Publish date:

• 22nd January, 2024

Project documentation is a collation of information & documents that captures all the deets about a project. Generally, a specialist professional known as a project manager gathers the required documents for every stage of a project, such as files related to quotes, objectives, needs, design, implementation, cost, testing, deployment, and support. The reason for project documentation is to locate relevant information in a unified location to make referencing & communication simpler.

The advantages of product documentation:

1. Enhanced communication - Documenting the project makes sure that it is transparent and everyone involved is on the same page, making updates on varied milestones, schedules, and deliverables a simple affair.

2. Improved collaboration between teams - With all documents related to a project collated and available to members from different teams at the same time, collaboration is improved. Project documentation ends team silos. Everyone can see what everyone else is assigned and the progress made. This leads to everyone working in tandem to meet the goals assigned for the project.

3. Better accountability from project members – Documentation of each step of a project means ensuring that the many stakeholders are liable for their duties and responsibilities.

Various documents that are needed in project management and are not limited to:

• Project charter: It lists the scope, goals, components, and stakeholders, and is the main reference for the project

• Statement of work: An agreement between the two parties that determines the scope & goals of a project, deployed when working with external parties

• Project status reports: These reports aid project managers monitor the latest updates on varied tasks to see the health of a project

• Risk management plan: A skeleton overview of potential risks and speed breakers in a project with contingencies to deal with them, in case they surface

• Issue tracker: A route for project managers to monitor various issues that surface at any time, that prevent them from escalating in the future

• Technical document: A document containing the details for using, designing, or developing a technical system along with information on functions and safety

• Rollout plan: It lists how a system will be implemented in a firm including steps, training, and phases

Many companies recognise that a dedicated project management app such as monday.com is ideal for managing projects of different complexities including documentation. When opting for a PM tool, it is difficult to ascertain which tool has the functionality the company needs. Companies opt for the one that is right for the project’s scope and the team’s requirements.

monday.com is the ideal PM tool for the following reasons:

• It is simple in design without complex learning or training

• It provides access controls to project management

• It comes with built-in project documentation templates

• It easily integrates with a host of business tools like Slack, Jira, Outlook, or Google Drive

• The software and templates can be customised as per the requirements

We are a registered monday.com partner and are happy to get on a virtual discovery session to see how it can be a game changer whether for managing projects of any complexity or even your Customer relationship and HR processes.

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About the Author

Rahul Ray

Rahul is a seasoned consultant in travel, transport and hospitality sector subject matter expert with over 20 years of experience and constantly challenging himself to re-define travel distribution and channels, Dedicated Son, Love Nature and Politics both