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At all workplaces and in most situations 
you will need to use documents.

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You will need to share documents, and to 
read documents others have written.

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Because there are more people working together in today's 
working life, more people need to share, use and

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search for other people's documents. Keep in mind that all documents that 
are made to be read by anyone else than you, 

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must have communication as a basis. I've supervised hundreds of
students at the University from bachelor to

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PhD level, and I am used to receiving documents from 
students. I cannot count the times 

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I have received a document named "Chapter 1". 
I get it, if you're a student, 

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it makes sense to you, but it doesn't make much sense to me. 
So, remember what we've talked about concerning

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empathic communication and 
put yourself in someone else’s shoes.

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There are others who will use your documents. That’s why we
have the basic rules of thumb: WHO, WHAT, WHERE and WHEN.

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WHO: Who should read or have access to the
document you are writing, and what consequences

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does this have. First, you need to learn about privacy. 
Who is allowed to have access to your document?

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It is useful to learn some basics about GDPR. 
You should also learn how to use the templates

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your company uses, so that you structure 
documents in a way that others structure theirs

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so they appear similar to others. WHAT: Keep in mind 
that the document name should make sense for

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others who will read your document. And the document  
should be searchable. It's a good idea to think about SEO

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or search engine optimization in the titles when you 
give a document a name.

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For example, avoiding using acronyms or abbreviation 
that only mean something for you.

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Use complete words and consider that 
search engines are especially concerned

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with the first few words. Also, consider the 
document type your are using. If others will

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contribute to this document you must have a 
format that allows this, such as Word or Google docs.

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Final, complete versions of document 
meant to be disseminated outside

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of your organization may well be in a PDF. Not 
intended to be worked on further, but that is locked.

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As for WHERE: Where will you store documents, 
will you co-write online, should it be stored

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locally on your machine, or should it on 
shared site? If you are using one of the new

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collaboration tools such as Microsoft Teams,
remember that if you share a document

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in a group chat, this is not the same as a sharing the 
document in a channel. In a chat, the document

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is stored in your OneDrive or on your local computer

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and is not easy to find or search later. And if you 
leave your workplace, the chat will disappear

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and the document shared in the chat as well. But 
documents shared in a channel will remain as part of

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the documents at your workplace. WHEN a document is saved, it is 
it's a good idea to add the date to the title so that 

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will be easier to search for later. If you do not work 
in the same document online,

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you may want to give a document a name that 
shows the date it was modified or which

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version it is. For example, a name, 
and content in the title, date and perhaps

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version number 1, 2, 3. Larger workplaces
often have a governance structure

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that ensure that documents live and die, 
or are archived, based on a document policy.

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So check with the place you work how 
long should documents should be available.

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Is it a temporary document, or should it be
saved for the future?

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For example, a contract or work procedures 
needs to be saved and archived.

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So check the the rules and 
document governance structures

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that apply where you work and 
follow them.

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The most important thing about documents is that they are communicative. 
You must think about the WHO, WHAT, WHERE and WHEN 

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and consider this also when it comes 
down to the document name level.