Getting started is often the hardest part — but with Whale, we guide you step by step toward building a winning documentation strategy.
Think of your documentation like a tree:
🌳 Boards are the trunk — the highest level, typically organized by departments or core company areas
📚 Libraries are the big branches — breaking down the board into major topics or categories
📘 Playbooks are the smaller branches — outlining processes and procedures in more detail
📄 Cards are the leaves — the actionable, step-by-step content your team uses every day
This structure helps you organize knowledge in a way that’s easy to build, maintain, and use across your organization.
A Visual Breakdown
Here’s how a typical structure might look:
Board → Sales Department
2. Library → Outbound Prospecting
3. Playbook → Cold Email Strategy
4. Cards →
- How to build a prospect list
- Writing a cold email
- Tracking responses in HubSpot
Best Practices for Structuring Your Workspace
Start Broad → Then Go Deep
Begin with company-wide content
Example: Remote Work Policy, PTO Guidelines
Create department-specific boards
Example: Marketing, Customer Support, Finance
Add role-specific libraries or playbooks
Example: Payroll Process (HR), Monthly Reporting (Finance), Technical Audits (IT)
Tips for Writing Effective Playbooks and Cards
A Playbook should focus on one complete process or subject area
e.g., Performance Reviews, Customer Onboarding, Website Launch Plan
Keep Cards short, actionable, and focused
Don’t overload them — break longer processes into multiple cards
e.g., Objective of Audit, How to Start an Audit, How to Report an Audit
Think User-First: Who Will Use This?
Before creating content, ask:
👤 Who is this for?
🧠 What do they need to know to do their job well?
🧩 How should this knowledge be structured so it’s easy to find and follow?
Creating Boards with the intended audience in mind helps you build a workspace that flows naturally and makes sense from day one.
How to Start Building Your Structure
Use these guides to start creating your documentation:
Start with just one board — and let Whale grow with your team. You’ll have a scalable, searchable, and smart documentation system before you know it.