Documentation- Roadmap to efficiency
Documentation is a tedious process. It entangles even more if not done right. Smooth functioning of a business is integraland for the same, documenting processes and work flow becomes important for the organization. Documentation helps in understanding the functioning and ways of increasing its efficiency. Thus, proper documentation will reflect in the functioning of the company.
Maintaining employee and their work records is important as it helps to monitor the ongoing tasks. Documentation comes in handy when an employee leaves or when a new one is hired. The company will have the knowledge of the work done by employees in the past which will work as a handbook for the new employee to understand their role in the organization. This will make the formal training process smooth for the company as well as the employee.
Apart from improving efficiently and eliminating flaws, here are other features of documentation process that will help an organization:
- Allows members of the organization to understand the hierarchy of employees and the work process
- Improves security
- Helps to maintain consistency in work as employees can look up for rules and regulations
- Helps to look into the work of individuals
There are certain steps involved in it, these include the following:
Step 1 – Process Name.
To begin with, description and the name has to be mentioned on the flip chart.
Step 2 – Process Boundaries.
Understand the process which includes identifying the start and end points of the process, factor that triggers the process to start and other involved factors in the process.
Step 3 – Process Outputs.
Identifying the output of the process becomes the next thing.
Step 4 – Process Inputs.
Identify the factors contributing in the performance of the process and its source (e.g. paper, web, fax, etc.)
Step 5 – Process Activities.
Intensive thinking around the activities that has to be done to get the process from initial stage to final. These then have to be stated in a verb/object format, for e.g., approve request, sign paperwork, distribute form, etc. In this process, sequencing activities should not be a major concern. In addition, sticky notes can make this efficient as every activity can noted separately.
Step 6 – Process Organization.
Now, the sequencing of activities in a flow comes in focus along with identifying the apprehended items. Since the visual of the process is being built, highlighting the key decisions becomes essential.
Step 7 – Process Review.
Review the sequence of the activities and check if it looks like completely based on the boundaries set and defined in step number 2.
Step 8 – Process Roles.
Analyse the activities carefully and assign roles for each of the steps in the activities.
Step 9 – Transcribe Process.
A software program flowchart can be drawn by placing the steps in order.
Step 10 – Final Process Review.
The final review can be taken from the participants regarding the work flow. Finally, get it approved by all team members.