The Metrics That Matter: Supercharging Your Documentation with Data

Frequency metrics are used in all industries where an “action” component is involved. For instance, you can measure the frequency of purchases, the usage frequency of government services, the occurrence of business trips, or even the frequency of wine consumption and North Atlantic hurricanes.

Similarly, frequency metrics play a crucial role in documentation management. These metrics provide insights into how documents are created, accessed, updated, and ultimately utilized. In this article, we will explore several frequency metrics relevant to documentation, such as search frequency, visit frequency, edit frequency, and more.

Frequency Metrics

Frequency metrics enable organizations to identify patterns and trends in documentation usage. By analyzing these metrics, teams can make informed decisions regarding content creation, updates, and overall documentation strategy. Below are some key frequency metrics to consider:

Search Frequency

Search frequency refers to how often users search for specific documents or keywords within a documentation system. A high search frequency for certain terms may indicate that users are seeking information they cannot easily access. By analyzing search frequency, teams can identify gaps in the documentation and guide their content creation efforts.

For example, the technical support team for a software application might notice that the phrase “how to uninstall” is among the most frequently searched terms in their help center. This high frequency suggests that users are struggling with the uninstallation process. In response, the team could create a detailed article outlining the steps for uninstalling the software on various operating systems. Doing so would not only help users find the information they need but also reduce the number of support tickets related to uninstallation issues.

Keyword Search Frequency

As demonstrated in the section above, search frequency is a broad term that includes keyword search frequency. Keyword search frequency specifically examines how often users search for particular keywords. By analyzing these patterns, documentation teams can optimize content to help users quickly find the information they need.

For example, on an online learning platform, a common keyword search might be for “course prerequisites.” This insight could prompt the documentation team to revise course descriptions, ensuring they clearly outline prerequisite requirements. As a result, students and parents can easily access the necessary information before enrollment, reducing enrollment issues and enhancing user satisfaction.

Visit Frequency

Visit frequency refers to how often users access specific documents. Analyzing visit frequency helps organizations determine which documents are most valuable to users and prioritize updates or improvements for high-traffic resources.

For example, when a bank monitors the visit rate of its loan application guidelines and finds that users visit these guidelines several thousand times a month, it may improve the document.

Typically, the bank could enhance the document by adding a video tutorial and a section of frequently asked questions (FAQs). By being proactive, the bank improves the user experience and helps potential borrowers navigate the loan application process more smoothly.

Edit Frequency

Edit frequency indicates how often changes or modifications are made within documents. High edit frequencies typically reflect ongoing revisions, often due to evolving processes or regulatory updates.

For example, a healthcare organization monitoring the edit frequency of its clinical guidelines might identify that one guideline, “Infection Control Procedures,” has undergone several edits in a short period. Emerging research findings and changes in regulations prompted these revisions.

As a result, the healthcare organization decides to keep this guideline under continuous review and continue monitoring its edit frequency. By doing so, the organization ensures the guideline remains current and compliant, reducing the risk of healthcare professionals following outdated practices.

Error Page Frequency

Error page frequency refers to how often users encounter an error page while trying to access documents. A high error page frequency typically indicates broken links or outdated documents, which can frustrate users and slow productivity. Monitoring this metric helps ensure a seamless user experience.

For instance, consider a university online portal used by students and parents. The portal shows a high frequency of error pages for links to course syllabi. Upon investigation by the IT department, it is found that several links are broken due to recent updates in course codes. The university promptly updates the links and ensures that all syllabi are accessible. This significantly improves the user experience for students using the portal to access course information and helps avoid frustration and confusion.

These examples demonstrate how an organization can refine its documentation processes based on frequency metrics to maximize user satisfaction.

Below is a table summarizing key frequency metrics:

Metric	Description	Example	Impact
Search Frequency	Frequency of searches for specific documents or keywords within the system.	A high frequency of searches for “how to uninstall” in a software help center.	Helps identify gaps in documentation and optimize content to meet user needs.
Keyword Search Frequency	Frequency of searches for specific keywords.	“Course prerequisites” frequently searched on an online learning platform.	Guides updates to documentation to improve accessibility and reduce user confusion.
Visit Frequency	Frequency of document access by users.	A bank’s loan application guidelines visited thousands of times a month.	Helps prioritize which documents need updates or enhancements based on user demand.
Edit Frequency	Frequency of changes or modifications made within documents.	“Infection Control Procedures” guideline edited several times due to new research and regulation changes.	Ensures documents remain up-to-date and compliant with current standards.
Error Page Frequency	Frequency with which users encounter error pages when accessing documents.	A university portal shows frequent error pages for broken course syllabi links after course codes are updated.	Highlights issues with outdated or broken links, prompting corrective action to improve user experience.

Creation and Update Metrics

In addition to understanding how to manage documentation, it’s essential to track document creation and update metrics. These include the following:

Document Creation Rate

The creation rate refers to the number of newly created documents within a specific time period. A high creation rate may indicate an increasing demand for documentation, while a low rate could suggest that existing documents are sufficient or that gaps need to be addressed.

For example, when a software company releases a new product feature, there is typically a spike in the document creation rate as teams create user guides, FAQs, and troubleshooting articles to support customers. This increase reflects the growing need for documentation to help users understand and effectively utilize the new feature.

Update Frequency

As the name suggests, update frequency refers to how often teams update existing documents. Regular updates are crucial for maintaining the accuracy and relevance of documentation. This metric helps organizations ensure high-quality documentation over time.

The regulatory compliance departments of financial institutions often monitor the update frequency of their policy documents. They may observe a high update frequency due to changes in regulations. By updating these documents regularly, the department ensures that employees have the most current compliance information, minimizing the risk of violations.

