According to research studies, document searches consume up to 25% of work time per week for some professionals. Moreover, in the United States, some individuals spend five hours a day trying to find the right file.
Inefficient document management reduces productivity and can create stress in workers’ psychology. So, to run an operation smoothly, you must learn how to manage documentation. This is true whether you run a business, manage a team, or maintain personal documentation.
weDocs is a feature-rich and easy-to-use document management plugin. It can help manage your documentation posts quiet efficiently in an organized way on WordPress. In this blog post, we’ll explain to you how to manage documentation and best practices for it.
What Is Document Management?
Document management is a process for storing, organizing, and retrieving important files efficiently whenever needed. It is related to managing documents no matter where they are. Document management is required when your docs are on a computer, cabinet, cloud storage, or WordPress site.
In the past, businesses relied on physical filing cabinets to store paperwork. As technology evolved, digital document management became the standard. In the early 1980s, businesses started using computers and servers to store and organize files without clutter.
These days, document management systems (DMS) further simplify this procedure. They help you securely store, search, and share documents in just a few clicks. You can save time, reduce errors, and keep everything organized with the right system.
Explore how to create a documentation knowledge base.
Why Effective Documentation Management Matters
In 2020, the adoption of remote work led to a severe decrease in productivity for 97% of firms with little or no modern document procedures. So, if you are in the same boat, you are probably having trouble storing, sharing, and accessing important files.
Poor document management can slow down work, cause confusion, and even lead to security risks. A well-structured documentation system helps you get rid of these problems. It ensures teams stay productive, information remains secure, and compliance requirements are met. You need proper document management for these reasons:
a. Faster Access
Users can find files instantly using keywords, tags, or filters by using a document management system. This speeds up workflows and keeps projects moving. So, no more wasting time searching through folders.
b. Better Organization
A structured system keeps files neatly stored and categorized. This leads to reduced clutter. Thus, you can find documents more easily when you need them. Every important file (like contracts, reports, or client records) remains in order. Learn how to create an engaging FAQ page in WordPress.
c. Compliance and Auditing
Many industries have strict compliance regulations. A DMS keeps track of document history. This works well for fulfilling legal and regulatory requirements. It also simplifies audits by maintaining a clear record of changes and approvals.
d. Improved Collaboration
Thanks to a DMS, teams can edit, share, and review documents in real time. Plus, improvements on documents can be made easily if there is a feedback system. Multiple users can work on the same file, leave comments, and approve changes without endless email exchanges.
e. Stronger Security
Sensitive business documents need protection. User permissions, access controls, and encryption are all provided by a document management system. Confidential files are only accessible by authorized personnel. As a result, the chances of a data breach are low. Check how to control permission management on the knowledge base page.
f. Saves Time and Money
Paper-based systems require printing, storage, and manual handling. You have to keep additional time and budget for this. At the same time, it is a waste of resources. That’s why digital document management is necessary. It can reduce costs, speed up processes, and eliminate unnecessary paperwork.
g. Supports Remote Work
Employees need access to important documents whether they’re in the office or working remotely. A cloud-based system ensures that files are available from anywhere. Technically, this also keeps team members connected and productive.
Introducing weDocs: A Smart Documentation Solution
Managing documentation on WordPress can be frustrating and stressful without the right tool. There are many documentation plugins for WordPress. However, most of them add unnecessary bloat, slow down websites, or make the process overly complicated.
That’s where weDocs stands out. It’s a lightweight, efficient, and easy-to-use documentation plugin that helps you create and manage product manuals, knowledge bases, and wikis effortlessly. weDocs is highly suited for businesses where customers need clear and well-structured documentation.
It can be a game-changer when you’re running an e-commerce store, SaaS platform, or online course. It reduces support tickets and improves user experience by maintaining an organized knowledge base. It’s extensible — developers can customize it while keeping the core clean and efficient.
Learn more about weDocs by watching this video from Mr. Web:
weDocs Features: How It Simplifies Documentation Management
With weDocs, you can create, manage, and organize all types of documentation with ease. This WordPress documentation plugin makes sure your content is perfectly structured and easy to navigate. It is the perfect choice if you need a powerful yet simple documentation solution.
Here’s a closer look at its top features:
1. User-Friendly Interface
The dashboard is simple and intuitive. Mastering coding is not necessary to build or handle documentation through weDocs. Everything is structured for easy navigation, so you can focus on content creation without distractions.
2. Hassle-Free Migration
If you are using BetterDocs and wish to switch to weDocs, then no problem! The system offers data-safe documentation migration. Therefore, you can change platforms with no information loss or problems during the process. Check how to migrate documentation from BetterDocs to weDocs.
3. Drag-and-Drop Organization
Easily arrange documentation sections by dragging and dropping them into place. The system allows you to simply move your documentation elements into appropriate positions. Hence, you can reorder content without manual editing.
4. Powerful Search
Users can instantly locate relevant content with the built-in search feature. Instead of browsing through multiple pages, they can just type in a keyword and get results in seconds.
5. Nested Documentation Structure
Organize your documentation with three-level nesting. You can build categories and subcategories with articles for fast and simple content discovery. So your readers will benefit from this hierarchy.
6. Feedback and Voting System
Improve your documentation with user feedback. Readers can assist in content improvement through a “Helpful” voting system found in every article. They can rate content and provide insights.
7. SEO-Optimized
weDocs ensures your content is easily indexed by Google. So, your documented content will achieve better search engine rankings through SEO-friendly configuration. Thus, more online users will discover your knowledge base easily.
8. Fully Responsive Design
weDocs delivers a responsive design that ensures perfect display across desktops, mobile screens, and tablets. No matter what screen size your users prefer, weDocs ensures a smooth reading experience.
9. Multilingual Support
Serve a global audience with multilingual documentation. weDocs integrates perfectly with Weglot. Therefore, you can translate your content into multiple languages without any coding.
How to Use weDocs for Managing Documentation: Step-by-Step Process
By using weDocs, managing your documentation on a WordPress website is simple and efficient. This plugin will help you organize all your content with minimal effort. It stands out when you are creating a knowledge base, product manual, or internal guide.
Follow these steps to manage your documents on WordPress through weDocs:
Step 1: Install and Activate weDocs
First, install weDocs from the WordPress plugin directory. Navigate to Plugins > Add New, search for “weDocs,” and then install and activate it.
Step 2: Create a New Documentation
Go to weDocs > Add New from your WordPress dashboard. Enter a title for your documentation and click Publish.
Step 3: Add Sections and Articles
Click on the newly created documentation to add sections. Within each section, create articles to break down topics. This feature is great for keeping content organized and easy to navigate.
Step 4: Use the Built-in Editor
Each article can be written using the WordPress block editor. You can format text, add images, and embed videos to enhance readability.
Step 5: Organize and Reorder Content
For a better user experience, you should provide a structured flow for readers. With weDocs, you can drag and drop sections or articles to rearrange them easily.
Step 6: Publish and Display Your Documentation
Once finished, publish your documentation. You can add it to any page using a shortcode or the built-in weDocs widget.
Step 7: Manage and Update Effortlessly
If you need to make changes, weDocs always lets you edit articles from the dashboard. What’s more, updates are instantly reflected on your site.
Final Thoughts on How to Manage Documentation
The age is competitive, so you must stay organized and productive. Hence, you should know how to manage documentation. A well-defined documentation system can be beneficial in many ways. You just need to use the right tool for document management.
If you are using a WordPress site, weDocs is the ultimate solution for managing docs. With its user-friendly features, you can create, edit, and arrange documents with ease. So, do you wish to simplify the workflow of WordPress document management? Try weDocs today and take control of your documentation!
