A process document describes the steps of a business process. It is an internal document designed to ensure that the defined process is carried out correctly.
Why Document a Process
A business can be seen as a group of interrelated processes, and the overall business survival depends on how effectively the processes are carried out.
Document in 2 Easy Steps
Follow the two easy steps - prepare and write.
- Identify your process. The process can be as simple as Onboarding a New Employee. Use existing records and approach individuals to get the process right.
- Define its objective clearly. For the above example - make the new employee familiar with the organization and the aspects of her role, in the shortest possible time.
- Determine the scope of the process document carefully. Check if it is a complete process that you are documenting or a subprocess. Describe the start / end points and boundary conditions.
- Identify your audience. Check if it is only a specific team, or the entire organization. Confirm if it includes outsiders. Know their background and knowledge level.
- Decide on the format, language, and presentation based on the above information.
- Break down the process into steps. Assign individual roles to the steps. Identify and note all the organizational resources at every step. For example, while onboarding a new employee, a welcome kit may include a set of user ids /passwords.
- Describe the process in the correct sequence including parallel steps, loops, and exceptions. Use flowcharts and other visual tools for better clarity. Verify that all possible cases are covered.
- Get the process validated from the team and other stakeholders.
- Simplify the text and make it easy to understand. Use examples, charts, videos, and graphics as necessary. Add tips and troubleshooting advice.
- Test and edit. Iterate.
Finally, decide a revision schedule to ensure that the documentation is always updated and in sync with the current process. For more information, contact firstname.lastname@example.org and get your process documents done at the highest professional level.