CIO Practical Skills In The Workplace -- Document Management

With rich experience and many projects, are there many valuable documents in our computer? But when we find that one day we need these documents, they do not know where we are going. Do we have such a painful experience? Or we usually do not have the habit of writing documents.
When we encounter similar problems later, we find that good memory is worse than bad writing, and we have to start studying problems again. It is true that when we do IT work, our usual work notes are our wealth. We can't put them aside. In fact, it is all because we have not developed a good habit of document management.

Of course, to develop a good work habit is not an easy task. After all, Jiangshan is easy to change, and the nature is hard to move. It took me nearly three years to form a good habit of document management. Now I share the good experience and failure lessons that I have groped out in document management over the past few years. Maybe it will help everyone.

First, one thing and one record.

I have been working for several years now, and I have been in CIO for a long time. However, in today's work, we often encounter some difficulties. Yesterday, when I was maintaining the active directory, I encountered a problem. In the active directory, there was a OU who didn't know how to return things, and was out of control of the domain. The management strategy set up in the domain could not be OU's function. Of course, OU settings have been set to inheritance. I have been working with my colleagues for a long time before I know the problem. After solving the problem, though it was already over eight at night, I still worked overtime for half an hour, recording the problems and solutions in detail. In the future, I may encounter similar problems, so I won't bother to start from scratch. I just need to turn over this information and I will solve the problem easily.

But when I started working, I didn't have this habit. At that time, I was still a technician who maintained the network under the company. My supervisor reminded me many times that I had to write a work document, solve a problem, and write a document to facilitate future reference. But I'm all ears. I remember very clearly about one thing. That's what we use is the LINUX system, and our company's files are on the LINXU server. It is not very convenient for LINUX to access the LINXU file server. It is necessary to hang up the shared file price on the command line on the command line. I didn't know how to hang up when I first started asking the manager, but I didn't make any notes. After a month, I had a similar problem. When I went to ask the manager for advice, he said, "I didn't tell you, no way." he asked me to look for it myself. There was no way. I searched the Internet for a long time and asked many people before I knew how to solve it. After this incident, I learned well and began to write a summary of my work slowly. If I had any problems at work, I would record in detail how to solve and pay attention to matters. My knowledge and skills are slowly growing and accumulating, and my manager values me more and more. After my manager started job hopping, I did his job in a logical way.

So don't trust our brain too much. As the saying goes, a good memory is worse than a bad pen. In normal times, we must form a good habit of making notes, so that we can make progress. When we encounter similar problems in the future, we won't have to ask for help again.

Two, pay attention to document integrity and version control.

Sometimes we solve a problem, it may not be completed at one time, but many times to solve it. Every time we make a small progress, we have to record in detail. The record should be updated step by step with the progress of the problem. But I didn't do that before. When I encountered such problems before, I liked to make a summary at the end of the problem solving, but in this case, some details might be forgotten and could not be recorded for a long time. Sometimes, I also record a document every time, so that a problem can be solved in a few times. There are many documents and records. One to many is not a good habit of recording.

Now I have made some improvements in this respect. A few days ago, financial users gave me an opinion. Finance is now using the ERP system, and they need to use the breakdown report. And since the report was used for warehouses, it did not bring the price on the purchase list. When the financial users put forward the demand, I realized the demand through the function of the custom report, and wrote the specific solution. However, with the help of my discovery, the warehouse staff can also see the purchase price, which is not in line with our company's price control system. Our company stipulates that warehouse personnel can not see the purchase price. In this way, I have made adjustments in the jurisdiction. I did not write another document about this privilege problem, but I made a supplement to it directly on the original document. In this way, the solution of this financial need is only reflected in a document. If there are any problems in the future, we do not need to look at multiple document records.

Three, let your staff develop this work habit.

We not only have to develop the habit of diligence and summarization, but also make our people develop this habit. Why? We assume that now you have a project under charge of mail system. The company now has to implement an internal mail system and you can't get out of it, so you have to entrust your staff with the mail project. Of course, the whole process of this mail project, of course, you want to have a complete documentation, including the problems encountered in the implementation process, the whole story of user needs and so on. In this way, even after the employee left, you can also maintain the mail system based on this information. Otherwise, after waiting for the employee to quit, you will be very troublesome to maintain the mail system, at least it will take a long time to learn from him. In fact, if we pay attention to this situation, it is avoidable to urge our staff to write more documents.

However, people are always selfish, even if you have made a record, but these records are precious wealth for him, and he may not be willing to contribute. I used to be the same. I think everyone would have this idea. So what should we do? We need to work out a system. My current practice is that staff documentation is directly related to their assessment. We now conduct an assessment once a month to quantify the usual work. You have to record in detail what work you have done this month. This is our company's request, I also added one additional, what you do, such as OA system maintenance, in addition to writing what maintenance to do in the month, must also attach detailed records, such as what problems have been found, how to solve them, and so on. These documents are not only the wealth of employees, but also the wealth of the company. You can go, but these experiences must be left for me.

Therefore, we should not only develop our own good habit of document recording, but also let our staff develop this habit, and let them share it and become the common wealth of the company.