Average Time Between Updates

This metric represents the average time between updates for a document. A longer average time could mean that a document is either stable and doesn’t need frequent updates, or that it is being overlooked and requires attention.

For instance, a university academic catalog may show that changes in course offerings are rare. Upon review, the administration finds that many courses have been modified in various ways but these changes haven’t been reflected in the catalog, which needs updating. This highlights the need for a comprehensive review and update to ensure students have accurate and up-to-date information when planning their studies.

Frequency of Access

Access frequency refers to how often users access certain documents. High access frequency may indicate the importance of the document to users, while low frequency may suggest that the document is either irrelevant or difficult to find.

This metric can be valuable for an HR department that tracks the access frequency of the employee handbook and finds that certain sections—such as benefits and company policies—are highly accessed. Based on this insight, the department could enhance the handbook by adding visual aids and a search feature, making it easier for employees to quickly find what they need.

Peak Access Times

Analyzing peak access times helps organizations understand when users are most likely to seek information. This information can inform decisions about when to schedule updates or maintenance for documentation systems.

For example, an online marketplace might analyze access times for its product return policy and notice that traffic spikes during the holidays. Anticipating this trend, the company could plan to review and update the policy before the holiday shopping rush to ensure customers have the most accurate information at the right time.

These examples demonstrate how an organization can use these additional frequency metrics to refine its documentation strategy and improve the overall user experience.

The table below summarizes important creation and update metrics:

Metric	Description	Example	Impact
Document Creation Rate	The rate at which new documents are created within a specific time period.	A software company experiences a spike in document creation when a new product feature is released, leading to new guides, FAQs, and articles.	Reflects growing documentation needs and helps prioritize content creation for new products or features.
Update Frequency	How often existing documents are updated to ensure they remain accurate and relevant.	A financial institution regularly updates its policy documents to reflect changes in regulations.	Helps maintain compliance and ensures users always have up-to-date information.
Average Time Between Updates	The average time between updates for a specific document.	A university discovers that its academic catalog needs updating after a review reveals course modifications have not been reflected.	Highlights the need for more frequent updates to maintain accurate and current information for users.
Frequency of Access	How often users access specific documents, indicating their relevance and importance.	An HR department tracks high access frequency for sections on benefits and company policies in the employee handbook.	Helps prioritize updates to the most frequently accessed content and improves user experience.
Peak Access Times	Times when users are most likely to access specific documents.	An online marketplace analyzes traffic spikes for its product return policy during the holiday season and plans updates accordingly.	Guides the timing of updates to ensure that users receive the most relevant and accurate information.

Review and Approval Metrics

Reviews and approvals are essential for maintaining documentation quality. Some key metrics to track include:

Review Frequency

Review frequency refers to how often documents are reviewed for validity and relevance. Regular reviews help keep documentation updated and aligned with organizational standards.

Approval Cycle Time

Approval cycle time refers to how long it takes to move documents through the approval process. Reducing approval cycle times accelerates updates, ensuring that vital information becomes available when needed.

Here’s the table summarizing the review and approval metrics:

Metric	Description	Example	Impact
Review Frequency	The periodicity with which documents are reviewed for validity and relevance.	A company sets a quarterly review schedule for its internal policy documents to ensure they stay relevant and up-to-date.	Ensures documentation remains accurate, relevant, and aligned with organizational standards.
Approval Cycle Time	The time required to move documents through the approval process.	A legal department reduces approval cycle time for contracts, enabling quicker dissemination of updated documents.	Accelerates the update process, ensuring timely availability of vital information.

Retention and Obsolescence Metrics

The lifecycle of documentation is a critical aspect of documentation management. Below are some relevant metrics to track:

Retention Period Frequency

The retention period frequency measures how long organizations retain documents before archiving or deleting them. It is crucial for an organization to have proper retention policies to manage documentation effectively and ensure compliance with regulatory requirements.

Obsolescence Rate

The obsolescence rate refers to how frequently documents become outdated or irrelevant. Monitoring this metric helps an organization identify which documents need updating or removal, ensuring that users work with current and accurate information.

Distribution Frequency

Distribution frequency tracks how often organizations distribute or share documents with users. High distribution frequency may indicate high usage, and such documents may require more frequent revisions to ensure they remain up-to-date.

The table below outlines key retention and obsolescence metrics:

Metric	Description	Example	Impact
Period Frequency	Measures the duration for which documents are retained before being archived or deleted.	A company retains employee records for 5 years before archiving them as per compliance regulations.	Helps ensure proper document management and compliance with retention policies and regulatory standards.
Obsolescence Rate	The frequency with which documents become outdated or irrelevant.	A tech company monitors outdated software manuals and removes obsolete versions from their website.	Enables the organization to keep documentation current and relevant, improving user experience.
Distribution Frequency	The frequency at which documents are distributed or shared with users.	An HR department distributes an updated employee handbook annually, ensuring employees receive the latest version.	Highlights the need for more frequent updates to documents with high distribution, ensuring accuracy.

Conclusion

Frequency metrics for documentation are essential tools for achieving an effective documentation strategy. Understanding how often people search for a document, visit it, edit it, and create new content will help organizations improve the quality and discoverability of their documentation.

Regularly monitoring these metrics ensures that the documentation remains up-to-date, accurate, and easily accessible to users. This, in turn, enhances productivity by optimizing the user experience (UX) of your documentation. Embrace frequency metrics to elevate your documentation efforts to the next level!

Good luck with your technical writing!

ClickHelp Team

Author, host and deliver documentation across platforms and devices

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