The document provides tips for creating effective business documents. It recommends keeping documents simple by targeting the writing style to the intended end user and considering their abilities. Less is more - too many documents create a burden to keep them updated so existing documents should be amended where possible. Documents must also be accessible to end users whether they are onsite or remote. Fresh perspectives from new employees or consultants can provide useful feedback on improving documentation systems. Responsibility for documents should be shared rather than assigned to a single "owner" to encourage suggestions from all.

1. Effective Business
Documents
from
Tips to help you get the most from your procedures
and other business documents.

2. 1. Keep it simple
Effective Business Documents, LogiQA, Page 2

3. Who will be using your
procedures?
Target your writing style
to suit the end-user.
Effective Business Documents, LogiQA, Page 3

4. Consider the abilities of
your end-users.
Effective Business Documents, LogiQA, Page 4

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 5

6. Consider if the process
would be better
represented with
pictures or diagrams?
Effective Business Documents, LogiQA, Page 6

7. Is the process very
technical?
Is a lot of information
required for
troubleshooting?
Effective Business Documents, LogiQA, Page 7

8. Too much information
creates confusion…
Effective Business Documents, LogiQA, Page 8

9. Why not link to the
information or provide
details of the physical
location in the procedure
instead?
Effective Business Documents, LogiQA, Page 9

10. 2. Less is more
Effective Business Documents, LogiQA, Page 10

11. More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
More documents ≠ Better System
Effective Business Documents, LogiQA, Page 11

12. Too many documents =
greater administrative
burden to keep
documents current
Effective Business Documents, LogiQA, Page 12

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 13

14. 3. Make documents
accessible
Effective Business Documents, LogiQA, Page 14

15. Well written documents
alone do not make an
effective documentation
system.
Effective Business Documents, LogiQA, Page 15

16. If they can’t be located
or accessed they may as
well not exist.
Effective Business Documents, LogiQA, Page 16

17. A good quality
information
management system will
make documents
accessible.
Effective Business Documents, LogiQA, Page 17

18. Access is available whether
end users are in the same
building, are in the field or
travelling overseas.
Effective Business Documents, LogiQA, Page 18

19. Also, instructions should
be readily available at
the time the process is
taking place.
Effective Business Documents, LogiQA, Page 19

20. Consider printing work
instructions on the
reverse of worksheets.
Effective Business Documents, LogiQA, Page 20

21. Or link the procedure to
the applicable results
entry area in your
information
management system.
Effective Business Documents, LogiQA, Page 21

22. 4. Fresh eyes give a fresh
perspective
Effective Business Documents, LogiQA, Page 22

23. Those newest to your
organisation see your
systems with fresh eyes.
Effective Business Documents, LogiQA, Page 23

24. They may have some
valuable improvement
suggestions. Ask.
Effective Business Documents, LogiQA, Page 24

25. Alternatively
consultants can provide
a professional
assessment of your
systems.
Effective Business Documents, LogiQA, Page 25

26. 5. What’s mine is yours
Effective Business Documents, LogiQA, Page 26

27. Is the right message
being received in your
workplace?
Effective Business Documents, LogiQA, Page 27

28. While someone needs to
be ultimately
responsible for each
document, try to avoid
using terms like
“document owner”.
Effective Business Documents, LogiQA, Page 28

29. This term often creates a
“hands off” mentality
within the workplace
whether that is the
intent or not.
Effective Business Documents, LogiQA, Page 29

30. Document improvement
suggestions should
always be encouraged.
Effective Business Documents, LogiQA, Page 30

31. Benefits of effective
business documents =
quicker and easier training +
better utilised documents +
more consistent process.
Effective Business Documents, LogiQA, Page 31

32. And really, isn’t that
why they were written?
Click here for more information about
Effective Business Documents
Effective Business Documents, LogiQA, Page 32

33. Icon Credits
Files designed by Pieter J.Smits from the Noun Project
Graduate designed by Thomas Weber from the Noun Project
Test Tube designed by Blake Thompson from the Noun Project
Inbox designed by Leslie Zander from The Noun Project
Binoculars designed by Stephen West from The Noun Project
Delivery Man designed by jon trillana from The Noun Project
City designed by Thibault Geffroy from The Noun Project
Rural designed by Evan Caughey from The Noun Project
Team designed by Björn Andersson from The Noun Project
Businessperson designed by Olivier Guin from The Noun Project
Bullhorn designed by Shane Miller from The Noun Project
Lock designed by Andy Fuchs from The Noun Project
Effective Business Documents, LogiQA, Page 33

34. 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:
ISO17025 Forensic Science Accreditation
ISO15189 Medical Laboratory Accreditation
ISO13485 Medical Device Compliance
ISO17025 Testing & Calibration Accreditation
Diagnostic Imaging Accreditation Scheme (AUST)
T (07) 3172 7744
E enquiries@logiqa.com.au We also provide programming expertise to
PO Box 117, Salisbury Q 4107 help support compliance with these
www.logiqa.com.au requirements.
Effective Business Documents, LogiQA, Page 34