Today we bring you a topic that may seem less than thrilling at first glance – creating documentation for your legacy Electronic Data Interchange (EDI) system. Now, before you doze off, we want to help you fully appreciate the immense value of properly documenting your system. Trust us, you will save a lot of headaches, stress and pain points if you devote the time to create documentation either internally or outsource the task. While we don’t want to spoil the ending, Data Communication Solutions (DCS) will gladly take on the task should you decide to outsource. Without further ado, here are the 5 key points as to why investing time to document your EDI system is a wise decision.
Benefits of Documenting Your EDI System
1. Manage Crises Effectively
Imagine the system crashes, and you have no idea where to begin troubleshooting. Comprehensive documentation is invaluable in these situations. It offers a roadmap to identify potential issues and implement effective solutions. Having detailed documentation at your disposal is like having a fire extinguisher available during a grease fire.
2. Support New Team Members
When a new team member joins your company, learning the EDI system can be a daunting challenge. Comprehensive documentation is a vital resource, providing new employees with a map to navigate the maze of legacy code and processes. Instead of spending days (or weeks) trying to figure out how everything works, they can hit the ground running, thanks to detailed documentation.
3. Reduce Key Person Risk
People come and go, but your EDI system remains. When the key individual that has managed the system for years departs, their knowledge leaves with them—unless it’s documented. Proper documentation ensures the next person can pick up where the last person left off without missing a beat, so your system runs smoothly even during transitions.
4. Facilitate Upgrades and Integrations
When the time comes to upgrade your system or integrate it with new software, quality documentation can smooth the process. Clear records of the system’s functionality make it easy to identify necessary changes and implement them correctly. This reduces the risk of errors and ensures that integrations are successful.
5. Save Time and Money
Detailed documentation reduces the time spent troubleshooting, training new employees, and recalling system details. In the business world, time is money, so the effort invested in documentation can lead to substantial cost savings over time.
Finding the Time to Document
It may feel daunting to carve out time to create or update documentation, but the reality is that your business will benefit from all the reasons we stated previously. It’s a vital task that will more than repay the time invested. Below we offer up some tips to help get you set up for success.
1. Document As You Go
Create a working document for you or your team, commit to adding details and instructions for each issue that comes up. Spend 15-20 minutes to record one aspect of the system at a time. This will gradually build a comprehensive set of documentation over time.
2. Take a Documentation “Vacation”
Just as you would clear your schedule when you’re out of the office, consider clearing a day or two to create documentation. Allow yourself focused time to concentrate and you’ll find the documentation is complete in no time thanks to quieting out other distractions.
3. Outsource the Documentation
Do you labor under the common misconception that someone outside your organization could never understand your system? Oftentimes an objective set of eyes is the best resource for documentation. They can analyze the system, document what they find, and make recommendations for maintenance and improvements, in one efficient stroke! You not only end up with good documentation, but an objective evaluation of your system.
Conclusion
Creating documentation for your legacy EDI system may not be the most glamorous task, and it can be challenging to find time to get started, but its importance can’t be overstated. The time dedicated will pay dividends for years to come. It serves as a safety net that supports your team, ensures continuity, and saves time and money. The next time you consider skipping documentation, remember these benefits and invest in your team’s future success. Be the hero you know you are! Whether you do it yourself or get help from the team at DCS, the effort you invest today will yield significant rewards tomorrow.
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