INTERMEDIATE LEVEL

Can you explain how you maintain thorough documentation for system procedures and changes?

Sample answer to the question

Good documentation is key! Usually, I keep a wiki where I document everything. I jot down the procedures and any changes I make to the system. For each task or update, I record what was done, why, and the outcome. I find this crucial for troubleshooting and training. Plus, it helps with consistency, so anyone can pick up where I left off. It's also useful when prepping for audits or compliance checks. My rule of thumb is to make sure I have enough detail so I could understand it if I came back to it in a year's time.

A more solid answer

For thorough documentation, I employ a two-pronged approach. First, I use a git repository to store and version-control all my scripts, including PowerShell and Python. This way, every change is tracked, including who made what change and why. Second, for procedural documentation, I have a routine where I set aside time every Friday afternoon to update our Confluence wiki with any system changes or updates from the week. I include detailed explanations, reasons for changes, and impact analysis. I also use database extracts with SQL queries to report changes made to the system, ensuring all changes are logged and can be referred back to during audits or troubleshooting.

Why this is a more solid answer:

The solid answer provides a more comprehensive description of how the candidate maintains documentation, including specific tools and techniques like git, scripting, and weekly updates. The mention of using a wiki for procedural documentation, and the use of git for scripts, suggests an understanding of best practices and attention to detail. Furthermore, the answer indicates the candidate has an organized routine and utilizes SQL for reporting on system changes. However, there is still room to elaborate on the use of automation tools, configuration management, and more nuanced facets of teamwork in the documentation process.

An exceptional answer

To maintain meticulous documentation, my strategy integrates automated tooling with a disciplined manual process. Firstly, I've implemented automation scripts in PowerShell and Bash that run daily configuration backups of our systems, with the outputs stored in a version-controlled git repository. Each commit includes a detailed message to explain why the change was necessary. When changes are committed, I have a Python script that auto-generates a change log, pointing to relevant SQL database entries, and auto-updates our centralized documentation system. Further, I've set up a shared Confluence space where my team collaborates on documenting system architectures, procedural changes, and incident reports. In this shared space, we use a peer-review system to ensure accuracy and clarity. This dual approach of automation for routine tasks mixed with robust peer-reviewed documentation caters to knowledge sharing, accountability, and fosters a culture of collaboration within the team.

Why this is an exceptional answer:

The exceptional answer demonstrates an advanced level of documentation maintenance that aligns perfectly with the job description. It showcases the candidate's proficient use of scripting languages and their innovative application in an automated context. Furthermore, it reflects their ability to manage time effectively and prioritize documentation among other tasks. The candidate also illustrates how they enhance teamwork and communication within the company by creating a collaborative documentation environment. It exhibits a thorough understanding of database systems and structured query language to maintain accurate records of system changes, which is critical for a Systems Engineer role. The answer also implies an established routine to strengthen the disaster recovery plans, emphasizing their role in supporting organizational and customer needs.

How to prepare for this question

Familiarize yourself with documentation best practices and demonstrate how you integrate these into your daily routine. Know which tools you used effectively in past roles and be prepared to discuss specific examples.
Articulate the importance of documentation and how you prioritize it alongside other tasks. Reflect on a system where your documentation significantly improved its maintainability or resolved complexities.
Be ready to explain how you've used scripting and automation to enhance documentation processes. Have examples of scripts that you wrote to facilitate and improve the documentation quality and efficiency.
Showcase your ability to work with a team on documentation. Cite instances where you led or participated in processes that ensured collective accountability and shared understanding of system changes.
Research the company's current technology stack and documentation standards if available. This demonstrates your initiative to align with their methodologies and shows insight into how you could contribute from day one.

What interviewers are evaluating

Excellent communication and teamwork abilities
Ability to prioritize tasks and manage time effectively
Proficient in scripting languages such as PowerShell, Bash, or Python
Experience with automation tools and configuration management
Knowledge of database systems and SQL
Maintain documentation for system procedures, configurations, and changes