That means that if you are a startup that hasn't yet laid a solid foundation, documentation will be a waste of time. However, as soon as your business begins to mature, diligent process documentation starts to play a critical role. You have to go through what is called process discovery. Try to involve everybody who is part of the process and follow these steps:.
Decide which process you are going to document. Determine its purpose and scope — why and how the process will benefit the organization. Establish what should be the desired outcome of the process and list down what resources are necessary to carry out each of the steps. Gather all information on process steps from start to finish and identify the starting point or whatever triggers the process.
Once you have established that, the rest is simply a matter of asking questions. What happens next? Who does this? Decide each individual who will be responsible for the process tasks. Define their roles. Keep in mind to mention their job title rather than their name. A business process may not always follow the same flow due to various reasons. Mention these exceptions and what steps will be taken to address them. Identify where risks could occur in the process and add control points to help monitor the process.
Establish measurements to determine its effectiveness and possibly improve it. It's important to keep your documentation consistent in style, format, and level of detail. Most companies use the same process documentation template for every workflow they document. Here is an example of what such a template could look like — copy and customize it to fit your needs.
Part of what makes process documentation seem so frustrating is that the finished documents are never read or updated, becoming a relic of some long-forgotten meeting decision. There are a few ways to ensure that the time you invest in documenting processes is not wasted and creates real value for your business. Make documentation easy to access and search. One of the main goals of documentation is to share and manage knowledge.
When access to the documents is restricted or available on-demand only, it sends a message that the information is only relevant to certain people and discourages your team from using it. Process documentation needs to be published on a platform where your team will see it daily. One example of such a platform is Nuclino , a unified workspace where you can bring all your team's knowledge, docs, and projects together in one place. Make it easy to edit. Human Resources Communicate more efficiently.
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Project Management. Real Estate. Infographic Templates. Timeline Templates. Report Templates. Diagram Templates. Presentation Templates. See All Templates. As you plan and work through documenting a process, try to avoid examples and text which will quickly become outdated. For example, try not to use version numbers in software, dates, or references that could quickly become irrelevant.
Being mindful with your approach can help you keep your content up-to-date longer. Simplified User Interface graphics are great for this application as well. They allow you to avoid frequent updates to your content, such as cases when buttons move around in software applications. While we want our content to be evergreen, even the best content will eventually require updates. When this happens, try to edit your existing screenshots instead of a total re-do.
No problem! Just take a screenshot of your screenshot! Snagit has some great options for editing screenshots, such as Smart Move and Replace Text , that will save valuable time.
Schedule regular check-ins, even if they are only once a year. This will ensure that your content stays up-to-date and has all the necessary steps, even as systems and other variables change.
Be sure to get feedback from relevant people in your organization. Others may have valuable insights to share. Think through the process you will document, and write down each step of the workflow that you will include in your documentation. Using your plan as a guide, pull up all of the software applications that you will need to capture screenshots from.
All of your screen captures will automatically show up in the Snagit editor. Try out the Simplify option to remove distractions, or use callouts to add shapes, numbered steps using the step tool, text annotations — whatever makes sense to highlight important aspects of your process.
You can even create a custom theme in Snagit with colors and other styles so that your screenshots have a consistent look throughout your documentation. You can add numbered or lettered step notations with just a click. Snagit automatically adds the correct number or letter as you go. Check out this video to see it in action! With Snagit, you can combine your screenshots into a single image using templates.
First, click the Create button and choose Image from Template or select images from the Recent Captures tray, then right click and choose combine in template. You can select whichever templates best suit the needs of your job aid. Once everything is just right, you can deliver to your audience or upload somewhere else, such as a company SharePoint page, so that your process documentation is available on-demand.
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