Spreadsheet improvements 4/9: Documentation
This is the fourth deep dive of the “9 ways to improve your spreadsheets” blog series.
This post elaborates on the importance of ensuring all stakeholders have access to the relevant documentation.
Written By Séan Smith
The dullest yet most valuable trick in the (work)books
It may seem dull or tedious, but documenting the purpose, functionality, and processes of your spreadsheet can be very incredibly valuable!
The documentation accompanying a spreadsheet is where you may store the purpose, any relevant links, hints and tips on how to use the file, as well as details about processes, format guidance, and so much more.
When compiling the documentation make sure you consider including the following:
1. Justify decisions and assumptions made:
If you can align all stakeholders’ needs in accessing and using the data, you ensure are aware of the scope and expectations of what you’re producing. It has the advantage that it can also give you something to refer back to in the event someone requests something that’s not in the spec.
2. Map the data process
Combining data from different sources from previously unstructured or raw data outcomes can be complex. Documenting the process helps resolve disagreements on how to measure outcomes, such as whether sales figures should be based on “sales per call”, “sales per answered call”, or “sales per call answered by a person and not by a machine”?
3. Tracking report recipients and usage
Business requirements may change regularly, so you will need to adapt accordingly. Check regularly if reports are still useful. Can you help the development and improvement of internal services by checking regularly the flow of reporting as well as the value-in-use of a report for its recipient? Also, are there ways to streamline and ensure there is no need for secondhand reporting or cascading?
4. Start simple
A basic level of documentation that keeps a record of ‘what we have’ and ‘why we have it’ is better than nothing. The documents don’t have to be complicated and all-encompassing. Smaller teams might prefer a straightforward approach, documenting what the spreadsheet does, who it’s for, and when it was last approved as fit for purpose. These can be included as a tab within the reports themselves.
5. Reducing the risks associated with staff turnover
If ‘Employee A’ has left or is unavailable, having documented processes ensures continuity. In that case, ‘Employee B’ will be able to find the data or information needed (source), they will know how to create a report for the management meeting based on said data (process). It’s more useful to have documented processes so that there is less of a speed to competency lag.
6. Using a RACI matrix in your processes will make decision making easier
A RACI matrix allows you to assig task roles such as who is ultimately Responsible for running the task, who is Accountable for ensuring the continuity of the task, which stakeholders need to be Consulted on changes and who is Informed on the progress made. This level of tasks clarity helps maintain focus and efficiency.
By documenting these aspects, you create a robust framework that supports decision-making, process clarity, and adaptability, ensuring your data management is both effective and future-proof.
Would you like to talk to us about ways to improve your documentation process? We’d like to have a chat! Feel free to contact us for a free consultation.