Documentation in the IT | Protos technology – the cloud experts

Ping! – “Update documentation” -A quick look at the to-do list, a sigh, a thought: Again? Yes, again. And that's a good thing.

Our colleagues at Protos juggle daily with complex customer projects, deadlines, spontaneous inquiries and meetings. In this hustle and bustle, the care of the project documentation often appears like an additional load-a task that sneaks quietly in the shadows of other to-dos. But we learned to locate her exactly where she belongs: In the center of our project work.

Why documentation is decisive

Good IT documentary is not an annoying accessory-it is the basis for scalability, efficiency and quality. It enables smooth handover, creates transparency in the team and forms the bridge between specialist areas, customers and technical implementers.

She answers questions such as:

• Who did what when – and why?

• What decisions were made – and with which reason?

• Where do we stand – and what to do next?

Projects can only grow in a structured manner if these questions are documented and understandably answered.

If it is missing, it will be expensive

What happens if the documentation is missing or is inadequate? Then projects become a black box:

• Work is done twice or not at all.

• Quality fluctuates – often unnoticed.

• New employees take longer to work out.

• Knowledge is lost in an employee leaving.

• Transition and delegations do not work.

• Silos are created, included.

The result? Frustration in the team and the customer, high fluctuation, missed goals – and ultimately: Rising costs, time losses and quality and security risks.

Why is good documentation so difficult?

Despite all the advantages, many companies find it difficult to systematically anchor documentation. This is often due to a simple but widespread misconception: documentation is “not urgent” and can be made “later”. The worst assumption: The documentation is an effort that the customer does not pay.

Added:

• It requires coordination between creators and Consumer.

• The effect of poor documentation is often delayed.

• Clear structures and responsibilities are missing.

• Documentation is rarely rewarded, often ignored.

It is not an end in itself – but a lever for better cooperation, quality, innovation and a sustainable successful customer relationship.

How good documentation succeeds

So what makes good documentation? It's less that Obbut that How. Good documentation follows a clear standard, is simply accessible, current, structured – And is lived in everyday life.

Success factors of good documentation:

• Structure & clarity: Templates, structure, reusability

• Culture: Documentation as part of the project success, not as a compulsory exercise

• Responsibility: Documentation is a team task – but with clear responsibilities

• regularity: Memories and rituals to anchor care

• Tools & Integration: Documentation where you work

At Protos, for example, we rely on one Confluence template for customer projectsthat makes it much easier to start the documentation.

„So we do not start from zero, but use proven structures – directly in the ongoing project. Regular reminderabout a monthly ping, make sure that the documentation does not go down in stressful everyday life“, Explains Dalia El-Hawari.

Tools & Examples from practice

Digitization provides us with numerous tools at Protos to efficiently implement and even automate documentation. An extract:

• There is & Confluence: Task and knowledge management is combined and is thus transparent and sought-after.

• Miro: Together brainstorms, structuring thoughts and documenting visual processes collaboratively.

• Camunda (BPMN): Processes are structured and executable.

• Automation & AI: Tools such as GPT-supported summaries or auto-generated meeting things save a lot of manual writing.

Classic approaches such as Javadocs or Markdown documentaries also have their place-if they are maintained and anchored in the work process.

Think of the users!

During the introduction of new tools and processes, the documentation is very crucial and directly influences how well they are received by the users. Not least because of poor descriptions of processes or the non -existent knowledge of the location or lack of knowledge for the use of the documentation, many projects fail.

It should certainly be noted that the documentation can degenerate quite complex and is also written by various actors for different audiences.

Essential examples:

• Software manufacturer to manager
• Software manufacturer for operating management (administration)
• Software manufacturer to user
• Business management to manager
• Management to user

This transit performance from the projects in the line is an integral part of the way of working among our colleagues.

Conclusion: the underestimated lever

Good documentation not only creates order – it increases Security, transparency and Scalability:

• Creates more securityBecause processes are understandable and fewer mistakes happen.

• Reduces time expenditureBecause redundant work is avoided and knowledge is available faster.

• Reduced costsbecause quality increases and familiarization is faster.

• Motivated peopleBecause employees can orient themselves and their work has an effect.

In a world in which IT projects are becoming faster, more complex and networked, good documentation is no longer a “Nice-to-Have”- She is the silent heroine of sustainable IT transformation. The next step: use the solution productively and roll out further processes – for example in the areas of maintenance, incident management or customer service.