Process documentation provides a detailed description of how to carry out a business process. One of the biggest problems you can encounter when documenting a process is not gathering and mapping out processes together. And, the best way to ensure that your processes stay up to date is to appoint a process owner. ‍Process documentation is a method to track and share processes and procedures. You will probably need to go through the process several times before you have fully documented the process. What is Process Documentation? 1. Identify bottlenecks and inefficiencies by documenting the exact processes. That way even when they leave, the newcomers can resume the work easily. Ltd 2020 | All rights reserved. All of our free PM templates are developed by PMP certified Project Managers with extensive project management experience. Ideally, your staff performs process documentation as it occurs. ‍It's a vital part of every industry, department and role. ", “The Art of Value Chain Analysis: From Defining Activities to Identifying Areas for Improvement.”, "The Definitive Guide to Lean Project Management.". as necessary. However, the roots of technical writing can be traced back to antiquity. What you need is a process maintenance plan. Identify where risks could occur in the process and add control points to help the process owner when monitoring the process. In some cases, the same person may play all three roles. It includes a project completion date, milestones, costs, etc. Simple tools let business users design and adapt their own processes. Gather all information on process steps from start to finish. BPR has been around a long time, and many consider the approach a radical form of improvement because it revamps from the ground up. Documentation for data processing department. PM2 is a process kept in the background, a daemon, that takes care of all your running processes. We're not talking about a quick overview here. We wish to make easy to keep record of all inventory, which is flowing in our manufacturing process & constantly changing its name . If you reference the graphical editor’s Business Process Model and Notation (BPMN) logic, you will master modeling’s fundamental building blocks. I would tell anyone new to process documentation that it's going to take time, and it's important that you follow through thoroughly. It includes all types of documents that support a process, like. SOPs are not static documents to be written once and forgotten about. Stakeholders behave differently when they know what they say is being included in process documentation. In our Community, you can find more process flowchart templates. Alfresco’s process management capabilities lay the foundation for an agile digital business. Some industries have strict documentation protocols due to their regulatory requirements. It makes it easier to maintain standards and consistency, follow external rules and regulations, and support due diligence efforts. Process documentation is detailed and step by step. Project documentation helps to track project progress & performance and to make decisions. Most are capable of keeping a record of the various versions created and modified by different users (history tracking). This kind of analysis illustrates not only how you perform a process, but also why you perform one. However, the information in a process map is not comprehensive — it doesn’t capture every aspect of a process. Use appropriate examples, graphics, color coding, screenshots, multiple platforms etc. The business rules applied in the process, Points of contact and interactions with customers. The aim of this document is to define the purpose, scope, principles and activities for the Incident Management process. Learn how the flexible, extensible Smartsheet platform can help your organization achieve more. Special interest groups can use process documentation to start trouble. Interestingly enough, the CD-ROM in the back of the book (this was 2000), which contained a few dozen worksheets, templates, and forms, proved incredibly popular with readers looking to jumpstart their own process documentation. Be able to perform more than one function, Strike a balance between simple and functional. What is Process Documentation? Generally, various people and factors are involved in process documentation in the following ways: You also must consider who in your company is going to own your process documentation. It represents a library of manuals, instructions, tutorials, specifications, reports and other written and graphic materials that accompany the process and provide guidance for proper design, fulfillment and maintenance of the process. Documentation can encompass a wide variety of elements based on what your business needs. Enhance your project management skills with our PMBOK®-based Project Management Templates. Since projects have defined parameters, they usually require a great deal of oversight. Generate continuous improvement through failure mode and effects analysis (FMEA). In the professional sector of business process management (BPM), the debate rages on: Many are asking the simple question, “Is documentation worth it?”. Document management is the process of handling documents in such a way that information can be created, shared, organized, and stored efficiently and appropriately. She is an avid reader, a budding writer and a passionate researcher who loves to write about all kinds of topics. Documentation for users . Project documentation is specific to your managed projects. Process documentation is an essential discipline of business process management that involves recording a detailed outline of process steps from beginning to end to show how a process is executed. This document provides justification for the project. There is always room to improve later.’ However, even mediocre process documentation is better than no process documentation. Use self-service reports and dashboards in Smartsheet to provide real-time visibility into resources, status, and performance, so you can rapidly align operations with strategy. Amanda Athuraliya is the communication specialist/content writer at Creately, online diagramming and collaboration tool. A project is defined by the fact that it has a specified beginning and end. For example, you can organize them by department, product, or delivery requirement. Keep in mind to mention their job title rather than their name. The book was a how-to guide for small business computer service providers and managed service providers (MSPs) about how to build a business around Microsoft’s all-in-one small business suite (Microsoft Small Business Server/SBS). You can vastly improve your business by using process modeling to find and visualize ways to be productive. Project Documentation Management and Your Project Management Methodology. You can use process