How to enforce documentation / file structure at an organization

ShinRamyun
2023-11-30T00:37:34Z

Hey Tildes,

I work at an international company which, over the course of COVID, probably had a turnover rate of 80% over two-three years. This was less due to the company, and more due to the incredibly restrictive COVID policies that the country we are located in tried to enforce. I was brought on in 2020, and due to the hemorrhaging of long term employees, a large gap in institutional knowledge was created.

We aren't a tech company, and use Google Workspace/Drive for a lot of our storage and documentation. Within my department I recently put in a lot of effort to create a file organization structure and proper documentation so that we would no longer lose resources and knowledge when people left - and a main purpose was to make it as easy for people to use, cut down on work, find information faster, and provide an easy way to leave with a bunch of resources if they wanted to move to a different company (we aren't in a field where we really compete with others or would lose an intellectual property). It was received with a ton of positive feedback from my peers and direct superiors.

This effort was recently noticed by management and I have been tasked with providing a rollout plan to get the entire organization on a similar structure with documentation processes for every department. My issue is, how does one enforce usage and standardization of documentation and following a certain file organizational structure? While I can think of a ton of ways to structure my process, communicate, and demonstrate the benefits to people, I know that there will be resistance (and in some cases, non-compliance) from staff. I am more than willing to work with them, provide training, and do a lot of the leg work myself, but I am wondering if anyone here has gone through something similar and has good strategies on what I can only describe as leading without authority.

My initial plan was to use the results from my department to get the more enthusiastic departments on board first, and then hopefully good word will spread to help reduce friction with other departments that may be more resistance and not as technologically inclined. However, I know that no matter what I do, I will hit resistance at some point.

The only two times I have had a similar task at a previous employer I had absolute full reign over everything, and it was a completely solo endeavour, or was working with such a small tight-knit group that I didn't have to worry about non-compliance. This is my first time working on such a project in a larger organization and could really use tips from others experience.

I'm trying to not dox myself here - but hope I provided enough information to get some overall tips and comments.

Comments URL: https://tildes.net/~talk/1chy/how_to_enforce_documentation_file_structure_at_an_organization

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