Do Not Neglect Project Document Management?

Over the past few years, large and small have gone through some implementation projects of information systems. Some of them are assisting others in carrying out projects. Some of them are responsible for managing the implementation of projects, and others are carrying out other projects through various channels. In the process, they are also constantly thinking about some management problems.

The implementation of information system is very complicated. After so many years, it is gratifying for us to accumulate some successful experiences. Another feeling is to find the joy and sentiment that can be improved again and again. Now I would like to share some of the potentials of document management in project management process.

In the previous article about the implementation process of information system project management, the contents of document management were also mentioned. The purpose of writing this article is to give more detailed understanding of the author's understanding of document management in project management process.

All along, many people are talking about the importance of document management. The most familiar thing is that after the change of personnel in the software project, later people can not recognize the previous code, or the cost of identification is higher.

The fact is that even if the staff did not change for a long time, the writers at that time would not remember what they thought at that time, because time would kill some things, and everyone's thoughts and ways of thinking were also changing.

When a project organization communicates some ideas, it will lead to differences in cognition of the final realization of an idea due to the different structure of individual knowledge and different position and position. Finally, the implementation of the project will also be different. Through a written document, we can form a unified cognition of everyone's cognition and reduce unnecessary communication barriers.

At the same time, clear documents can give participants more room to think.

In order to achieve a good way of communication, we need a variety of documents. There are a lot of documents in the actual project management process. Everyone thinks the documents are important, but when the real documents arrive, they begin to be troubled, and they will be bored and unable to start.

The process of making documents is hard and troublesome. The original sentences have become very troublesome after having documents. They need to correspond to a good format and require different personnel to examine and approve. It is inevitable that they will feel troublesome. After finishing the document, they find that usability is not as high as expected. The real documents do not know where to look for, and the different documents are not unified.

Perhaps it is a statement that management is thought of when things are done without a clue, and for all kinds of documents, there is no exception.

The way of document management

In the process of document management, we need to grasp some important principles and methods, so that our documents can really achieve our purpose.

Management

In the face of all kinds of complicated documents, if all kinds of styles are affected by each person's style, no matter how beautiful or readable, it is necessary to suggest a set of document templates in the process of document management.

When establishing document templates, some formats are required. Some basic elements need to be solidified into the document template to ensure that the contents of the document can be reflected in the document, such as header, footer, history of document changes, directory of documents, font of document, etc.

When we build documents, we should pay attention to the classification of documents. All categories have a clear definition. Users can clearly know which template to use in actual use.

If you use shared directory to manage documents, you need to store templates in a relatively easy folder directory. If you use the information system to manage templates, you'd better make a connection on the front page, or allow users to search quickly.

When establishing a classification, it is necessary to have a common class, or a common class, because there are always some new categories appearing in the actual use process, and some documents that can not be classified, which can be managed by common classes at this time.

For document template changes, we need to be able to inform users in time and do a good job of version management.

In order to find the required documents in complex documents, we need to set up a complete system of document catalog in document management, which mainly includes index management of documents and classification management of documents.

Before carrying out document management, we need to set up a classification for different documents. It is suggested that different classifications can facilitate the search of documents, and can also set different management requirements for different classifications.

If folder management is needed, different folders content arrangement and authority control are also needed. Because of the particularity of folder management, we need to pay attention to the conciseness of permission management. If we adopt information system management, we should pay attention to the establishment of coding system.

A good document classification system enables users to conveniently classify and search documents. The classification of documents also needs to pay attention to the requirement of archive management in some management processes.

There will be many similar documents, or similar descriptions, because different writers will have some differences in the description of some basic concepts or principles. This time, it is necessary to have an index to identify what is the most accurate. This is particularly important in the project management process, because a project group often changes from time to time, and later it is difficult for people to know what is right when facing multiple statements. At the same time, some actual situations will also change, some of which need to be corrected, and some of the previous documents can not be corrected. Therefore, it is also necessary to have an index to clarify the correct statement at this time. This problem can also be improved through the management of the document version. For documents, it is necessary to set up a set of index mechanism. The reason why indexing mechanism is put forward is that it is used in daily documents.

In addition, for those complicated documents, some are just pactional. By means of indexing, some key contents can be placed in a prominent position for easy retrieval and reading.

Regardless of the way of folder or the way of information system, we need to pay attention to the permission management of documents, especially for some archived documents, avoiding the incorrect modification or deletion of archived documents.

Naming specification of documents

All kinds of documents, if their names are diverse or their names are ambiguous, will lead to inconvenience in use and communication. It is necessary to establish an effective naming system.

For the name of a document, it is first necessary to identify the name easily. Some users do not pay much attention to the name of the document. They often use the default name of the file directly, or a name of their own, the name of the project, etc. it is difficult for other users to identify what type of document it is.

In the process of using documents, it can be stipulated that certain types of documents must be placed in some parts of the document or some other keywords, for example, the category of documents will be placed on the head of the file name. For the monthly document, the head must be put in a certain month, etc.

For some documents with different versions, they can be managed in different versions. The version number is specified in the file name, and some special marks can be added to some iconic contents such as the final draft, so that it can be clear about its importance and authority.

These methods will help the document's name to be neat and clear, and users will be more convenient when searching.

In the process of document interaction adjustment, some dates or Modifiers' identities can also be added for pmission. The main purpose is to uniquely identify a document and reduce communication barriers.

Document change management

The change of documents in use is a common phenomenon. The documents that need to be changed need to be restrained by means. The most commonly used method is the management of the version, and the archived documents are stored in a timely manner.

When the document changes, two points need to be achieved: first, the document has a clear change record, mainly for the changing parts, so that each user can not read all the documents after the document changes. Second, the final version of the document should be able to read conveniently. If the change can only be seen by changing history, the cost of the final version will be greatly increased.

When the document changes, it is necessary to notify the relevant people through the necessary channels, for example, by e-mail notification or notice notice, to avoid a large number of users using the old documents after the new document is generated. In the actual operation environment, the way of signing and recycling important documents used by ISO9000 management is worth learning. Of course, some electronic documents need to adopt some other flexible ways to deal with.

Document audit system

Many documents, as a guiding document, need a certain degree of seriousness and authority. Therefore, it is necessary to carry out the necessary examination of documents.

When a document is established and when a document changes, the time for reviewing documents is also necessary for the change of the scope of application of documents.

Through the examination of documents, we can check whether there are any wrong items or unreasonable items. The positions and the knowledge structure of the writers and auditors are different, and the angles and views of how to write a document will be different.

At the same time, the document audit mechanism can also clarify the responsibilities of their respective posts.

Epilogue

The implementation of information system is a responsible management process. It needs all aspects of management to cooperate with each other. The document as an important basis for daily communication and the summary of work results is particularly important. In the process of document management, we should not only pay attention to seriousness, but also consider flexibility. We must act on the basis of normal normalization so that users can use and communicate as much as possible and improve their efficiency.