Problem
Our client faced significant challenges in managing multiple documents that required frequent updates and formatting consistency. They were relying on a manual process of copying and pasting sections from various documents to create a final version. Over time, this method resulted in the loss of formatting, inconsistency in presentation, and formatting errors throughout the document. The client was also unable to include an updated and accurate contents page, as the document structure was too disorganized to support this feature.
The client needed a streamlined process to create documents with consistent formatting, ensuring that the contents page would automatically update when changes were made, and that all formatting remained intact.
Solution
To address the issues, we initially assessed the existing document and attempted to clean up the embedded formatting errors. However, due to the extent of the formatting issues, it became clear that the most effective solution would be to rebuild the document from scratch.
Our approach involved the following steps:
Document Recreation: We started with a blank document and copied the content from the original, but removed all formatting by pasting the text as plain text. This step ensured that all the rogue formatting from the previous document was left behind.
Header Structure Implementation:
We then carefully added headers to the appropriate sections of the document, ensuring that they were properly structured to automatically populate the contents page.
Consistency in Look and Feel:
Following the client’s request to retain the original document’s aesthetic, we applied the same formatting and styling to the newly created document, preserving its overall appearance.
Page Numbering and Final Adjustments:
We incorporated page numbers that synchronized with the newly generated contents page. Additionally, we ensured that all headers were correctly positioned with their corresponding text, especially to avoid header breaks across pages.
Review and Final Check:
A comprehensive review was conducted to ensure no content or formatting issues had been overlooked.
This process was repeated for a total of seven documents, each requiring similar adjustments.
Outcome
Upon completion of the seven documents, the client received fully reformatted versions that adhered to their specifications. The newly created documents were consistent in formatting, with automatic contents pages that updated as necessary. The client was also provided with a set of instructional videos demonstrating how to maintain and modify the documents in the future, ensuring that the formatting and contents page updates remained intact.
Conclusion
By starting from scratch and systematically recreating the documents with clean formatting, we were able to resolve the client’s issues with document inconsistency and ensure that the contents page functioned correctly. The client now has a reliable and efficient process for managing their documents, ensuring they can confidently update and maintain the documents moving forward.
The additional training materials further empowered the client, giving them the tools to independently manage future updates while preserving formatting integrity.
If you require support with documentation please don’t hesitate to get in touch today
