ACROBAT FOR BUSINESS | 8-MINUTE READ
Process documentation: What is it, and why do you need it?
Discover how process documentation can improve project management.
Content as a Service v2 - b2b - Wednesday, September 25, 2024 at 15:13
Discover how business process documentation can help teams tackle complex or repetitive tasks with better efficiency, communication, and outcomes with a more consistent approach to operations.
Most business departments have procedures in place that dictate how they operate or manage their tasks. But documenting those procedures and enacting them across a team is a separate, often more daunting task.
Many companies find it difficult to standardize procedures or enforce uniform approaches to common or repeatable projects and tasks. However, taking the time to better understand process documentation and implement consistent procedures can have a number of benefits for an organization.
What is process documentation?
Process documentation is the practice of writing down the preferred step-by-step approach to completing a project. It can include entire department processes and procedures or be applied to individual tasks and repeatable projects.
These detailed documents define exactly how a process should be undertaken by teams. Business process documentation not only outlines the steps to be followed but also who, usually based on role, is responsible for completing the individual tasks. A key part of project management, process documentation helps managers set clear expectations for individual contributors and ensure that essential policies and procedures are in place to streamline operations.
These documents are often referred to as a single source of truth in an organization. However, with challenges such as inter-department communication, different management approaches, and key personnel turnover, maintaining a consistent and reliable source of process information can be difficult for companies. By documenting expectations, steps, and goals, organizations can ensure that team members remain on the same page while persisting consistency across tenures and time.
Process documentation can apply to specific projects or broader departmental policies. The goal is to ensure that all team members understand the requirements for their tasks and roles. Examples of process documentation can include agile project delivery requirements, employee onboarding procedures, a procurement process, inspection and maintenance protocols, a contract renewal process, and content development and review processes.
The format that process documentation can take also varies depending on the needs and goals of the team:
- Flow charts can be a great way to visually demonstrate the stages of project management, with different shapes and colors indicating decision-making points and key action items.
- Spreadsheets can also be used to track each step of the process and detail key milestones for specific projects.
- Outlines are useful tools for capturing explanations and reference materials accessed on a regular basis for repetitive tasks.
- Collaborative software can store process documents all in one place while allowing managers to assign individual contributors tasks that directly align with pre-established steps.
While process documentation may include technical or organization-specific terms, keeping language concise and free of jargon can help readers better understand what is being asked of them and produce more accurate output. Visuals and diagrams should be used where possible to illustrate essential information and cut down implementation time.
When learning how to document a process, the most comprehensive approaches include clear definitions for key terms and outcomes, resource lists to fulfill objectives, step-by-step instructions for completing a single task or project, and established goals that can be easily measured and confirmed.
Why is process documentation important?
Documenting processes may seem like a time-intensive use of resources, but taking the time to implement business process documentation provides many benefits. In fact, thorough documentation can be a cornerstone of business operations and may only require periodic reviews and updates by managers to ensure accuracy over time.
Here are just a few of the reasons why documenting processes can be helpful to your business:
- Greater efficiency. With project implementation and execution steps clearly outlined, teams can work more independently and effectively to complete items on time and to specifications. Detailed business process documentation empowers individual contributors to work with clear requirements for improved teamwork and outcomes.
- Clearer communication. Process documentation sets clear expectations for how tasks should be completed, helping to reduce the number of iterations and setting attainable objectives. Roles and responsibilities are explicitly defined in process documentation, making it easier to assign duties and have teams avoid redundancies or confusion while fulfilling work requests.
- Better tracking. Management can use business process documentation to assess resource allocation and compare different strategies to determine the most effective use of team time and energy.
- Fewer mistakes. Better information sharing and distinct requirement setting can ultimately lead to improved accuracy in the work completed by specific teams. With clear guidelines in place for everything from procedures to approvals, team members can follow established protocols and eliminate errors or missed steps that can lead to costly inefficiencies.
- Easier knowledge transfer. Documenting business processes can help during new hire onboarding and job transition training. Instead of relying on existing team members to help prepare or train new employees, these individuals can reference established processes to get up to speed quickly on department and role-based procedures. This, in turn, can save time and help ensure accuracy in knowledge transfer.
- Simpler compliance. Observing regulatory compliance requirements can be a challenge for companies of all sizes. By documenting processes, leaders can incorporate key steps that can help maintain compliance for everything from record keeping to data security.
10 steps to process documentation.
Process documentation can take many forms, depending on the process, project, or department at hand. However, all effective business process documentation efforts have several elements in common. When creating a process, be sure to follow these steps for how to document a process.
1. Separate processes and procedures.
Getting granular is the best way to establish clear and precise process documentation. To start, create a list of processes that need established guidelines and separate them into different categories. Each individual process will need its own documentation, and there should be little overlap between them.
2. Outline process objectives.
With the process defined, the next step is to detail all of the goals and requirements for the task or project. Creating a detailed scope should include an assessment of objectives, timelines, approvals, business value, and expected results.
3. Establish boundaries.
Each process should define starting and ending points so that teams understand when and how their process fits into the bigger picture of the organization. This task also includes defining the roles and responsibilities impacted by the process.
