Question

List at least three beneficiaries of project documentation. Describe how each might benefit from good project documentation, and what they might lose if they did not receive good project documentation.

Answer 1

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Project documentation is an essential aspect for a project development. So, it is very crucial to have a very good and detailed project documentation about whatever is being developed and how it is developed at each stage.To have such a documentation, one has to go with documenation of project at each level, or after achieving each milestone. Because, one cannot easily recall at the end what has been done with the project at different developmental stages.

Also, if you have details regarding each stage, you can easily group them for the development of various modules. Hence, it proves helpful to you in the project maintenace and testing phases of your project development life cycle.Documentation after certain objectives are fulfilled is also useful in maintaing a good proof of your system development. You can keep showing up your partial work along with the paperwork details to the client or to whomsoever it may concern.

Moreover, if after the achievement of certain milestones, one prepares a project documentation, then it may prove helpful in the development of the subsequent other phases.It becomes a tedious and lengthy process to prepare documentation of a project after the completion of the work.

Project management is a mixture of project and administration in two terms. Why can you plan a project without any details? Although human minds are very busy, we often forget several things like a forthcoming meeting, conversations with team members, deadlines, etc. Documentation helps us accomplish our every day as well as every month or every year without skipping or missing anything. Here are a few points which will help you to understand the significance or relevance of preserving documentation in project management.

• Documentation allows you to recall your project priorities and targets. Most project managers set orally targets and convey them during a meeting to their team members. This approach is not pleasant. To order to calculate your success over time, you must set all your objectives and objectives.
• Having documentation is also vital as it lets you remember all the important things that are to come. It helps you recall important times, figures and decisions, in particular.
• It also allows you to track or assess his progress when you write down the roles of each team member. So how can you assess the efficacy or efficiency of team members if you have not preserved the records, for example?
• For example, if you have a team of 100 people and each one has different tasks, will you be able to remember orally their names, qualifications and jobs? You have to keep the records to make the job simpler and better. That is almost difficult.
• Maintenance of project documents helps you recall every minute of your project details including your role and your vision, goals and priorities, procedures to be used, final product or service to be provided, resources to be gathered, technical assistance needed.
• More importantly, documentation allows you to consistently monitor your improvement. It will also help you learn why you are doing badly. Through maintaining your project reports, you can equate your projected targets with the targets accomplished.
• Every mistake you faced in the past can be written down to keep you from using these tactics in the future. Paperwork lets you plan for any unexpected circumstances in the future. In fact, maintaining your paperwork gives you a professional appearance and lets you build a fine picture for your employer. Secret to success is preserving documentation. Nearly every company now every day uses computers to store, preserve, and periodically update all important documents.

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