Documenting Skills

Do you need documenting skills to function well in your job role? This article provides a guide on how you can develop the skills and include them on your resume.

 

What are Documenting Skills

Documenting skills refer to one’s capacity to produce, manage efficiently, and utilize written materials. The diverse duties that require documenting skills to execute include taking meeting notes, creating manuals or standards, writing reports, managing databases, etc.

In addition, documenting skills aid in the accurate and clear transmission of information and can be used to record decisions, actions, and procedures. More so, they act as a record of events and can be consulted when making plans or decisions for the future.

Strong documenting skills are typically necessary for effective workplace organization and communication. Documenting skills help to ensure that information is documented and transferred to others in an accurate and understandable manner, which may lead to improved results and high output. Research has proven that record-keeping plays one of the most important functions in an information-driven environment; therefore, documenting skill is highly regarded.

Importance of Documenting Skills

Strong documentation skills provide several benefits for the individual and the firm they work for. Below are some of the benefits of  documenting skills:

  • Reduces Documentation errors:

Documents are vital to organizations as they reference them and use them as evidence when any issue arises. Therefore, having good documenting skills and the knowledge of the tools to record data and fix mistakes accurately lowers documentation errors to the barest minimum.

  • Enhances one’s credibility:

When a document is professionally written and structured, it increases credibility since it shows that you pay attention to detail and are comprehensive, both of which will help you win the trust of others.

  • Increases accountability:

One of the guiding principles of organizations in the twenty-first century is accountability. Good documenting skills lead to thorough documentation, which can be used to monitor development, identify areas for development, and hold individuals accountable for their activities.

  • Maintains one’s  professional reputation in the workplace:

Because they demonstrate that you are well-organized, detail-oriented, and able to present information clearly, strong documentation abilities can enhance your professional reputation.

  • Simplifies the transmission of information:

Every organization relies on effective communication to function. Similarly, communication is improved when information is conveyed succinctly and clearly, which is made easier by strong documentation skills. This might be very important when working with others who might not have the same skill or understanding.

  • Increases accuracy and productivity:

Documenting processes and procedures in any project or organization makes it easier to look up instructions later and ensure that jobs are executed precisely and swiftly. To achieve this, documenting skill is a core ability that one should possess to ensure accurate documentation of procedures in any group or organization.

 

How to Improve your Documenting Skills

Following these guidelines can improve your documenting skills and create more effective and useful documentation.

  • Learn more about the audience you want to reach:

When writing documents for a certain audience, it is vital to comprehend your target audience.

By understanding more about your audience, including their current knowledge and the information they may require, you may more effectively personalize your materials to their needs. As a result, your documentation will be as detailed as feasible.

Your audience list may include potential customers,  coworkers, and the company’s senior team.

  • Request feedback:

Getting feedback from people is another way to improve your documentation skills. Consider asking your manager or coworkers for feedback. You can submit samples of your work and request specific recommendations on how to improve it in order to discover the writing’s strong points and weaknesses. You can also ask your friends or family members for feedback.

  • Ensure you study more:

Reading gives you a chance to assess different kinds of documentation and communication, which could aid in the development of your soft skills for documentation.  Consider reading books or articles regarding the subject of your profession. For instance, reading a finance journal might be beneficial if you’re an accountant. To learn more about the standards the company upholds, you can also read professional documentation from your employees.

  • Check your records and make any necessary updates:

Going through your documentation thoroughly to make modifications or updates is another way to improve your documenting skills. Don’t hesitate to do so if you discover something that needs clarification or includes additional information.

  • Make sure your documentation is logically and plainly organized:

You can use headings, bullet points, and other formatting techniques to make your documentation simpler to read and comprehend.

  • Keep your writing simple and direct:

It’s important to use clear, concise language to help you keep your writing straightforward and easily understandable at first glance. Avoiding using gibberish or other technical terminology that your readers might not understand or find unclear will help you improve your documenting skill.

  • Adhere to directions from superiors:

When finishing a document, be careful to follow the directions as strictly as you can. By doing this, you may be certain that you are meeting the demands of the document’s readers.

