Fast process documentation for your company
Process documentation consists of a process map or flow chart, as well as written procedures, as a combination. It describes the process by which something is completed. It clearly describes the exact actions or duties associated with a job function, making it simple to follow. That implies that task can be completed properly. That it is repeatable also means that if there are two or ten employees executing the activities, everyone can perform them in the same way every time. This assures that the process is of high quality. One of the reasons, as previously said, is the high level of quality. It has been proven that improved processes documentation leads to higher employee compliance with procedures, which in turn leads to less variability in the process results.
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Process documentation, in addition to improving quality, allows us to see what is working and what is not. It identifies areas where improvements might be made to the procedure. Even while you might assume that the individual who performs the work should document their actions, there is a better way. If an employee has been doing the procedure for an extended period of time, it is likely that the process has become routine for him or her. It is possible that even though the individual is intimately familiar with the procedure, they will be unable to document the procedure without omitting important phases because it occurs in an almost automatic manner.
You’ve probably experienced the feeling of getting in your automobile and driving as if you were on automatic pilot. Likewise, process documentation falls under this category. What can we do to get around this? Enlist the assistance of a third party who is unbiased. Choose someone who is not familiar with the location that is to be documented. It may seem unusual, but an outsider can ask the questions that are normally neglected and notice steps that are normally overlooked by routine. Don’t forget that the purpose of retaining information is to make it possible to access it at a later period if necessary. How old are the papers on the company’s shared drive, and is it becoming increasingly difficult to locate current files required for projects or assignments among the maze of files that were previously completed?
Do you have a mechanism in place for archiving the information included in your electronic files? Do you have a regular timetable for deleting these files? There are a variety of methods for documenting a process. Some approaches are preferable to others. Depending on whether you are using an outsider to document the process, you may want to start with a high-level summary of the procedure. This can be accomplished in a meeting environment by simply addressing the general processes involved in a certain procedure. The process overview serves as a form of road map, outlining which functions should be documented as part of the overall process documentation. The second step, which is to document the process, may seem counter-intuitive at first, but it is effective.
Beginning at the end of the procedure, begin interviewing personnel who will be responsible for completing the duties. Inquire about the inputs that cause individuals to participate in the process. Then speak with the workers who are in charge of those inputs. Continue until all of our inputs can be tracked back to their source. You simply reverse them and reassemble the process so that it follows a logical flow from beginning to end, once all of the pieces have been documented. The following step is to double-check the information that was gathered in the previous stage. Examine each stage and determine whether or not your paperwork accurately reflects what you see.
If not, fill in the blanks with the necessary information or correct what has already been documented. Transform the written information into a process flow diagram after it has been completed. We’ve talked about what process documentation is and why it’s important in the past. It was also discussed as to who would be responsible for documenting it and how that would be accomplished. Employees that have access to process documentation are more productive. The proper documenting of processes also aids managers in determining what to do when something goes wrong. Apart from these advantages, process documentation helps increase collaboration with other departments by demonstrating to them how your department operates.
