Process documents are logical arrangements of steps that are essential to successfully completing a process and achieving a desirable outcome. While the content of this type of document may be complicated or simple based on the complexity of the steps that make up the overall process, the basic approach calls for determining each step that must be successfully completed, the most logical sequence or order for those steps to occur and what is actually accomplished at the completion of each step. With these basics in mind, it's possible to create process documentation for anything from boiling an egg to executing an international marketing campaign.
1Identify the ultimate goal for the process involved. Knowing what must be accomplished in order for the process to be productive helps to set parameters in terms of time and the use of resources in completing essential tasks within the process.Ad
2Catalog the resources required to successfully complete the process. Include not only tangible resources such as money and equipment but also time and expertise. This will come in handy when deciding exactly how to address each of the steps and outline how to complete them in the most efficient manner possible.
3Think about the logical sequence of events that must occur in order for the process to advance. Often the completion of 1 step will actually pave the way for the execution of the next step in the sequence. For example, defining the purpose of a letter is necessary before writing that letter, which in turn is necessary in order for the letter to be mailed.
4Arrange the identified steps in the most logical sequence. Make sure that each completed step easily prepares for the completion of the next step in the sequence with the last step achieving the ultimate purpose for the process.
5Create an exception listing that covers each junction in the process sequence. Exceptions are outcomes at each step in the process that have a low potential for occurring but could derail the forward movement if not addressed. The goal of identifying and addressing potential exceptions is to prepare a contingency approach to completing each step without some unplanned event derailing the entire process.
6Test the sequence. If possible, attempt to complete the process by following each step in order. This will make it possible to refine the instructions for each step and make sure the desired effect at each stage is achieved. An actual testing of the sequence will often make it easier to identify some small factor that was overlooked previously, and make the final process document more logical and comprehensive.Ad
We could really use your help!
- Don't over think each step identified in a process document. One common mistake many people make is attempting to make each step so complicated that following the logic behind the steps is lost. Opt for direct and easily understood verbiage that addresses the mechanics of the step.
- Never be afraid to alter a process document if new information or resources are secured that would allow the process to be completed with a greater level of efficiency, or if previously unknown factors are discovered that renders 1 or more steps in the sequence to no longer be logical. Changes in technology, raw materials and a range of other factors could render the present process obsolete, requiring the creation of a new one.