When introducing your business to a new software, it is important to be sure that they have both the time and resources to become acclimated to the new system. There are many ways to achieve that. Whether that is through extensive training done with your vendor or added online research, if your employees have no clue how to use software that will become a daily part of their work lives, money could be wasted and very costly mistakes now have the potential to take place. 

CRM Documentation – What is it? 

Documentation is a written text that accompanies software and/or products. The documentation acts as a guide, explaining to users how a product works and how to use it. CRM documentation is the exact same thing, but specifically for customer 

How to Make a Documentation – A Cheat Sheet 

When creating documentation there are general practices that you should follow. Let's cover them in an effort to make your documents as clear and concise as possible. 

1.     Write just enough 

When writing documentation, you should strike a balance between notes that are too brief and an extravagant amount of information. Remember documentation shouldn’t be too lengthy, providing an abundance of information over multiple pages may become too much. For documentation, only the most relevant and important pieces of in rank should be written. 

2.     It’s a collaboration 

Getting opinions and feedback during the writing process can help you decide what information you need in your documentation, information that should be elaborated on or cut altogether. Keeping in mind that writing documentation is a collaborative effort will make it a helpful reference point because you’ll have multiple opinions/people involved. 

3.     Tech writers can be helpful 

Hiring, or utilizing, a tech writer can make the process of writing documentation much easier, since it’s their specific line of work. The tech writer gathers information from software developers, knows the exact language to use when writing this guide and can also write in a way that easily conveys their message. Adding a tech writer to your team is not only useful for this reason, but they can also take part in additional tech-related inscription projects, which can be extremely useful for your business. 

4.     Remember that writing documentation is ongoing 

A key rule is making sure that your documentation is up to date. Any information that isn’t current not only loses its value, but it also creates the opportunity for issues to arise on the job. Employees who refer to the guide may be led astray believing that the information inside of it is correct when it is in fact outdated. Making sure that all credentials are updated when your software is, helps to eliminate this issue. 

The Benefits of CRM Documentation 

Having a guide at your fingertips to help explain how a system works, is one of the most obvious benefits of CRM documentation. It ensures that employees have a way of thinking the system and answer any questions they may have with CRM software instantly. 

  • Troubleshooting

Troubleshooting is a common occurrence in the tech field and with the help of good documentation, an employee not known with troubleshooting may be able to handle it on their own. 

  • Installation

The installation process is also very common but needs to be done correctly in order for business software to work efficiently. Being able to refer to a guide that provides a step by step investigation creates a smooth installation process.

When introducing software to your business, consider writing documentation in order to make the prologue a smooth and understandable one.