In the deep trenches of the SharePoint and Google Drives of modern organizations, documentation often hides in the shadows. Scattered across digital and physical locations, accessible only if you already know of its existence. And the opposite is also true. People sometimes can see documents they shouldn't, which can make it hard to find the right information and might expose sensitive data.

The question arises: where do you start on your journey to map out your ideal documentation structure, aligning it with the very heartbeat of your organization? Fear not, the 5 steps below will form the starting point that will guide you through this quest! 🧙✨

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Step 1: Map Out Your Organization

Understanding the lay of the land is paramount to create structure. Therefore, we begin by mapping the intricate web of your organization. Seek the organogram, or craft a new one if it is already created. Map out the departments and sub-teams, for each has its unique hunger for knowledge. 🌐🔍

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Step 2: Create documentation use cases using one liners

Now, let us dive deeper. Map out the many information needs that run through your organization's veins. How do we suggest you start? Create use case one liners!

As a [role], I want documentation about [subject], on the moment that [occasion], so I can [achieve purpose].

At this stage, we’re in the brainstorming phase. Just write down any possible use case, and later on you can validate them in your organization. We recommend using a workshop format to define the use cases in your organization. In addition, feel free to not only stay with what is happening right now, but also define use cases that can be opportunities to operate more effectively.

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Step 3: Detail Out Documentation Use Cases - The Art of Precision

The high-level use cases are but the beginning. Now, let’s use our documentation skills to delve deeper and detail out your documentation use cases. Per use case onliner, define the details described below. 🗺️🔍

• Which mystical processes belong to this use case?
• Who, among your team, shall be the owner of this documentation?
• Who shall keep these documents fresh and up to date?
• What are the tags we want to add to this document? To help categorize and organize our documentation later on, start tagging documents in time. 📚🌌
• Who shall be granted the privilege of gazing upon these sacred documents (viewing rights vs editing rights)?

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Step 4: Connect Documentation Use Cases to Your Mapped-Out Organization

Just like connecting puzzle pieces, you need to match your documentation use cases with the departments that need them. Figure out which part of your organization has which documentation needs, and together with your team lay out the puzzle of who needs what access.

This will be a puzzle that is not simple to align with everyone. We recommend creating a map of the entire documentation infrastructure. Review this map with your fellow co-workers to ensure every thread is in its rightful place. Together, you can sense-check the web of knowledge you've woven. As an end result, you should have your future file structure with related permissions per file. 🌊🌐

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Step 5: Move away from the Drawing Table

Now, as we leave the drawing table and look at the new big picture of our documentation setup, the vision, it's time to look at making the transition from the AS IS. This means taking a thorough look at the current documentation available.

1. Which documents are outdated and can be archived?
2. Which documents fall within which documentation use cases, and in which files should they be?
3. How fast can we make the transition of the documents to their new places?

We recommend creating a change management plan for larger transitions, and do a walkthrough of different scenarios to ensure you have not missed unexpected organizational impact. Together with your TO BE file structure and change management plan, you are now able to start the transition process to your new documentation infrastructure.

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In the mystical art of crafting your ideal documentation structure, the path may seem uncertain, but fear not, for you are not alone. Finding where to begin is a challenge that even the wisest sorcerers face. We hope this enchanted high-level guide, infused with the wisdom of ages, has illuminated your path. 🧙♂️📜✨