businesses now have information hubs that employees can access to increase productivity and reduce information scavenging.

This is a place where you can gather all of your business’s information. Employees can complete their work efficiently and on time by having access to internal documentation. This will be a huge benefit to your marketing, sales, finance, and customer support teams.

There are many types of internal documentation. But before you dive into the details, let’s discuss why they are so important for today’s business operations.

What Is Internal Documentation and How to Create It?

Internal documentation is a record that contains all information about a company. It includes its processes, practices, and software specifications. Internal documentation can be used by employees to help them get their work done and standardize performance across the company.

Before you start creating your internal documentation, make sure you have a brainstorming session with your team. All ideas are great ideas that can help you complete your internal documentation but try not to overdo it, as it’ll be too complex.

Today, businesses use documentation tools to organize, publish, and bring their content closer to clients, no matter if it’s technical or public. In the following, check out how to create internal documentation for your own company.

Be Clear and Concise

To keep your internal documentation process clear and organized, categorize your content using the tools provided by your chosen software. This will help you take advantage of all its features and make the most of your time.

To put it simply, your business’s design should be cohesive and easy to digest for employees. If there are too many subcategories in your content, individuals will likely have a difficult time understanding it.

When creating internal documentation, you should use simple language that is easy to understand. This will make it easier for everyone in your business to access and use the information. So, skip the unnecessary professional jargon and explain everything as simply as possible.

If you must use professional terms, make sure you provide an explanation for them. You can also provide your team with valuable links throughout the document, so that they can broaden their knowledge, without making the document too long.

Follow One Style and Stay Consistent

When creating internal documentation for your business, it is important to remain consistent with your writing style. This will help ensure that all of your documents are easy to read and understand. Try to stick to a single style, and be sure to use proper grammar and spelling.

Always make sure you proofread the document or have someone look at the document for you. A fresh pair of eyes will spot any mistakes and complex sentences easier.

You should also pay attention to the tone of voice you use in the document, and make sure you stay consistent with it as well. If you choose to be semi-formal in one document, you’ll need to follow that tone throughout all the other documents.

Add Images and Videos Whenever Possible

Adding images and videos can help make your internal documentation more engaging and informative. When selecting images or videos, be sure to choose ones that are relevant to your content, and that will help your readers understand what you’re trying to communicate. You may also want to consider using infographics or other types of visual aids to support your text.

Don’t Forget Tags and Meta Descriptions 

Tags and meta descriptions will rank your document higher and make it more visible. Don’t forget to add them to your internal documents. By using relatable tags and meta, you’ll help users find relevant content quickly.

Use Restrictions if Needed

In certain cases, you can restrict access to content so it is only accessible to certain people or teams after publication. For example, you might restrict information about sales prospects to your sales team.

Bottom Line

If you follow the five steps we’ve outlined in this blog post, you will be on your way to having amazing internal documentation that your employees will find very useful. Remember to always communicate with your team and include them in the creation process. Documentation is a crucial part of any business operation and by taking the time to do it right, you can set yourself up for success.