Great documents are the foundation of effective knowledge transfer. When your team opens a document in Waybook, they should instantly understand what they need to do and why it matters - without wading through walls of text or struggling to find key information.
Creating documents that are clear, actionable, and engaging doesn't have to be time-consuming. With Waybook's tools and these best practices, you'll build content that your team actually wants to use.
Understanding Documents in Your Waybook Structure
Before diving into creation, let's refresh how Documents fit into your overall Waybook hierarchy:
Categories → Subjects → Documents → Steps
Documents are your individual guides, procedures, or resources that sit within Subjects. Each Document is broken down into Steps - the actual actionable content your team will follow. This structure ensures your knowledge is organized logically and easy to navigate.
Three Ways to Create Documents in Waybook
Waybook gives you flexibility in how you build your content. Choose the method that best fits your current needs:
Import Existing Content
You don't need to start from scratch. Bring your existing processes, SOPs, and training materials from shared drives, emails, or other platforms directly into Waybook.
AI Document Creator
Skip the blank page entirely. Simply describe what you need, and Waybook's AI drafts a structured document with steps and details - ready for you to refine.
Build from Internal Templates
Save time by reusing Document structures for recurring processes - perfect for standard operating procedures and training materials that follow similar formats.
Best Practices for All Documents
Regardless of how you create your documents, these practices ensure maximum clarity and engagement:
Keep Steps Short & Focused: Limit each step to the length of a single sheet of paper to enhance readability and reduce cognitive overload.
Use Dynamic Content: Incorporate at least two visual elements in each step -images, tables, callouts, checklists, collapsible boxes, or embedded videos. Use slash commands (/) to quickly insert these without breaking your flow.
Make Content Scannable: Use clear, descriptive titles for documents and steps. Create logical flow with headers, and highlight critical information with callouts or font colors.
Build Accountability: Add Confirmation Steps for crucial processes, assign Document Owners to ensure accuracy over time, and create Internal Links to connect related documents.
Know When to Split: If a document grows beyond 20 steps, split it into smaller sections using the Move feature. Multiple focused documents are better than one overwhelming guide.
Best Practices by Document Type
Different types of documents serve different purposes. Here's how to optimize each:
Standard Operating Procedures (SOPs)
SOPs document routine processes that need to be followed consistently every time.
Examples: Customer onboarding, processing refunds, closing monthly accounts, handling complaints
Best Practice:
Step-by-step instructions in sequential order
Clear actions for each step (use action verbs: "Click," "Review," "Submit")
Screenshots or videos showing exactly what to do
Defined inputs and outputs
Use checklists for sub-tasks within steps
Include troubleshooting guidance in collapsible boxes
Policies
Policies establish guidelines, rules, and standards that govern how your organization operates.
Examples: Remote work policy, expense reimbursement, data protection, code of conduct
Best Practice:
Use callouts to highlight non-negotiable rules
Organize into logical sections (Scope, Guidelines, Responsibilities, etc.)
Link to related procedures or forms
Include the effective date and review schedule
Consider adding a confirmation step for critical policies
Knowledge Documents
Knowledge documents capture important information your team needs to reference, but doesn't involve step-by-step instructions.
Examples: Company history, mission and values, product specifications, brand guidelines, organizational structure
Best Practice:
Use descriptive headers to organize information by topic
Include visuals that reinforce key concepts (logos, photos, diagrams)
Link to relevant processes or SOPs where applicable
Use tables to present comparative information
Consider using collapsible boxes for detailed background information
Go Deeper with Our Masterclass
Want to master content creation in Waybook? Watch our Creating Content that Powers Team Success masterclass to learn advanced strategies for building documentation that drives real impact.
Need help building a custom implementation plan or optimizing your content in Waybook? Get in touch with our customer success team or reach out to your account manager to refine your approach and create documents that drive real results for your team.