Process Documentation is Vital For Your Business: Here is How You Can Get Started.

Procrastination is like a credit card; it’s a lot of fun till you get the bill

– Christopher Parker

Many budding entrepreneurs mistakenly procrastinate in defining the organization’s processes at the early stage. Then, when asked, they retort with an excuse- “ours is a small company; we don’t need it now. We will do it when the company grows.”

When do you decide it is the right time to define the process? Unfortunately, in most cases, the realization occurs after a considerable mess. Therefore, staying organized from the beginning is always wise rather than clearing the clutter. 

Process Documentation is one such taken-for-granted aspect. However, it is essential for pushing the organization’s growth further. Here is everything you need to know about process documentation. 

What is it? 

As the name suggests, process documentation refers to a detailed description of how to execute processes from start to finish. It focuses on the steps the employee must take to implement the process. 

What are the benefits? 

1. It helps the organization maintain consistency in process execution. 
2. The process can be standardized and properly executed even when the employees keep changing. 
3. The staff can learn about successes and failures from the process documentation. 
4. It saves a lot of time and money. 
5. It greatly enhances employees’ onboarding process. 
6. It helps find ways to improve processes. 
7. It significantly enhances workplace efficiencies. 

Why do organizations need process documentation? 

• Process Optimization: 

Process documentation helps reduce unnecessary steps and human intervention. It also helps the organization realize how the process fits into the overall business strategy. 

• Clarity: 

Process documentation eliminates ambiguities and guides employees clearly about their role in particular situations. As a result, even newly joined employees can follow the written instructions and execute the task more quickly and efficiently. For example, process documentation mentions: 

– What are individual roles and responsibilities? 

– Who is assigned to complete the task? 

– Things to consider while performing the task.

• Succession:  

When decision-makers or crucial people leave the organization, they leave a void that is very difficult to fill. In such a situation, if processes are well documented, it becomes easier for the successor to take the baton. 

• Introspection: 

You can only claim that one method is better than the other if you have concrete records to prove it. Process documentation helps you maintain records so the organization can analyze what is working and what can be improved.

How to get started? 

Process documentation can be carried out considering four fundamental aspects: 

1. Process duration- i.e. long or short 
2. The scale of the process 
3. Number of people involved
4. Stakeholders involved in the process 

Considering these points, follow a 10-step method for documenting processes. It will work wonders for your organization. 

1. Scope: It should cover the project’s goals and outline the process. 
2. Resources: It should mention the resources required to fulfil the outlined process. 
3. Expectations: It should define what the process aims to do, who the audience is, their expectations, and how the process will fulfil them. 
4. Roles & Responsibilities: It should clearly define the roles and responsibilities of each stakeholder involved in the process. 
5. Team meetings: Before finalizing the process, team meetings should be held to understand the viewpoints of different stakeholders. It helps develop comprehensive processes. 
6. Documentation: After the meetings, the final process needs to be documented appropriately and concisely so that others can understand it easily. 
7. Visualization: Prepare flowcharts or take visual aids to explain processes so the teams can understand them better. 
8. Feedback: During the initial phase of process implementation, gather input from all the stakeholders. 
9. Improvisation: After receiving feedback, if you find scope for improvising, make the changes. It will help find new techniques or strategies for process optimization. 
10. Circulate: After a few improvisations, circulate the document to all the relevant stakeholders so that they can start acting upon it. 

Remember that process documentation is not a one-time exercise. Instead, it needs to be changed and relooked at regular intervals.