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With all the accounting equation you’ve just learned, you may be wondering, “but how exactly do I document a process? ” If that’s you, keep reading – we have broken it down into easy steps so you can create effective process documentation with no trouble. Software documentation is a type of process documentation that helps with efficient and appropriate use of software.
- We must have an overview of the company’s products and/or services and value chain activities, putting them in chronological order , define the start and end of the processes.
- Documentation ensures clarity and eliminates the ambiguity of roles and responsibilities.
- The person recording a process may not fully understand it themselves.
- People like quality and they like to know what to expect.
- A scope is a brief explanation of the entire process and includes an outline of the process, including the things that must be met and the criteria for every deliverable.
- These are the ones who will be beating themselves out to bring the results.
It is also important to share the relevant Key Performance Indicators for the process, as well as what other stakeholders might be involved with the process completion. People like quality and they like to know what to expect. Product documents help your team deliver the consistent quality service that your customers desire and deserve.
Future proofs processes
Whether working with a group or solo, you’ll want to start by defining the start and end points of the process. With those identified, you can start filling in the steps required to get from point a to point b. When determining outputs, make sure to revisit the goals you documented in your process document’s description to make sure your outputs will see those goals achieved. These components will let the user know how the process completion will impact and dovetail with their other work.
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While testing, identify where issues arise or where risks are possible and correct those in real time. This is a chance to fine-tune your new process, so make any necessary changes so it can run as smoothly as possible. Depending on the type of process you’re documenting, a flowchart can provide clarity in a digestible way. You may also benefit from a workflow management tool that allows you to track goals and tasks along the way.
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Which is the first step toward fixing them and improving your process. Here’s another opportunity to get feedback from a variety of roles. Present the draft to a cross-functional group of people who will either use the document or be affected by its outcome. Ask them to point to gaps, incorrect assumptions, and impossible tasks. If getting a cost breakdown from subcontractors is a suspected bottleneck, we highlight it in our process document.
Make sure that the business process documentation is current, relevant and reviewed with regularly with stakeholders. Maintaining the business process documentation shouldn’t have to take long and should be easily to do. Having a business process documentation set of the enterprise will help remove chaos and provide the basis to handle things more efficiently and consistently. It also helps when key team members leave an organization — proving a system to leave behind the knowledge they have in the form of documentation. Without this documentation, organizations would need to recreate processes from scratch or contact old employees for support in training new hires. Creating business process documentation doesn’t have to be an insurmountable job.
Review your process documents on a quarterly or bi-annual basis as you adopt new tools, hire new talent, and brainstorm new ways to solve business problems. Check for factual accuracy, outdated information and images, out-of-date online resources, and processes for new features. Think of each process document you create as its own project. In a Workplace Knowledge and Productivity study, Panopto found that employees spend 5 hours on average per week waiting to receive information and support from the right person.
Operations
It also eliminates confusion between team members, serving as a go-to resource to refer back to on how to get something done. A process guide is a step-by-step document that explains how to do something in your business. For example, it might explain exactly how to transition an aspect of your data from legacy servers to the cloud.
Besides sharing through just one link, OneDrive also allows you to set expiration dates on links so they can only be accessed within a specific window of time. This tool includes comprehensive project management capabilities, which makes it particularly useful for complex projects. However, these same capabilities can make it a bit too complex and not as user-friendly as some other options. If you need to manage your projects online, project management software can help you create, organize, delegate, and manage them to fruition.
After you have written your process documentation, make sure to illustrate it with images like flowcharts, which can really bring your document to life. Employees will find it easier to understand a process when it is represented visually and you can clearly document every single step. For example, an exception to the above workflow might be that some tasks don’t need a review depending on the complexity of the work.
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Be sure to get feedback from relevant people in your organization. Now that you have spent the time and energy to create thorough and accurate process documents, you need to take them for a spin. By providing high-quality process documentation, you can remove any uncertainty about how a task should be executed. With nothing left up to assumption, guessing, or personal preference, process documentation can take the quality level up a notch or two for your deliverables. As mentioned above, process documentation allows for evaluation and potential reduction of the resources a business makes available.
Documenting business processes enjoyably
Images, video instructions, and interactive tutorials can also break down language and other communication barriers, making the process document more accessible to more people. Just about any time a core success indicator dips, the process improvement that comes from documenting it is worth the effort. The best time to document a process is while you’re deploying it—even if it takes longer to launch. You’ll avoid the inevitable inefficiencies that creep into your new process when people share instructions from memory or recreate their own methods. Knowing how to document processes is critical to keeping all those parts in sync, even when people join and leave the team.
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Whatfix lets you create step-by-step walkthroughs inside business tools, so you can demonstrate how to perform specific tasks. You can also add checklists, tooltips, and videos related to a process inside your tools. Such software comes with a search feature, so users can easily find what they are looking for.
One of the most important parts of change management is communicating the required change to your employees so they can successfully implement your vision. Business process documentation prevents errors by proactively outlining each step of the process. You can analyze the effectiveness of those steps and make changes as you go. In order to build the flowchart, you’ll need to have your process steps, inputs and outputs, and assigned stakeholder information handy. Then, all you have to do is neatly lay out each step in sequential order.
- Design visual brand experiences for your business whether you are a seasoned designer or a total novice.
- HR might be using a document with the goal of onboarding, the team lead will be using it for training, and IT; for maintenance.
- Copy and paste it in this section or link back to the original inventory document.
- (Source – G2 Reviews)Check this step-by-step guide template to accelerate your documentation.
- This helps give employees confidence and lets them know you are setting them up for success.
- Your documentation is only as good as the data you get back.
This way, they can talk through how they understand it and identify any gaps in the documentation. This could be someone on a different team or the person who will step in if the process owner is out. To test our reporting processes, we’d ask a few team leads, including subcontractors outside of our organization, to report monthly financials by following our document. Then we’d ask a controller to port their data into a big-picture report.
This impacts overall productivity and leads to inconsistent outcomes. This week, Marcel talks with the Founder and CEO of uGurus, Brent Weaver, about how to get more clients – and more freedom in the process. We dive into Brent’s framework, which can help you attract the right customers, establish your authority, and build a marketing… But how can you get to the business development part of proceedings without a decent account mangement structure?
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