4. Define required resources.
Clear definitions are only part of the equation when setting up process documentation. Determining the inputs required to achieve the established goals is an essential part of setting up clear regulations. Explore the systems, resources, tools, or people needed to complete the process effectively.
5. Create step-by-step instructions.
The essence of process documentation is the actual procedures or steps that teams are expected to follow. Leaders can establish these instructions by carefully detailing every aspect of the process and who should be responsible for completing each step. Start with the endpoints established by the boundaries set on the project and define each step required in order to move toward the fixed objectives. Tasks should be broken down into manageable components that can be completed by a single contributor. Keep in mind that some tasks can be worked on asynchronously or simultaneously by individuals to move forward more efficiently.
6. Prepare for exceptions.
While the point of a process is for teams to follow the same consistent steps, anomalies are bound to exist. Account for plan variations with a comprehensive approach that indicates how these exceptions should be managed. Variations can be demonstrated through different outline levels or decision points in a flowchart that branch off into different directions.
7. Go visual.
Speaking of flowcharts, creating visual elements can help with comprehension and implementation, illustrating more clearly the exact pathway or steps an individual should follow as part of a process. Diagrams, screenshots, and workflow images can help with faster processing and reader engagement. For some processes, such as step-by-step instructions where outcomes will vary based on decision points, diagramming may be the most effective way to present the business process documentation.
8. Get feedback.
Creating a clear process is only part of the approach to process documentation. These plans should be presented to key stakeholders and other teams impacted by the proposed processes. This step can also include a run-through or test of the actual process by a focus group to confirm that no essential components were missed. By securing advanced buy-in, leaders can be confident that the processes will have the support needed to enforce adoption once implemented.
9. Publish and share the process.
New processes should be made clearly available to all impacted teams and individual contributors. To do this while effectively managing version control moving forward, use electronic documents, or e-docs, to share and organize process documentation. This way, employees can reference the processes from anywhere, making training and ongoing compliance easier.
10. Update regularly.
Even the most thorough business process documentation will require maintenance and upkeep. As systems and requirements change, be sure to update the corresponding processes to reflect the most current demands from the business. This task can include adding new steps or revising existing ones to reflect updates to roles or approvals. The revisions should also be shared with everyone involved with the changes highlighted to ensure compliance and clear communication.
Process documentation example.
Every process will reflect the requirements and roles unique to each business. However, all organizations and teams can benefit from effective business process documentation that provides structure and clarity for repeatable projects and processes.
One example where process documentation can be helpful is the billing and invoicing procedure managed by accounting teams. By following a clear process, submitting requests for payment can become more streamlined and efficient.
Initiate request
- Receive confirmation of invoiceable project.
- Check with the sales representative for any exceptions or notes.
- Review project scope, inclusions, and terms based on an estimate or quote.
Create invoice
- Prepare invoice template including company letterhead.
- Generate an invoice number for tracking.
- Input the itemized list of project inclusions, quantities, and line item pricing.
- Include applicable service fees, taxes, or processing charges.
- Calculate a subtotal and total amount due.
- Indicate the terms and conditions for payment, including the due date.
Issue invoice
- Publish the invoice as an electronic document for secure management.
- Send via email or payment portal to the customer for payment.
- Distribute or mail print copies as needed.
- Attach a digital copy of the invoice to the customer account.
Follow up
- Send regular reminders with the invoice attached to prompt customer payment.
- Communicate to the customer when the payment deadline has passed.
- Initiate additional fees applicable due to late payment.
- Engage third-party collections as needed.
Develop clear, accessible process documentation with Adobe Acrobat for business.
Taking the time to outline clear business process documentation is well worth the effort, as most companies experience positive gains when standardizing project and process management. From more efficient resource usage to mitigating errors and delays, comprehensive process documentation can go a long way in helping teams systematically approach their work with consistency and ease.
Business leaders looking to make process documentation more accessible can use Adobe Acrobat for business to publish and share their documents across teams. Create secure files that can be distributed to individual contributors for review and a signature of acknowledgement. Include confidential information required for process fulfillment without worrying about security. Acrobat plans for business are designed to help with efficiency and project management.
Frequently asked questions.
What is an example of a process document?
Process documents can take the form of checklists, flow charts, or outlines that include everything an individual needs to successfully finish a task. Examples of process documents include customer request intake guides, new hire onboarding checklists, and performance review guidelines.
What is the meaning of process documentation?
Process documentation includes outlining the exact steps to complete a project or task. Creating business process documentation can help companies operate more efficiently, share information, and streamline efforts.
What are the four types of documentation?
Documentation can take many forms depending on a company’s specific needs. Process documentation includes four main types: reference, explanation, guides, and tutorials. Each of these documents has a place within business process documentation as a resource for project completion.
Who writes process documentation?
Process documentation can be developed by any number of professionals depending on the needs of the business. In smaller companies, managers typically document departmental policies and procedures. Larger organizations may have documentation specialists or technical writers on staff to help each team analyze and establish firm processes that can streamline cross- and inter-department efforts.
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What is process documentation? | Adobe Acrobat for business
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