I've been working on a web service for 3 years and recently faced a frustrating situation while trying to update a feature. I spent two hours searching for the latest API documentation across various platforms like Google Drive, Notion, GitHub, and even past Slack messages and emails. Eventually, I found the up-to-date info in a spreadsheet linked in a six-month-old Slack thread. The official documentation in Notion hasn't been updated since the feature was created three years ago, which means none of the recent changes are documented.
I'm curious if anyone else is experiencing similar documentation chaos, especially in environments where different teams use multiple tools. For instance, our dev team relies on GitHub and Notion, while PMs and customer support use spreadsheets and Google Docs, and the design team comments in Figma. How do you efficiently find and manage the right information when everyone has their own system?
1 Answer
It sounds like you're in a bit of a documentation mess, which is pretty common in larger teams. When I worked at a startup, we tackled this by designating Notion as our main source of truth. We brought all stakeholders together and migrated all important documents there, linking them so that nothing got lost. As we grew from 20 to over 100 people, each team manager made sure their team maintained proper documentation. It took some time and commitment, but it definitely helped keep things organized. Fixing documentation issues isn't something that can be done overnight; it requires buy-in from everyone. Consider making proper documentation part of your project deliverables!
That's a smart approach! But, as you said, it can be hard to implement when everyone is already used to their own systems. In larger teams, especially those that have established their workflows for years, introducing a single source like Notion feels like a huge shift. I wonder if it’s more about creating references and reminders in their current tools before transitioning fully. Any tips for that?