Why good project documentation is not an afterthought

For project managers, tight deadlines and hectic schedules are nothing new. However, an element that often gets overlooked amidst this chaos is project documentation. At Xplore Group, we understand that thorough documentation is not merely a detail but the secret ingredient that saves projects, enhances communication, and ensures successful outcomes.

Why is project documentation important?

Starting a project without solid documentation is something we’ve all experienced, and it inevitably results in team confusion over objectives, requirements, and strategies. Well-structured documentation ensures:

  • Clear Communication: Documentation aligns all stakeholders on requirements, changes, risks, and the project’s status.

  • Knowledge Transfer: Without existing documentation, a new project feels like a leap into the unknown. Good documentation significantly shortens the learning curve.

  • Future Roadmaps: Documenting decisions made during the project eases future decision-making and explains why certain choices were made.

  • Risk Mitigation: A well-documented project helps identify potential issues early on and allows for proactive steps to mitigate them.


Best practices for project documentation

To ensure that documentation becomes an asset rather than a burden for your project, here are some best practices:

Planning and Preparation

  • Start Early: Choose a style for documentation from day one and stick to it.
  • Name the Owner: For each segment of the documentation, an owner should be designated to take responsibility.

Structure and Content

  • Project Charter: This document outlines the project’s objectives, scope, stakeholders, and starting points, serving as its foundation.
  • Consistency: Maintain a consistent style and frequency when updating documentation and status reports.

Monitoring and Updates

  • Track Changes: Every change, no matter how small, should be logged to understand retrospectively why certain decisions were made.
  • Version Control: This is crucial for keeping stakeholders informed on what’s completed and what’s still in progress.

Meetings and Communication

  • Meeting Notes: These should be documented and shared as soon as possible to ensure alignment within the team.
  • Testing Guidelines: Create clear guidelines for user tests to smooth the acceptance process and ensure quality.



Project documentation is not a peripheral concern; it is an essential component of every successful project. It ensures clear communication, makes knowledge transfer more efficient, assists in future planning, and limits risks. Therefore, it is critically important not to ignore it or procrastinate. With the right approach and best practices, documentation can become a powerful tool for unlocking the success of your project.

Author: Evelyn Van Roey, Project Manager at Xplore Group

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