  • Prioritize communication:

Concentrating on developing this skill is essential because it is one of the most important when creating documentation. When developing any documents, prioritizing communication will help you relay information in simple terms that your audience would comprehend.

 

Jobs that Require Documenting Skills

Efficient documentation is essential in a wide range of sectors and circumstances. As a result of this, numerous job categories require documenting skills. The following job roles require great documenting skills:

  • Documentation Specialist:

The management and organization of papers for companies and other organizations is the responsibility of those in the documentation specialist career path. Their main duties are setting up an archiving system and retrieving data when necessary. They must possess documenting

skills in order to carry out their duties.

  • Legal Expert:

In addition to keeping meticulous case records, lawyers and other legal experts prepare legal documents like briefs, contracts, and pleadings as one of their responsibilities. To remain accurate in preparing and documenting all these, they need strong documenting skills.

  • Medical Professionals:

Medical and healthcare professionals, such as doctors and nurses, need documenting skills to document patient information, treatment schedules, and progress notes on paper charts or in electronic medical records.

  • Business Analyst:

As a business analyst, one of your primary responsibilities is the documentation of processes or relevant information, including producing many documents during a project. These documents are created to serve the needs of numerous project audiences and various project requirements.

A business analyst keeps track of the client’s needs and every development and modification that occurs throughout a project. The process flow must be documented, and these notes must be made for future maintenance and reference.

  • IT professionals:

Maintaining technical system documentation, such as user manuals, system specifications, and network diagrams, is one of your duties as an IT professional.

In order to maintain, support, operate, and protect your IT infrastructure and investment, your IT Support Partner or IT Support team will need the appropriate information, which is why those on this career path need documentation skills.

  • Project Manager:

You should create progress reports, project plans, and other documentation as a project manager. These documents require strong documenting skills as they would be used to track the progress of numerous projects handled by you and communicate updates and outcomes to stakeholders.

  • Researcher:

In the information field, a researcher is a specialist who gathers and examines data and then publishes their results.

As a researcher, you need documenting skills to document your research findings and methods in reports, papers, or other written materials to make reference to them in the future.

  • Technical Writers:

Writers of technical documentation generate documents for a wide range of products and services, including hardware, consumer items, and hardware. In addition, they produce installation instructions,  user manuals, and other kinds of documentation. To help consumers comprehend and utilize these items properly, they need in-depth documenting skills.

 

How to Include Documenting Skills on Your Resume

Follow the steps below to include and demonstrate your documenting skills to employees on your resume: 

  • Include a professional summary of your Resume:

A professional summary will be one or two sentences long and appear near the top of your resume, either below or next to the heading, depending on where you place it. Condensing the information in the remaining resume into a manageable chunk is the goal of the summary.

  • Highlight documenting expertise in the work experience section:

The jobs you’ve held that are relevant to the position you’re applying for are listed in the work experience section. Include concrete instances of the documents you produced and their effect on your organization in the job experience portion of your resume. This should be presented in reverse chronological sequence, starting with the most recent employment.

  • Include a section on your resume for skills:

When determining which documentation skills to add, you must review the job description first and highlight each listed ability. In addition, assess your professional skills to see which ones are compatible with the demands of the position. Choose three to five fundamental skills from this list that best represent your experience level.

  • Describe your education, training, and credentials:

The education section describes the specifics of your academic and professional learning. If your certifications or training relate to documents, list them under Education and Training or Professional Development in a different section of your resume.

  • Edit and proofread your resume to ensure it is precise and easy to understand:

After completing your resume, read it to check for errors, including misspellings, grammatical errors, erroneous information, and imprecise wording. Additionally, look for any extraneous elements you can cut to improve readability.

You should submit a flawless resume because it is a document and showing attention to detail is crucial to documenting talents.

 

Examples of How to Include Documenting Skills on Your Resume

  • Controlled a computerized fax pipeline containing over 1500  faxed documents, including titles, tax returns, insurance documents, and other records required for processing and closing loans.
  • Established processes for locating and retrieving technical support for 50 legal clients on a global scale.
  • Efficiently maintained and documented case files and investigative reports.
  • Created and implemented a new employee handbook, which resulted in a 50% reduction in the time required for new employees to become productive.
  • Drafted and kept up-to-date templates, job instructions, and documents for standard operating procedures.