documents to help new employees understand their job roles and familiarize themselves with the processes they’ll be involved in. I have implemented a process that we started using this year. The information in this document is confidential and proprietary to SAP and may not be disclosed without the permission of SAP. Think of your process documentation as a roadmap: You can use it to show how the process is today (as-is) and how it will be after you make improvements (to-be). With three editors on the Microsoft Press side and an outsourced team of technical editors and designers from the book-packaging vendor, I learned a ton about the editorial process while writing a book that was all about process documentation. I recommend one that has all the documentation in one place. Smartsheet is an enterprise work management platform that is fundamentally changing the way businesses and teams work. Like any other language, BPMN has a defined vocabulary and organizing principle. Commonly mapped in a flowchart, it provides a clear, top-down perspective for employees and managers to visualize and understand process workflows. I have personally been using process documentation since 1997, having studied Six Sigma and Lean processes. The familiar Smartsheet interface that is designed for how people actually work leads to rapid and broad adoption across your organization. We use programs like Microsoft OneNote to manage all our processes. Once you have figured this out, you want to process map — the visual part of your documentation. Provide a brief description of what is included in the process and what is out of the process scope, or what is not included in it. Sometimes, project documentation seems a burden to project management professional. Manage your process list in a few commands: With these facts in mind, here are the benefits of process documentation: Process documentation is clearly not all benefit, however, Joshua Feinberg, Digital Strategist and Cofounder at SP Home Run, says, “I think there are two barriers that prevent people from taking the time to document their processes: I got my first real taste of process documentation when I wrote a book for Microsoft Press. Filter by popular features, pricing options, number of users, and read reviews from real users and find a tool that fits your needs. Half the book was technical process documentation — including how to install and customize different parts of the server suite. 8 key considerations for selecting the best process documentation tool Before we look at the top five, let’s first consider what functions in an ideal world make a business process documentation tool the most effective. Team members have ownership over and are accountable for creating efficient processes, and I encourage them to explore new strategies as new technologies, trends, and best practices emerge. But, a seasoned professional can understand the significance of good documentation. Figure out which process you are going to document first. Leaving out information makes the documentation useless. In this case, experts recommend that you make an outline (a script) of what you intend to video instead of using the notation. A process document outlines the steps necessary to complete a task or process. Thank for writing this blog on process documentation as it is related to my job. It can also present information in a variety of forms, such as checklists or flow charts. Whether or not you use a template, your document should also have some loose structure to it. Give examples when your process is long or complex. In other words, a process is the big picture and the procedure is all the elements and details that flow into it. The term process documentation, or standard operating procedure, was first coined in the mid-20th century. The biggest issue is thinking that you know what the processes are when you really don't. As we explained earlier, your process document should reflect the specific needs of your company and be as short or long as your company needs. Figure 4.1 provides a bird’s-eye view of the interactions among the Basic Process Management process areas and with other process area categories. Process documentation provides a detailed description of how to carry out a business process. Click the template to open it in the Creately editor. Process documentation challenges everyone's assumptions and forces you to think really honestly and clearly about that process. It is used as a guide to help employees at all levels, including decision makers and stakeholders, quickly understand company processes. Examples are user guides, white papers, online help, and quick-reference guides. Love the ease of your work flow and would like to follow something similar to this structure. For more information on BPR, read "A Newbie’s Business Processing Reengineering Guide with Expert Insights.". By involving the team in writing documentation, I communicate to individuals that I consider them experts within their domains and trust their judgement in determining the best steps required to achieve desired outcomes for our company and our clients. Discover how Smartsheet can help maximize your process documentation efforts today. In 1978, The Philippines National Irrigation Agency used the term process documentation to describe the processes of their farming project. Along the way you’ll also find expert insights and a free template. The History of Documentation and Its Requirements, The Benefits and Challenges of Process Documentation, A Step-by-Step Approach to Make a Process Document. Reviewing documents regularly to reflect changing best practices and updated systems is essential for creating effective process documentation that delivers optimal results.”. Many companies feel a push and pull between trying to do the right thing by documenting and trying not to waste resources by documenting. Process Documentation Approach Comparison, The Importance of Process Documentation in Healthcare Organizations, Improve Process Documentation with Work Management in Smartsheet, "Essential Guide to Business Process Mapping. The process management project is an example of a project with a slightly more complex workflow that you could set up in Jira Core. I noticed each step is numbered, with a main heading and concise directions underneath. Even the method you go through to decide and improve your processes should be captured because it shows your thought process and the trial and error that bring you to current operations. The key to successful understanding of an Organization’s end-to-end processes is spending the time to answer questions like these to define a plan that creates the right balance between centralized and decentralized process documentation and provides people with the necessary tools to get the job done.
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