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3 Ways Proper Documentation Helps Your Business

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Your business can’t survive without proper contracts! The same is true for documentation.

Documentation should be a non-negotiable for your business. 

If you reduce your liability, your business processes must include proper documentation.

Every client, lead, vendor communication should be recorded. Not voice recorded but detailed written notes about the communication. You don’t want to just rely on your memory. Instead you or any member of your team should be able to pull up the notes from that communication and know everything about that conversation.

  • Who did you speak to?
  • What did they want?
  • How was it resolved?
  • What was promised?
  • What day did they call?
  • What time did they call?
  • How long was the conversation?
  • Etc…

If you do not have a habit of documenting everything in your business, here are three reasons to why you should start.

1. Your Memory Isn’t What You Think It Is

It’s easy for us to say, “I’ll remember that,” or “I’ll write it down later.” This is not good practice, especially as a business owner. You can’t just rely on your memory to recall everything in a conversation. Having a way of documenting from your notes, emails, to certain business systems is the way to go. Not only will documenting help you and your clients, it will also help your team stay on the same page.

2. Documentation Helps When Drafting Contracts. 

Keeping great notes will help you as it relates to drafting contracts. Your notes will ensure your contract accurately reflects the agreement or the understanding that you both have. Go through your notes and documentation as you’re reviewing the contract to make sure that everything you discussed and agreed to makes it into the contract. Keep in mind that your notes do neither replace the contract nor can it be used to determine what the intent of the contract. However, your notes will come in handy to show that you acted under the terms of the contract.

3. Business Record Hearsay Exception 

Hearsay, which is an out of court statement made by a third person, is usually not allowed in court but there’s an exception (there’s always an exception). When documentation is included in your business processes those records aka business records could be allowed to support your claim in court. your records could help you in court. The business record exception to hearsay allows for the documents to be used as long as the proper foundation is laid.

Are these tips helpful for you? If they are, I would love to help you continue to build your business the right way with trademarks, contracts, or copyrights. 

Take a moment to learn more and schedule a 15-minute assessment with my office at laconyamurray.com. 

If you’re looking to continue thriving in business while avoiding legal pitfalls, I would love for you to join the waitlist for my Launch Legally Incubator program. This dynamic 12-month program re-opens in April. 

Click here to learn more and join the waitlist to be among the first to know when enrollments re-opens. 

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