Cut the Paper Trail: Why Specs, Memos, and Big Documents Hurt More Than They Help

We’re all told that documentation matters: write long reports, detailed specs, step-by-step memos for every project. But when was the last time you saw someone actually read, remember, or feel inspired by one of those massive files? In most cases, these documents create false comfort and leave the real work—building and testing—until after energy and excitement are gone.

Successful teams do it differently: they sketch ideas, build quick prototypes, and tell simple stories to capture the user experience. Instead of getting bogged down by layers of theory and formalities, they jump straight to making a quick version, tweaking it in real time as gaps are discovered. Feedback is fast, learning is hands-on, and energy stays high.

Research on effective collaboration and memory also shows that people connect and align faster around visuals and lived experiences than around abstract, theoretical lists. The sooner ‘the real thing’ appears, the sooner miscommunication disappears and shared understanding blooms.

Next time you’re tempted to write a detailed plan, skip it—draw out a quick version instead, then walk through a one-paragraph story that shows what your idea or product will actually feel like to use. Invite others to test or roleplay it right away, and use their reactions to iterate fast. You’ll be surprised at how much time and frustration you save, and how much better your team understands what’s really needed.