10 Common Mistakes During Working With Documentation

People tend to make mistakes and it is completely normal. Working in a certain sphere the main thing is to analyze what errors can be made in order to avoid them in the future. If you work with documents, a lot of mistakes can be made by chance. Let’s consider these errors for you to memorize and shun off during working with paperwork.

Disuse of Application

Documentation is more than simply a formality. Have you ever imagined how many documents are processed daily? To simplify the work of those employees who are connected with paperwork, a large number of valuable tools and applications were developed.

Thus, one of the main mistakes in paperwork is not utilizing helpful instruments for Android devices. The same refers to the owners of an iPhone. For example, your task is to send a fax to your business partner. You will probably drive to your office in order to turn on an ordinary faxing machine. By doing this, you will spend a lot of time and effort.

But what if we say that having a Fax App enables you to both receive and send a fax by just having a device in your hands. The question “can you send fax from iPhone” can appear in your mind. With this application this becomes possible. All you need to do is install a fax application from an App Store. Via a built-in scanner on your iPhone you can make quick shots and documents you should send. With this tool, you will surely boost work productivity.

Orientation on Worker’s Intention

One of the common documentation errors is focusing on the intent of your employees rather than on the final results. Avoid mentioning such phrases as “You didn’t try” or “You don’t care”. Otherwise, a worker can feel himself/herself attacked.

Utilization of Absolutes

Such absolutes as “always” and “never” can be simple to challenge but complicated to prove. A single example of behavior would be enough to undermine your documentation. Thus, avoid using absolutes in your paperwork.

Overloading with Details

In case you include too many details in docs can make the narrative hard to follow. If you create a doc concerning the work of certain employees, too many details can make it feel like you carp these workers. It is recommended to make a general statement and then give concrete examples. For example, “This employee often doesn’t complete assignments. For instance…”.

Utilization of Legal Language

Using legal labels will not be a good idea during your work with documents. Utilization of such phrases and words as “sexual harassment”, “hostile work environment”, and “discrimination” should be brought to naught. Instead, you can talk about an employee’s behavior as unacceptable and that does not meet company standards for treating colleagues.

Lack of Behavioral Examples

Utilization of labels without behavioral instances is one of the documentation errors. You should not describe an individual but his/her behavior. The utilization of vague terms such as “bad attitude” will not be enough. What does a worker actually do or fail to do?

You can describe it in the next way: “The worker did not take responsibility for illegal actions and tried to blame others for the mistakes”. Or “The worker resisted directives from management and spoke publicly in front of his/her colleagues regarding his/her negative attitude, touching on every member of the team”.

Focusing on Why an Issue Appeared

Your task is to concentrate on what actually happened rather than what caused the problem. Making references to a protected class or behavior can be a huge mistake. You can be charged with discrimination. For example, do not mention in documents that the performance of an employee was poor after her return to work after the birth of a child.

Utilization of Vague Writing Style

Looking at a list of the main mistakes in paperwork, using a vague writing style can be placed in the first position. There are a number of typical phrases that should not be included in documents because they are too vague. For example, “It would appear that…” and “You don’t seem to…”.

Utilization of Words that Can Mean Bias

While writing words and phrases in documents, one should be careful since some of them can be interpreted as indicators of bias. For example, by writing “lack of commitment”, you can offend women with childcare responsibilities. Or if you describe the personality of an employee as “difficult”, it can be insulting to a worker who suffers from bipolar or depression.

Being Extremely Technical

Keep in mind that you write for your readers. After all, if you operate with documentation, you will use the faxing process that enables you to share documents with others with a high probability. Thus, make sure you use plain and understandable language in your paperwork.

Conclusion

Working with docs is not simple as it may seem. One should be attentive and try not to make mistakes that can lead to bad consequences. We have considered only common errors that can happen during your operation with paperwork. Analyze these mistakes and attempt to avoid them for successful work.