Credit to Peet’s Coffee & Tea for this a-ha moment.
Many documents have a long lifespan. How do you know if you have the correct version of something? The answer can be especially tricky if you are in a large organization that has several “current” versions depending on factors such as geography, season, store size, etc.
Document version numbers immediately answers the question “which version am I looking at?”
While “invisible” to customers, an unobtrusive but clearly readable version code integrated into the overall design of the document provides employees with meaningful information.
Imagine two versions of the same task, in this case determining if my local Peet’s is using the correct brochure versions.
Scenario 1: No Document Version Numbers
Peets HQ: Hi, I wanted to check if your store has the correct version of the coffee buying guide?
Local Peets: We’re using the same one as we have been for a while. How can I tell if we have the right ones?
Peets HQ: Let’s see, oh, here it is, they changed the copy in the third paragraph on page 2, removed the second coffee on page 4 and changed the legal disclaimer to incorporate the new state language.
(assumes an actual change list exists, unlikely)
Local Peets: …
Peets HQ:How about this, I’ll read through the brochure while you follow along and you tell me if it’s different from what you have. Do you have one in front of you? Okay…….
Scenario 2: With Document Version Numbers
Local Peets: Hmm…lets see. Version 6.72a.
Peets HQ: Ahh, you should be using Version 6.73b, I’ll have some shipped out to you in the morning. Just recycle the old ones, we changed some legal language so we can’t use them anymore.
Local Peets: Great, have a good one.
Peets HQ: You too.
Pro Lesson: Versioning work will make your life easier, and if you point it out to your client and explain why you’re using it, you’ll look smart and savvy to their business, potentially saving them headaches they hadn’t thought to solve.
Student Lesson: Incorporating a document version into a spec collateral design signals you really know how your designs will be used in practice.