Content Comparison

...

This image is an example of the weightings applied to a document.

Step 1: Establish importance

This is how we establish the importance of a document:

• Alignment with organizational goals: Evaluate how well each document supports the core objectives of the Organization.

• Impact on decision making: Assess the influence of each document on key business decisions.

• Scope of influence: Determine whether the document impacts the entire Organization or specific departments.

• Compliance & regulatory requirements: Identify documents required for legal or regulatory adherence.

• Stakeholder interest: Gauge the importance of documents to key stakeholders, including investors, management, and employees.

Step 2: Rate each document

For automatic weighting, we use a scoring model where each criterion is rated on a predefined scale (e.g., 1-5). For manual validation, you can involve stakeholders in scoring each document against these criteria through surveys or workshops and adjust their weightings.

• Example scale:

  • 1: Very Low

  • 2: Low

  • 3: Medium

  • 4: High

  • 5: Very High

Step 3: Assign Weights to Each Criterion

Not all criteria will hold the same level of importance. Assign weights to each criterion based on its relative importance to the Organization’s strategy. This is done through stakeholder input, strategic alignment workshops, or expert judgment.

• Defined Weights:

• You can update document weighting standards in Settings > Documents

  • Alignment with Organizational Goals: 30%

  • Impact on Decision Making: 25%

  • Scope of Influence: 20%

  • Compliance and Regulatory Requirements: 15%

  • Stakeholder Interest: 10%

• The total score must be 100%

Step 4: Calculate Weighted Scores

We then multiply the scores from Step 2 by the weights assigned in Step 3 for each document. Sum these to get a total weighted score for each document.

• Calculation Example:

  • If a document scores 5 for Alignment, 4 for Impact, 3 for Scope, 2 for Compliance, and 1 for Stakeholder Interest:

    • Weighted Score = (50.30) + (40.25) + (30.20) + (20.15) + (1*0.10)

    • Weighted Score = 1.50 + 1.00 + 0.60 + 0.30 + 0.10 = 3.50

Step 5: Normalise the Scores

...

To compare the importance across documents, we normalise the scores so that they are relative to each other. This is done by dividing each document’s score by the highest score or by summing all scores and dividing each by the total.

Normalisation Example:

If the highest score is 4.85, then normalised score for a document with a score of 3.50 is:

...

Purpose of Normalisation

• Standardises Scores: Converts raw document scores to a common scale, allowing for meaningful comparisons.

• Ensures Fair Comparisons: Eliminates distortions caused by variations in document characteristics.

• Enhances Consistency: Aligns document evaluations with the structured model used in Document Criteria Analysis.

Normalisation Methodology

The normalisation method used follows the Min-Max normalisation formula:

Where:

• is the raw score for a document.

• and are the minimum and maximum scores across all documents.

• is the normalised score between 0 and 1.

Alternatively, Z-score normalisation is used when document scores have varying distributions:

Where:

• is the mean score of the dataset.

• is the standard deviation.

• This method produces values with a mean of 0 and standard deviation of 1, making them more useful for identifying outliers.

Integration with Document Weighting

• The normalised scores are used in final Document Weighting calculations to ensure a balanced evaluation.

Step 6: Rank the Documents

We then rank the documents based on the normalised scores to determine their relative importance. This ranking can guide how resources, attention, and efforts are allocated among the strategic documents.

Example of a Weighting Table (Hypothetical)

This normalisation ensures that document scores reflect their relative importance while remaining fair across different types of documents.

Conclusion

Document Weighting provides a structured and unbiased evaluation framework. This ensures that document assessments support strategic decision-making while maintaining consistency across evaluations.