A Tool is something used in performing an operation or necessary in the practice of a vocation or profession. So what are the tools of a Documentation Developer?
Tools used to develop and maintain Policies, Processes, and Procedures require different types of tools. Although many of the tools may seem interchangeable, they are not, when you factor in development, usage, and especially maintenance.
To perform this simple analysis, I am going to use Microsoft Applications ® – Word, Excel, PowerPoint, Visio and SharePoint, as these applications are frequently used to create Policies, Processes, and Procedures. In addition, there are similar tools for each application.
|
Tool |
Type |
Description |
Word |
Text based |
MS Word® is a robust text-based word processing program that creates documents, letters, forms, contracts and many other types of documents. Word features tools such as templates, styles, mail merge, document review, spelling and grammar checker, and many other features. It is used for formatting text in simple to complex documents.MS Word® has simple graphics and illustration features, which may be suitable for very simple needs.. |
Excel |
Spreadsheet |
Excel is a robust spreadsheet application with extensive mathematical functions and formulas. Excel provides charts and graphs of the mathematical results. |
PowerPoint |
Presentations |
PowerPoint is a graphics-based program that creates dynamic and professional presentations. PowerPoint is a presentation application.Text, graphs, tables, pictures, and audio (music) files can be used in the PowerPoint presentationPowerPoint does not have functionality, such as automatically generating a Table of Contents, search capabilities, which is required for Policies, Processes, and Procedures. |
Visio |
Flowchart |
Visio is a very powerful diagramming tool. It has many predefined symbols and pictures that can be dragged and dropped onto a chart, or new shapes can be created.While Word and Excel have simple flowchart tools, generally, they are not robust enough. |
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Document Management |
SharePoint is a Document Management tool. In regards to Policies, Processes, and Procedures, the major required functionalities are owners, modifier, action date, expiration dates, collaboration, workflow, version control, task tracking, folder organization, and check-in/check-out. SharePoint can retain the version history of checked in documents. |
Guidelines
|
Document Type |
Primary Tool |
Policies |
Policies should use a text based tool. |
Processes |
Processes are usually mapped with a flow charting tool.Although Word has elementary graphic tools, you should evaluate whether it is robust enough for the Process maps. PowerPoint should never be used for Process maps. |
Procedures |
Procedures should use a text based tool.Although Word has elementary graphic tools, you should evaluate whether it is robust enough for the Process maps. PowerPoint should never be used for Procedures. |
Checklists |
Checklists should utilize the Table capabilities of a text based tool such as Word. |
Training Materials |
Training materials may use PowerPoint for the presentation part of Training.The Training materials will usually be supplemented with Policies, Processes, and Procedures that are authored with their appropriate tools. The Policies, Processes, and Procedures will then be used as desk reference.Policies, Processes, and Procedures should never be authored using PowerPoint or Excel. |
Document Management |
Document management is not usually available to Policies, Processes, and Procedures developers. However, the use of Document Management software adds capabilities to manage Policy, Process, and Procedure documents.Without Document Management software, the developers can only manually manage the Policies, Processes, and Procedures, requiring a great deal of time and effort. |