The Benefits of Documenting your Business Processes

In this article we explore what process documentation is, the benefits of it & a guide on how to structure a process document.

What is process documentation?

Process documentation is a document that provides a detailed description of how to execute a process, outlining the exact steps needed to carry out the process from start to finish. It should include all the relevant data needed to create a comprehensive and easy to understand guide on how to complete the process.

What are the benefits of process documentation?

The overall benefits of process documentation includes saving time & money, creating standard practices, reducing errors and improving the workflow. Let's take a closer look at the benefits of implementing process documentation in your business:

  • Allows for continual improvements on processes
  • Helps analyse if processes are efficient or need to be updated
  • Allows all employees to  understand the business processes
  • Stop processes from being misused or unused due to a lack of understanding
  • Makes it easier to maintain standards and consistency
  • Preserves knowledge, including when employees leave
  • Can be used as a training manual for new employees
  • Outsourcing is easier when  you can transfer process documents

How can you structure a  process document?

Now that we have explored what process documentation is and the benefits of creating process documents, let's take an overview of the different steps you could take to structure your process documents: 

  1. Identify and Name the Process
  2. Define the Process Scope
  3. Explain the Process Boundaries
  4. Identify the Process Outputs
  5. Identify the Process Inputs
  6. Brainstorm the Process Steps
  7. Organize the Steps in Order
  8. Describe the Parties/Employees Involved
  9. Visualize the Process
  10. Note down Exceptions and Develop Contingencies
  11. Add Control Points and Measurements
  12. Review and Test the Process