Work Instruction – Add a hyperlink to word(s) in a document

 If you wish to add a hyperlink to a word in a document, here's how:

      1. Select the word(s) you want to link to. (This illustration will link to: ‘the chrysanthemum’)    

     2. Have the hyperlink to the website (or other information) you wish to link to at hand:

(In this illustration I’ve used the link to an Amazon promotion for some good espionage novels.

NOTE:  The link can be short or long (like the one below). 

    3. Select the entire link (be careful not to leave off any of the characters).  I've chosen a very long one to illustrate how beneficial it is to use this method.

https://www.amazon.com.au/hz/mobile/mission/?_encoding=UTF8&p=F0jp%2ByWsM8x0tnPrtIhgexYict0%2BmH8CriYjU0ALsA03NYSt2x%2Bxt9jYIBn5NOB8GEW7gU63CQTCbfwdvM%2FmSMfcjCymqa%2FVosvAx%2BG%2BEvmcj2RA8o4zwqQU1BThUGuhTNoDJzNK7QbGWUy%2BIObeGPjrhj3X0cOFNwJvbCAhRza1CAPWJqyuxKTWzL7jomL5x65gx%2FqxffW1%2Bm7s4z5agho%2Bd6VFH8IylY6WevAuFEwFvPjmqe1BB63zKDNyFvwIRw7C%2BpFfLXaL%2F%2FAKoAdYWkTP94yW%2F99Yb8tbQnU6sxWPj5GkkRh2Kbl5KFF8n%2BWLX2uU9D9h2gH1usPNLwypYKzQRznHYJgimH2egfSgp294XVqOk8BCgyqcP%2FvxDxASk19hNhD2sj7V63rmVUnoHdRAKVQGWJzNNd0PV%2BY1ZBA%3D&pd_rd_w=PpkqZ&content-id=amzn1.sym.0f8ee610-b659-4aa7-823c-064f1a0971f3%3Aamzn1.symc.79c255d6-0688-4760-bc39-1cacf7968323&pf_rd_p=0f8ee610-b659-4aa7-823c-064f1a0971f3&pf_rd_r=NEKSS01EVP93XX7P68FD&pd_rd_wg=7KuNo&pd_rd_r=1177a138-2866-47e9-871d-034540a308d2&ref_=pd_gw_ci_mcx_mr_hp_atf_m

     4. Once highlighted, move the cursor into the highlighted link itself, and click the right mouse button.

     5. Select ‘Copy’ to copy. This will ‘hold the link’ in your mouse.

    6. Move your cursor into the word(s) to highlight (the chrysanthemum). 

    7. Hold and keep holding down the left mouse button.  Put your cursor on the first letter of the word(s) and carefully drag the cursor over all the word(s) you wish the link to be embedded in (‘the chrysanthemum’)

   8. Once the words are highlighted, place your cursor on these highlighted words and click the right mouse button.  A new window will open.

    9. Select ‘Link’ from the pop-up menu and a new window will appear.

       10. Place your cursor in the ‘Address:’ field and right click the mouse button and select ‘Paste’ to copy the link (held in your mouse) into the field.

      11.   Click OK. 

      12.  The words should now be in blue and underlined.  (this is not linked, just in blue and underlined as an example).

      13.  It is always good to test the link in the word(s) in the document to ensure it leads to the correct page or website.

NOTE:  Sometimes a page or website location changes in time. If a document will be used for a long time, testing it works at least annually is advisable.

Levels of Quality Organisational Document Management

Recently, I was asked to define what goes into each level of a document management strategy to ensure a quality result.

Levels of documents range from:

•  the high-level overview of the organisation document management policy
• to increasingly detailed and specific requirement for the way an organisation operates (such as where organisations are dispersed into different geographic locations, languages, or operational focus).  

Although the levels below are my general suggestions, there is, as of yet, no formal standard for document levels.  Each organisation will tailor their levels as is appropriate for their requirements.

Level	What may go into it
Level 1	POLICY - the over-arching, document policy that outlines the organisation’s commitment to the management and storage of information      FRAMEWORK - frameworks and manuals that provide an actionable overview of how the policy will unfold within the organisation.
Level 2	PROCESSES - visual illustrations of how work activity takes place internally (within departments, within office locations)     PROCEDURES - source process work flows to 'flesh out' the directions illustrated by departmental or overall, workflow process instructions and procedures that provide detailed instructions on how to perform specific tasks or processe       REPORTS, records and databases that substantiate use and effectiveness of the document management strategy.
Level 3	Work instructions for individual tasks that provide step-by-step instructions on how to perform specific tasks.
Standard Forms	Templates - blank, branded, pre-formatted forms used as the base for the way information is organised in any of the documents.   Templates standardise what must be included, how it is presented, who authorises/ signs off the document and how frequently it must be reviewed and updated.
Level 4	Process maps used to document, analyse and improve business processes - typically they have three levels: ·       Level 1: Process workflow charts ·       Level 2: Process maps ·       Level 3: Work instructions
Level 5	Standard operating procedures (SOPs) Process automation Training documents

 

Resources

·       BABOK

·       The ISO (International Organization for Standardization) defines three levels of documents in a Quality Management System (QMS)

·       18+ ways to manage your documents like a boss

Balancing Innovation with Accuracy or the Einstein Tile

How do you (or can you) balance innovation with accuracy? 

My first thought is that this is a much like mixing oil with water –  they won’t mix. 

The process of innovation/ creativity is often mistaken for chaos and disorder (which is often a first step in discovering something new), whereas accuracy is more about purity and clarity. 

Initially, chaos doesn’t fit into the concept of accuracy.

·       Accuracy = the state of being absolutely correct and making no mistakes, especially through focused and careful effort. To be accurate, correct, making no mistakes, agreeing exactly with the truth or a standard (performed with care).

·       Innovation = something new that is introduced – an idea or method.  To innovate – to make changes to what is, to introduce new ideas, methods (to renew).

Therefore, you innovate ‘away’ from accuracy to create a new way of seeing something.  For innovation to occur it is important that whatever the ‘it’ is can be freed at the start from any measures of accuracy. 

Once created, the new thing could, perhaps, have measures of accuracy attached to it:  ‘This is what the new thing is like/ looks like, etc.’, and ‘this is what it is not like’. 

You apply the measures AFTER the innovation is identified.  

Here is a brilliant example of something very new in mathematics.

The Einstein Tile

This is the new, thirteen-sided non-repeatable mathematical pattern.

The identification and codification of what is and what is not a complete Einstein Tile, happens once the seeming randomness of the discover settles into something that can be repeatedly seen and thus, be defined.  

Once defined it can be ‘measured’ to be accurate or not.

Well that is my thinking on the topic and would welcome other thoughts.

Here's a link to an article about Einstein Tile:

https://www.livescience.com/newly-discovered-einstein-tile-is-a-13-sided-shape-that-solves-a-decades-old-math-problem