Cost Of Poor IT Services Documentation Management - 2024

Having spent over 25 years in the Managed Services Provider (MSP) industry, I have seen the common issues that arise when it comes to documentation framework blueprints. 

One of the biggest problems encountered is that MSPs often gradually grow their current documentation systems over sometimes decades. This means that there is often no clear and consistent documentation structure in place, making it difficult for technical staff to find relevant information.

Below are a range of 100% human created articles for your viewing pleasure.

Lack Of Consistency Over Time

The biggest failure of an MSP's documentation system is the lack of consistency over time. Maintaining documentation internally always leads to a subpar documentation framework due to the problem of maintaining consistency over a long time frame. 

A poorly functioning documentation system can cost MSPs thousands of dollars in lost productivity, missed opportunities, and decreased customer satisfaction.The true cost of bad documentation is estimated to be $31,000 per employee per year.

Can you think of a single other factor in your managed services business that could come anywhere near either that level of efficiency loss or that level of potential for improvement?

The economies of scale when it comes to implementing a consistent and reliable documentation framework are staggering.

Consistency Over Time

Maintaining a functioning set of processes and procedures for keeping a documentation system at its best with internal staff is near impossible due to key staff joining and leaving over time. 

Each new hire, no matter how competent they may be, will negatively impact the document system because it erodes the consistency which is the single most important part of a functional documentation system. This can result in confusion, wasted time, and decreased productivity.

Obsolete Documentation

Ignoring obsolete information instead of deleting it causes massive time waste as staff need to work through pointless information in an attempt to find relevant information. This can result in staff spending hours on a task that should only take minutes, leading to decreased productivity and increased frustration.

Key Staff Members Leaving

Furthermore, when a staff member leaves, any systems they put in place are often instantly forgotten as the new key staff member begins and who in some cases wants to put their own stamp on their new position. 

This can lead to confusion among remaining staff who now have to endure changing processes that may well be more logical and save more time than the decisions the new key technician has decided to put in place.

True Cost of Poor Documentation

The cost of a poorly functioning documentation system goes beyond just lost productivity. It can also impact customer satisfaction and ultimately lead to lost business. 

A survey by Genebra Quality found that 70% of companies have lost business due to poor document management. Additionally, Centriworks found that companies spend an average of $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.

The Solution

With over a decade of experience dedicated to improving IT Service documentation using IT Glue over 15 different organizations as well as having started my own MSP in 2004, I have the knowledge and expertise to help MSPs overcome their documentation challenges. 

I am able to approach a problem from both an owner's perspective as well as a technician's perspective, and I have the ability to create documentation for the least experienced while making it useful for the most experienced. 

I have a collection of useful templates created over those years that I know work and speed up the process of transforming an MSP's documentation system from a disadvantage to something that will transform them into a class-leading MSP.

Over the years, I have developed a collection of useful templates that have proven to be effective in transforming MSPs' documentation systems from a disadvantage to something that will transform them into a class-leading MSP. 

These templates have been refined and optimized over the years, and I know they work because I have seen the results firsthand.

My unique set of skills and experience gives MSPs the best chance of solving the common issues they face when it comes to documentation delivery. 

As a former MSP owner, I understand the challenges involved in running a successful MSP and the importance of having reliable documentation. I have walked in your shoes and have first-hand experience in the day-to-day operations of an MSP.

Whether you're struggling with inefficient documentation processes, lack of collaboration among team members, or outdated documentation, I have the expertise and knowledge necessary to help you overcome these challenges. 

I take a personalized approach to each MSP I work with, tailoring my solutions to meet the unique needs of your business.

With my help, you can transform your MSP's documentation system into one that is efficient, accurate, and accessible. 

You'll be able to provide high-quality service to your clients, while also improving internal collaboration and communication among your team members.

Conclusion

If you're an MSP struggling with documentation delivery, I can help. My experience as an MSP owner, combined with my expertise in documentation delivery and collection of useful templates, gives me a unique advantage in solving the common issues universally faced by MSPs.

We have a number of other documentation and consulting related articles listed below that will provide you with more detailed information on a number of related topics:

https://optimizeddocs.com/blogs/consulting/consulting-index-page-01

Our team specializes in strategies for IT solutions organizations and we assist in improving profit margins through standardization and consistent record keeping strategies, so you can be confident that our content is tailored to your needs.

Please feel free to explore our other articles and click on any that interest you. If you have any questions or would like to learn more about how we can help you with your documentation needs, please click the "Get In Touch" button to the left and we will be happy to assist you. Thank you for choosing us as your trusted source for technology documentation.