When is the best time to write business documentation? Before you need it.
I find it easiest to write when I’m working on the process, aka “As You Go”.
Why? This habit was ingrained back when I was teaching programming. A well commented computer program happens as you code! Comments and change logs are essential for making sense of the past, communicating the present, and preparing for the future. And for my students, comments
It’s also why I keep a log book — these days it exists as both a handwritten notebook and a digital file. I can quickly scribble a note about how (and why) something is done and during my reviews make sure that information gets into the correct place. Often these notes are scribbles which is why regular review is important, my handwriting is often challenging to decipher. If you need a hand finding a way to organize your notes, the bullet journal method is a good place to start.
What about those bits of information that end up emailed? If you are like me, to stop and copy and paste the text into a new file would be disruptive and create attention residue. I pause only to label/tag those messages as “documentation”. During a review session, I scan those messages and take the time to update my notes in the correct place.