Corporate documentation

Create a single source of truth for your corporate knowledge.

Phrontex provides the structure and all the elements you need to build a comprehensive, integrated, corporate documentation system. In place of a library of documents or a shared drive full of files of varying age and reliability, you have a simple website of pages: organized, integrated, easy to use, easy to review, easy to keep up to date.

These are some of the common management system elements that you can manage with your Phrontex system —

Policies

Create a master register of your corporate policies. Policies have legal significance. You need to be able to produce a definitive list of the policies in effect at any time, and show when they were issued. Phrontex also provides a formal method to assess whether you have the right policies.

Procedures

Manage your operational documentation as a single hierarchy of procedures, from the top-level, core operating procedure down to whatever level of detail you need. The hierarchy of procedures normally follows the hierarchy of objectives. The Phrontex procedure format is simple to create and easy to follow: it encourages clear, concise writing. You can include photos or graphics at any point, and use the built-in hot-spot editor to create graphic hyperlinks.

Position descriptions

In Phrontex, there are three parts to a position description —

  1. The plain text statement of the role objectives and any other information you choose to add, such as competency requirements, personal attributes, etc.
  2. Reference to the person (or people) who hold the position.
  3. A listing of the position's accountabilities and responsibilities, defined by the links to the position from pages elsewhere in the system.
Guidelines

You can provide ’additional information‘ at any point in the system: tips, pointers, training notes, links to external resources ... anything that may be useful to your users.

Attachments

You can attach files to any page in the system. This can be useful to provide supporting materials or template working documents, or for some kinds of record-keeping. For example —

  • Your marketing procedure might include your library of collateral material. The procedure explains what the material is for, and when and how to use it.
  • Your sales procedure might have template documents for creating client proposals. The procedure how to create, submit, file, and follow-up the proposal.
  • A page in your legal documents register might include scans of the original contract and correspondence. The register page summarises the contract: third-parties, expiry date, and key obligations.
Terminology

Instead of including a glossary in each document, Phrontex provides a single register of defined terms, with standard definitions to be applied across the entire organization. When a term is used elsewhere in the system, the definition can be displayed as a popup. This approach brings consistency to the organization, and can significantly reduce the total quantity of documentation. (Large organizations using traditional documentation may have thousands of standard practices and work instructions, each containing a page or so of definitions.)