Documentation is crucial to ensure awareness of processes, tasks and roles, even in the case of scaling or new contributors joining. For instance, in the case of a team with designers, documenting their workflows is valuable, as it can be shared to teach others and ensure redundancy.

It's useful for recurring time-based projects, aiding in understanding the process, goals, hazards, compensation, and timeframe.

Documenting individual workflows

Documentation of work involves describing individual workflows, goals, hazards, and processes. These factors can be discovered through conducting an Expert Interview. Learn more here:

You can find an example for workflows in Gitcoin's MMM department in this Notion page.

Documenting (collaborative) processes

Time-based collaborations, projects, and processes that involve multiple contributors require specific guidelines to ensure consistent adherence and smooth onboarding of new contributors.

Once user journeys or individual workflows of a system are clear, document how they interact with each other. Here is an example of a design sprint process from Deep Work:

Benefits of clear documentation

Contributor Training

Documentation aids in training new contributors and testing their current skillset. This is useful when replacing team members, during emergencies, and in the process of scaling.


In decentralized project management, documentation enhances agility, supporting shifts between different project types. This adaptability is rooted in criticality and complexity science, allowing the organization to respond flexibly to uncertainties. Deep teams and related software maintain and observe projects, facilitate reflection, and ensure credit is given. A collective understanding is encouraged for decentralized management, enhancing awareness and facilitating cross-department collaboration.

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