GLRP Org Documentation That Works: Pages, Templates, and Naming Rules
Why GLRP org documentation fails (and how to fix it)
Most GLRP org documentation fails for one of three reasons: it’s hard to find, it’s too long, or it’s not updated. The solution isn’t writing more. It’s building a simple documentation system with consistent templates and clear ownership.In this article, you’ll learn a practical structure for GLRP org docs, plus ready-to-use templates for projects, meeting notes, and decisions. The goal is a system that reduces repeat questions, speeds up onboarding, and preserves institutional memory.
The “one home” rule
Pick one primary location for documentation and treat it as the official source. You can still use chat, email, and task tools, but final information should land in the doc home.Assign a documentation owner (often an Operations/Admin role). That person doesn’t have to write everything, but they enforce structure, keep links clean, and make sure owners update their pages.
A simple GLRP doc structure you can copy
Aim for a navigation that a new member understands within two minutes:- Start Here: mission, priorities, org contacts, and how work flows.
- How We Work: roles, meeting cadence, communication norms, and request process.
- Projects: active initiatives, each with a single project page.
- Decisions: a log of key decisions with dates and owners.
- Resources: templates, brand assets, FAQs, and training links.
- Archive: completed projects, old notes, and retired policies.
The key is not perfection; it’s predictability. If people know where something should live, they can find it.
Template 1: Project page (one page per initiative)
Project pages should be short and scannable. Here’s a reliable structure:- Project name: include a clear, unique title.
- Owner: one person accountable.
- Purpose: what problem it solves.
- Definition of done: specific completion criteria.
- Scope: what’s included and what is explicitly out of scope.
- Timeline: milestones and target dates.
- Status: green/yellow/red plus a short explanation.
- Links: task board, files, meeting notes, and deliverables.
- Risks/Dependencies: top 3 only, with mitigation notes.
This template prevents the common problem of “project pages” turning into unstructured diaries. Keep updates in the Status section with dates so progress is visible.
Template 2: Decision log (capture the why, not just the what)
GLRP orgs lose momentum when decisions are made in chats and forgotten. A decision log solves that with minimal effort. Each entry should include:- Date: when it was decided.
- Decision: the final outcome in one sentence.
- Context: the problem or tradeoff.
- Options considered: 2–3 bullets, not an essay.
- Owner: who made the call or had final approval.
- Impact: what changes because of this decision.
- Review date (optional): when to revisit if needed.
For more in-depth guides and related topics, be sure to check out our homepage where we cover a wide range of subjects.
This makes it easy to answer “why did we do it this way?” months later without reopening old debates.
Template 3: Meeting notes that drive action
If your meeting notes are walls of text, nobody will use them. Make them action-first:- Attendees: and who was absent.
- Agenda: with time boxes.
- Updates: short bullets per owner.
- Decisions: link to the decision log entries.
- Action items: owner + due date + link to task.
- Parking lot: topics not resolved, with next step.
Pro tip: if it doesn’t result in a decision or action item, it likely doesn’t belong in the main notes.
Naming conventions: boring, strict, and incredibly helpful
Naming conventions feel restrictive until you need to locate a file quickly. Use a consistent pattern across docs and files:- Dates: YYYY-MM-DD at the beginning when time matters (meeting notes, reports).
- Project prefix: short project code or name before filenames.
- Versioning: avoid v1, v2 chaos; prefer “Draft” and “Final” with dates.
Examples:
- 2026-01-15 Weekly Sync Notes
- GLRP-Onboarding Project Brief
- GLRP-EventPlan Budget Draft 2026-02-01
The goal is that sorting by name gives you a usable timeline.
Make documentation self-maintaining with ownership and rituals
Even great templates fail if nobody updates them. Tie documentation to your workflow:- Every project owner updates their project page before the weekly meeting.
- Every decision made in a meeting gets logged the same day.
- Once a month, the Admin role archives completed work and fixes broken links.
Keep the rituals short and routine. When it becomes “just how we operate,” documentation stays current without a major effort.