Systematizing document processing is one of the important workflows if businesses want to effectively perform activities related to data analysis and data application. In this article, DIGI-TEXX will list 10 process documentation best practices to effectively implement this process.
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Keep it simple and clear
Simple, clean, and easy to find is one of the first criteria. This process documentation best practice can be understood as keeping documents simple and clear.
To achieve simplicity, focus on the following:
- Use plain language: If the document doesn’t need to use technical jargon, don’t use it. If it does, make sure to include a glossary.
- Get to the point: Structure the document logically, starting with the process goal and ending with the desired outcome. Use short, active sentences and focus on the action.
- Break down information: Instead of presenting a large block of text, break the process into small, manageable steps. Use bullet points or numbered lists to highlight each piece of content.
Use consistent templates
Consistency is the key to building a professional and easy-to-use documentation system. When all documents follow the same structure, format, and style, authorized users can quickly find the information they need without having to “relearn” it.
A good process documentation template typically includes the following:
- Process Name and Identifier (ID): Allows for easy identification and reference.
- Purpose/Objective of the document: Explains why the process/document exists and what results it should achieve.
- Scope: Clearly defines who and what department the process is for.
- Roles and responsibilities: List the people or groups responsible for each step.
- Step-by-step instructions: Provide sequential instructions for each action.
- Version information: Date created, date last updated, who updated to track changes.
- Related documents: Links to other related processes or documents.
Add visuals for clarity
“A picture is worth a thousand words.” – This is also an extremely important criterion in process documentation. Incorporating visual elements is one of the most important process documentation best practices to turn a dry, confusing document into a lively and easy-to-understand one.
Types of visuals you should consider using include:
- Flowcharts: These are perfect for illustrating a process with multiple branches, conditions, and decisions. Flowcharts help readers visualize the entire workflow from start to finish.
- Screenshots: When documenting processes involving software or computer systems, annotated screenshots are a must. They help guide users exactly where to click, what data to enter, and what results to expect on the interface.
- Diagrams: Use diagrams to illustrate the relationships between different parts, systems, or elements in a process.
- Use short videos: For complex or manual processes, a short instructional video can be more effective than any text description.
Link to related documents
Remember, no process exists in isolation; most processes are related to each other or are part of a larger system, linked to other processes, policies, or forms. Effective process documentation reflects this relationship by providing links to related documents.
Doing this has two main benefits:
- Provides complete context: When an employee reads a document, they can easily access additional information they need. For example, a process for “Expense Approval” could link to “Company Expense Policy” or “Payment Request Form”. This helps employees better understand the context and rules involved.
- Reduce duplication and maintain consistency: Instead of repeating information from another document, you can simply insert a link. This keeps your document concise. More importantly, when a linked document changes, you don’t have to update it in multiple places. Once the original document is updated, all links pointing to it will automatically provide the latest information.
Update documents regularly
Business process documentation is robust and should not be a one-time document. Business processes are constantly changing to adapt to new technologies, market demands, or to improve business performance. Therefore, process documentation must be a “living” document, reviewed and updated regularly.
To ensure documents are always up to date:
- Schedule regular adjustments & reviews: Set a schedule (e.g., every 6 months or 1 year) to review all important process documents.
- Establish a document update process: Who is responsible for updates? Who will approve changes? This process needs to clearly define the roles of each person to ensure full implementation.
- Encourage feedback when the process has problems: Create a mechanism for employees who directly use the process daily to easily suggest changes or report when they find documents that are outdated or inconsistent with the current development direction.
- Version management: Always record the update date and summarize the changes in each version. This helps everyone know they are using the latest version and understand what has been adjusted in the version they are using.
Organize by priority and topic
As an organization grows, the number of process documents can increase rapidly. Arranging documents scientifically is one of the process documentation best practices that helps save time for the implementing staff.
Always organize your document library according to the following criteria:
- By topic or department: Group related documents together. For example, create separate folders for “HR Processes”, “Business Processes”, “Accounting Processes”, etc. This makes it easier for employees to find what they need based on their area of work.
- By priority: Mark or categorize the most important or frequently used documents so they are easily accessible. Create “Important Documents” or “Quick Access” sections on your corporate learning document storage system.
Collaborate with key stakeholders
The person who writes the document is not always an expert on the process. To create an accurate and realistic process documentation, collaboration with stakeholders is extremely important. Stakeholders here are the people who directly implement, manage, or are affected by the process.
The collaboration process should include:
- Communication and information gathering: Have conversations with the people who perform the process daily to understand each step, the challenges they face, and the secrets to getting the job done effectively.
- Get feedback: Once the first draft is complete, send the draft to stakeholders for review and feedback. They may find gaps, inaccuracies, or steps that could be improved, since they will be the ones implementing the process.
- Final validation: Before the official release, have the process manager or a senior expert approve the document to ensure accuracy and compliance with company regulations.
Ensure easy access and storage
A perfect set of process documentation is useless if employees can’t find or access it easily. Choosing the right storage location and access method is key.
Here are some best practices:
- Use a centralized platform: Use a centralized storage system on a cloud platform (like Google Drive, SharePoint, Dropbox) to ensure everyone always has access to the same latest version.
- Optimize searchability: The storage platform should have a good search function, and using consistent file names and relevant keywords throughout the document will help employees find the information they need in just a few clicks.
- Appropriate access permissions.
Focus on security and backups
Process documents will contain important and sometimes sensitive information about the business operations. It is extremely important to protect this intellectual property from unauthorized access or data loss.
Security and backup measures that should be implemented include:
- Access Control: As mentioned above, implement a detailed permission system. Not everyone needs the right to view or edit all documents. Role-based access is an effective method.
- Automated Backups: Set up an automatic system for periodic backups of the entire document repository.
- Physical and network security: Ensure basic security measures such as using strong passwords, two-factor authentication, and protecting data from external threats.
Use documentation tools effectively
Technology plays a crucial role, so choosing and effectively using process documentation tools can automate many tasks, enhance collaboration, and improve the overall quality of documentation.
There are many different types of process documentation tools:
- Word editors and spreadsheets: Tools like Microsoft Word, Google Docs, Excel, and Google Sheets are accessible and suitable for basic documentation needs.
- Diagramming and Flowcharting Software: Microsoft Visio, Lucidchart, Miro, or Draw.io are widely used for process visualization.
- Wiki and Knowledge Base Platforms: Confluence, Notion, or IT Glue will help you to build a structured internal knowledge base, easily link articles, and have good search capabilities and optimization.
- Business Process Management Systems (BPMS): More comprehensive solutions like Kissflow or ProcessMaker not only help document but also automate and monitor process execution.
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Conclusion
Applying the 10 process documentation best practices listed above will help businesses build a coherent, accurate, and truly useful documentation system. By keeping documents simple, using consistent templates, utilizing images, updating regularly and using support tools, business owners will create a solid knowledge base for their entire team. If you need a professional partner to support you in building and managing your process documentation system, contact DIGI-TEXX for advice on the most optimal solutions.
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