How Would You Document Your Job?

Q3vi1 asks: "As an support technician, there are several things I've learned about the environment I work in that would be difficult to find out without hours of research. Now I'm going to be moving and that means getting a new job. Before I do, I'd like to leave behind some of this information for the person who will replace me. How does one document all the details in an efficient manner for the next tech?"

WikiWikiWiki

[BortQ]

The best thing for you to do is set up a Wiki. It will be very easy for you to write down your stuff. Whether in big chunks or in little "Oh, I should write down this little thing before I forget". And it will be easy for your successors to continue keeping the docs up-to-date.

Re:Three

[baywulf]

For those not familiar with the three envelope joke: The three envelopes [sunrise.ch]

Too late...

[cornice]

After years of having to learn the same things over and over because I didn't document things as I did them I have come up with a plan that works well for me. The first thing is to document everything. For that I have a set of IMAP mail folders that contains notes that I wrote to myself. If I find something interesting or if I do something that I might do again I just mail myself a little note about it. It's IMAP so I have it anywhere I have an internet connection.

After that I have a wiki that is similar but a bit more organized. This is where I put the stuff that I know someone will be interested in. It's also where I create user docs and FAQs.

Finally I have some critical documents that I created with Scribus. This is the bible for my job. Anything that I have to have in an emergency goes in there.

Beyond that, I keep important code in CVS.

Since this is an afterthought at this point I would go straigt to the wiki and printed documentation.

How I've done it

[travail_jgd]

My first method of documentation is going through my typical workday, and writing down everything important. In the space of a week, that covers most of my tasks.

Next, look at what scripts or macros are used on a regular basis. Make a note of them, and email copies to managers whenever possible. You never know if the person who "cleans up" behind you is going to erase every file with your username.

Don't forget the 80/20 rule. Focus on the 80% first, then the more arcane aspects of the 20%. It shouldn't need to be said, but don't make comments about individuals -- positive or negative. Just comment on the needs of various areas, and try to leave names out.

Use whatever word processor is standard in the office, and type up the directions in outline format. That makes it easier to make small notes, exceptions to the rule, etc.

Email copies to your supervisor/manager and your current account. Printouts have a habit of getting lost... Keep a copy for yourself too (but don't email it). Being able to show your writing style is a major plus in interviews.

I use Leo

[grayrest]

I actually am in the same situation as the computer guy at the school newspaper. I inherited a bizarrely complex setup that took me a year and a half to figure out and wanted to save my successor the trouble. To that end I've used leo (http://leo.sf.net [sf.net]) to document the server setup, ghost setup, and code needed to keep everything running. Leo allows me to organize both notes and code in the same place. I've talked it over with the guy I'm grooming for replacement, and it seems to be working, he's pledged to continue the project, so I hope it works out. Good luck to you.