Tailoring Documentation to Organization Size
Tailoring Documentation to Organization Size
When it comes to management system documentation, one recurring question is how to tailor documentation to match the size of an organization. While the concept seems straightforward, many organizations struggle with getting it right. As auditors or consultants, we often see documentation that either overwhelms the business or fails to support its operational needs. It’s similar to wearing a poorly fitted garment—either too baggy and unstructured, or too tight and restrictive, hindering performance.
The commonly accepted principle is that the volume and complexity of documentation should align with the size of the organization and the intricacy of its operations. However, despite this guideline being well known, it is frequently misunderstood or poorly implemented. One reason for this is a lack of industry-specific experience among consultants. In some cases, consultants unfamiliar with a client’s industry or operational context may create systems that are either over-engineered or lacking essential elements. Without a clear grasp of the organization’s actual requirements, goals, and challenges, consultants might impose generic or unsuitable documentation structures.
Interestingly, the pressure doesn’t just come from consultants. Organizational dynamics can also play a role. For example, a consultant once shared with me that when he delivers a streamlined, efficient management system, some clients perceive the output as insufficient. They associate value with the quantity of paperwork—assuming that a hefty pile of forms and procedures reflects effort and professionalism. To satisfy these expectations, the consultant felt compelled to include more documentation than necessary. This illustrates how perceptions and business expectations can influence the design of a management system, sometimes to its detriment.
So, what is the right approach to documentation? The key factor to consider—regardless of industry—is the organization’s available resources. For example, a small manufacturing business with fewer than 50 employees is unlikely to benefit from a complex, bureaucratic management system. Even if its processes are sophisticated, the documentation still needs to be manageable and practical. Overcomplicating the system can lead to non-compliance or operational inefficiencies because the team simply doesn’t have the capacity to maintain it.
In situations where processes are complex but resources are limited, leveraging technology becomes essential. Implementing an Enterprise Resource Planning (ERP) system can offer a powerful solution. A good ERP platform can significantly reduce the need for manual forms, records, and reports by automating many functions. It can also track activities, generate analytical reports, monitor individual and departmental performance, and provide valuable data insights. An ERP can streamline operations and serve as a hub for performance indicators and continuous improvement.
A helpful rule of thumb is this: if an organization is large and operates with complex systems, its documentation will naturally be more extensive, especially at the operational level—the base of the documentation pyramid. In contrast, smaller or medium-sized organizations with less complex processes will benefit from a more balanced documentation structure, where the hierarchy and scope are proportional to their needs.
For small businesses that cannot invest in ERP systems, alternatives such as Microsoft Office and Adobe tools can help create interactive, digital forms. These can enable data tracking, reduce paper use, and simplify documentation without compromising functionality. Even modest digital solutions can play a significant role in avoiding excessive paperwork and making systems more efficient and user-friendly.
Ultimately, effective documentation is not about quantity—it’s about relevance, usability, and alignment with the organization’s actual needs. Tailoring documentation to fit the size and complexity of an organization ensures that systems are both practical and sustainable. Whether using advanced ERP solutions or simpler tools, the focus should be on supporting operations, enabling compliance, and fostering continuous improvement. A well-fitted management system—like a well-fitted suit—should be comfortable, functional, and designed to help the organization perform at its best.
At Aumozition, we empower auditors with the right tools and understanding to evaluate documentation through the lens of the auditee, avoiding generic, one-size-fits-all assessments.