Documentation Overkill: Are We Filing Away Our Time Instead of Actually Solving Problems?

Let’s be honest: When was the last time someone actually read your perfectly crafted documentation—cover to cover? Or does most of it end up lost in a well-meaning Confluence Spacer, only to be dusted off as “Exhibit A” at the next escalation meeting? 🕵️‍♂️

Here’s my question: Do we document to foster transparency and collaboration—or just to cover our backs with a 25-page s, in case someone comes knocking? 🤔

📝 Documentation as an Alibi?

Sometimes it feels like we’re writing things down just so we can say, “Hey, it’s all documented.” But let’s face it: nobody reads the full thing. The famous “it’s all in Confluence” has never saved a single project team scrambling for real answers or urgent solutions. 🚒

🎯 The Real Goal: The Right Information, at the Right Time, in the Right Place

Effective collaboration doesn’t happen because of 1,000 pages of documentation—it happens because information is clear, accessible, and actually used. Good documentation should be like a well-organized toolbox: everything you need at hand, nothing unnecessary, no duplicate screwdrivers. 🧰

But what happens in reality?

• Key info is scattered across three tools, four SharePoints, and seven folders—but “hey, we’re compliant!” 🤷‍♀️

• Crucial instructions are buried on page 17 of a wall of text. 📄

• Teams spend more time searching and chasing answers than actually executing. 🏃‍♂️💨

🤝 Are We Saving Documentation—Or Collaboration?

Especially when it comes to cross-departmental work, things get interesting: The SEO team works on a new strategy, the product team drops a feature release doc somewhere, and someone else tracks real KPIs in an Excel file—yet no one actually knows where to find what.

My takeaway: We shouldn’t document everything just for the sake of documentation. Instead, let’s document so that the right people can access the right info at the right moment. Less is more—if it’s better. And maybe, let’s talk to each other again instead of sending the 15th email or updating the 99th wiki page. 🗣️✨

💡 Call to Action

How do you handle this? Have you ever seen too much—or the wrong kind of—documentation get in the way? What actually helps you work better, day to day? I’d love to hear your real stories and opinions—drop them in the comments! 👇