Work Document
3.2 Document TypesDo the best you can until you know better. Then when you know better, do better
What is a work document?
Definition
Written, digital, or visual materials that is created, used, or exchanged in the context of performing activities
Purpose
Enable an activity to be performed, to manifest an output from an activity or an outcome value
Work Documents are all type of information that is used on a daily basis to enable, perform and follow-up operational activities throughout the organisation. All employees handle work documents on a daily basis. It can be:
- physical documents such as contracts
- digital documents such as excel files or PDFs
- forms in digital tools such as accounting systems or sales systems
The format and purpose can vary widely as well as its sensitivity. Therefore, each individual must be aware of the purpose and context of the document so that it is handled accordingly.
Accountability, Responsibility & Lifespan
The accountability for work documents lies in the Leadership layer. More specifically with the manager assigned responsibility for the related area. The accountability includes the overall responsibility of the work documents purpose, quality and usage.
Work documents are a way for managers to further clarify how the organisation shall operate on a practical level through documented information enabling both steering of behaviours and follow-up.
The responsibility for work documents lies within the Operations layer and the individuals performing the activities.
The work documents provides information and guidance for all employees how to perform activities correctly to both work effectively but also comply to laws, policies and other regulations.
A Work Document is a document that varies in lifespan. It can be anything from a few minutes to several years. It all depends on the type of work document and the context where it is used.
Work documents does not typically need to be reviewed. Changes to more standardised work documents should be triggered from identified improvements in the standard or process documents. However, ensuring work documents are relevant and up to date is of course good practice and archiving or deleting irrelevant documents should be done continually.
Typical Content
Since the format and purpose of work documents can vary so much there is not typical content structure. Each document must be created for its unique context and purpose.
Work Documents are an important part of the whole organisation. It enables all operational activities to be performed as designed.
Next Step
Read more about the fifth document type, the Record…