PMO | How to Organize Project Documents

The following is an example guideline on how to organize project documentation :

• Quip Folder: We require all project create the quip folder using the template defined.. The template folder provides the document structure and allow project team to easily navigate through project related content. Please following the standard document format for all your document creation. 
• BOX folder: please create BOX folder to keep presentations, recordings or files that needs securely stored or too large to upload to quip. Add links to the quip document for easy navigation
• Access: Please make sure to give appropriate access to Quip and BOX to people you are sharing the documentation with. 
• Archive document: we don't leave unfinished or not used documents in the project folder. Please archive them and also remove duplicated. 

Quip Document Requirements

• All document should have a document owner "Document Owner: <name>" so people know who to direct questions related to the content. 
• All documents should start with the Objective / Purpose of the document
• All document should have a document owner and list creation date at the beginning of the document
• It's recommended to include a table for acronyms in the document 
• All cell in the spreadsheet should be filled or dark out or put "N/A" to make sure you looked at them and properly updated. 
• Please sync up your document with the standard updates when have time but review quarterly and before closing. 
• No broken link: make sure all the links in the document are valid and people you are sharing with have been given appropriate access
• Reference section with links to documents referred to create the document

Project Summary Document Requirements:

• Making sure all the stakeholder name on project summary quip document are shown in blue which means they can access the project summary page. 
• Please keep all stakeholders using one row per person