 

How to Demonstrate Documenting Skills in an Interview

You can demonstrate your documenting skills in an interview in diverse ways, which includes but are not limited to:

  • Describe any tools or software you use to create and edit documents:

One good approach to demonstrate to interviewers that you have excellent documentation abilities in any interview for documentation skills you may find yourself is to describe any software you use for documentation. For instance, if you have knowledge of design or layout software or experience with a specific word processor or spreadsheet tool, describe how you used it exhaustively to convince the interviewer.

  • Explain your procedure:

Talk about your method for producing documents and your attitude to documentation. This would focus on how you obtain information, organize and structure the information, and ensure that the end product is clear and understandable.

  • Talk about any training or education you have received:

It will be advantageous for you to draw the interviewer’s attention to any relevant certificates you have acquired in document development. This is yet another effective strategy for showcasing your documentation abilities to an interviewer and could include any education you have obtained from attending classes, workshops, webinars, or any training certificates you have obtained on-site or online.

  • Show off your focus on detail:

Stress your attention to detail when it comes to documentation, as well as your ability to proofread and revise documents in a precise and understandable manner.

  • Give examples of your earlier documentation:

You can bring copies of any documents you’ve written for clients or school assignments when you attend an interview. Presentations, reports, processes, and manuals, among other documents, can give the interviewer a fair idea of your prior documentation.

 

Examples of Interview Questions to Test Documenting Skills

Interviewers can ask you the following questions to ascertain the level of your documenting skills:

  • Why do you think it is important to know your audience while developing documentation?

With this question, you can show off your practical knowledge and subject-matter expertise. In your response, you should briefly explain the importance of knowing your audience and provide examples of times when you’ve done so.

  • What would you do if you discovered a mistake in a document that you had previously distributed?

By asking you this question, interviewers can better understand how you handle faults and how you fix them. It’s crucial to show that you are willing to take responsibility for your actions, extend an apology when necessary, and learn from the situation in order to behave better in the future.

  • What risk-reduction strategies have you used to protect your digital data against cyberattacks?

This question is referred to those who handle electronic documentation.  Security precautions are needed for electronic document management in order to prevent hacks and cyberattacks. With this question, employers can discover more about your risk reduction method. Consider your prior tactics and list the steps you take to monitor and ensure online security.

  • Describe the procedures you use to ensure your proofreads are accurate and understandable.

The interviewer might ask you to describe your proofreading procedure in order to determine how well you comprehend the importance of accuracy and clarity in the documentation. Using examples from previous projects, describe your procedure for guaranteeing that all the information is correct and easy to understand.

  • What strategy would you use to identify and arrange a substantial amount of documents?

Interviewers can discover more about your organizing skills and how you would tackle a large project by asking you this question. Use examples from your experience to show that you are able to handle and organize several documents at once.

  • How often do you suggest that firms archive or destroy obsolete documents?

This question may be asked during an interview to test your knowledge of industry customs and practices. In your response, give a brief argument for your suggestion and discuss the benefits of document archiving and deletion.

  • Could you provide me with some examples of both good and bad documentation?

This question is an excellent chance to show your interviewer that you know the characteristics of successful documentation and how it will assist their company. In order to let them know that you are aware of your past mistakes and have made progress since then, you might also take this chance to talk about some of them.

  • When was the last time you tried to improve your documenting expertise?

Employers ask you this question to determine if you’re committed to lifelong learning. They want to know that you always try to improve professionally and personally. When answering this question, think about when you took the initiative to sign up for an online course or learn something new.

  • There is a disparity between the two numbers because you counted more documents than a client claims to have received. How would you respond to this situation?

Interviewers can discover more about your strategy for resolving issues and managing conflict with this question. Your response should show that you are willing to accept responsibility for your decisions, even those that lead to mistakes.

  • Which of the popular document management systems are you familiar with?

The answer to this question will reveal how much experience you have and whether you are a good fit for the company. Share your knowledge of the system they employ if you have any. If not, describe the systems you’ve previously employed and why you favor one over another.

 

Resume Skills