Tuesday, August 5, 2025

Unified Document Approach


 

Streamlining Our Documentation: A Unified Approach for IT Operations

Introduction

In today's fast-paced IT environment, information overload is a constant challenge. Teams are juggling multiple document types, struggling with version control, and ultimately losing valuable time searching for the right resources. But what if there was a better way? Let’s explore how a unified approach to documentation can transform your operations – boosting efficiency and empowering your team.

The Problem – A Crisis in Documentation

“It was chaos,” Mark, our Senior Network Operations Center Analyst, confessed with a sigh. “Documentation practices were inefficient and fragmented, leading to low engagement and poor maintenance. The abundance of document types—such as operational guides, system guides, user guides, job aids, and run books—created confusion and discouraged employees from documenting their work. We weren’t just struggling with volume; we were battling a fundamental disconnect in how information was created, stored, and used.”

The core issue stemmed from the way IT Service Desk personnel – whose roles demand rapid response – often bypassed comprehensive documentation in favor of short-form knowledge base (KB) articles. These articles, however, were stored in a separate system and frequently maintained without input from technical writers, resulting in outdated and inconsistent information. This created a vicious cycle: the need for quick answers led to fragmented KB entries that further complicated finding accurate solutions.

This fragmented approach caused several critical issues:

·        Employees are unsure which document type to use or what content is required. The sheer variety of options paralyzed users, leading to hesitancy and ultimately, a reliance on informal methods.

·        Long-form documents become obsolete due to lack of updates. With no central governance, valuable operational guides languished, unused and out of date.

·        KB articles proliferate without proper oversight. The KB repository exploded in size, becoming a chaotic source of disconnected information.

·        Many resort to storing information in personal tools like OneNote, further decentralizing knowledge. This created isolated pockets of data, undermining any attempt at consistency or control.

Essentially, we were drowning in documentation because the evolution of our documentation process was out of synch with how we operated.

The Turning Point – A Unified Solution

That’s where I stepped in – as a technical writer – with an idea: a unified document template. We recognized that the solution wasn't just about creating more templates; it was about fundamentally changing how we approached documentation.  We proposed building a central SharePoint Online hub, leveraging existing document type templates and introducing a master template that would house common formatting styles and auto-text blocks. The goal? To eliminate the confusion surrounding document types and create a single source of truth for all our documentation.

Crucially, this addressed the KB issue by providing a framework for creating concise, targeted articles that could then be linked to from the master template.  We utilized MS Word’s Building Blocks and Auto Text to dynamically populate document types – ensuring consistency while allowing for tailored variations where needed. This wasn't about imposing rigid structures; it was about creating a flexible foundation for efficient documentation.

Resolution

Within weeks, the entire organization began adopting the unified template. The confusion vanished. The IT Service Desk team reported a significant reduction in call resolution times – they could quickly find and apply the correct procedures. The NOC team streamlined their incident response processes, leading to faster problem identification and resolution. “It’s not just about efficiency,” Mark concluded. “It's about empowering our teams to do their best work.” We’ve since expanded the template library and continue to refine it based on user feedback – a testament to the power of a well-structured approach.

Guiding Principle

Content First, Structure Second—Clarity Always.

A unified document template is a tool for coherence, not confinement. It provides a consistent framework for labeling and organizing information, but it must never overshadow the primacy of the content itself. The template exists to serve the message—not to define it. In every document, the goal is to make meaning accessible, not to impose meaning through form.

Short Manifesto: The Unified Template Ethos

1.       Label with Purpose
Document type labels clarify intent and context. They are signposts—not definitions.

2.       Structure with Integrity
Templates shape the flow of information, guiding readers without dictating thought. They are scaffolds—not cages.

3.       Honor the Content
The essence of any document lies in its ideas. Content must remain sovereign—unbound by format, free from dependency.

4.       Unify, Don’t Uniform
A unified template promotes harmony across documents, but never at the cost of individuality. It is a shared language—not a single voice.

5.       Adapt and Evolve
Templates must grow with the needs of the content they support. Rigidity is the enemy of relevance.

About the Author

Daryl Horton is a technical and creative writer who is passionate about being creative. He has comprehensive training in business information management, information systems management, and creative and technical writing. Daryl has the knowledge and skills to help organizations optimize their performance and maximize their potential. He spent several years in a Knowledge Management PhD program at Walden University, nearly completing it, but resigned from the program during his dissertation phase to pursue his passion for creativity (http://www.abolitic.com/). Despite his love for creativity, he often finds himself participating in groups where his technical experiences add value.

You can find more information about Daryl Horton on his LinkedIn page at https://www.linkedin.com/in/darylhorton/.

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