7 steps to successful process documentation

Are you currently dealing with the topic of process documentation or business process management (BPM) and starting with the description of your processes?

Be careful, there are pitfalls lurking here!

One of the biggest challenges is the discrepancy between documented and actual processes. Employees often describe processes differently than they actually occur in practice, and existing documents are not always up to date. Therefore, before you start with the process description, you should identify and clarify potential deviations.

Basics of process description

Process descriptions can vary in detail – from rough overviews to detailed workflows with process diagrams.

Structured documentation offers:

Transparency regarding processes, responsibilities and dependencies
A common understanding of who does what in the company, when and how individual process steps are linked
The basis for process automation, for example with BPMN (Business Process Model and Notation)

Find out more about «Choosing the right modeling standard for process documentation» in our blog article

1. Evaluate the current situation

Before you document processes, you must accurately capture the current process. This can be done by:

direct observation,
interviews with employees or
analysis of existing documentation.

2. Identify relevant processes

Not all processes are equally important. Focus on those that provide the greatest value to the organization. Set priorities based on efficiency potential, relevance to business success, and improvement potential.

3. Define the process start

Determine what triggers the process:

Who or what initiates the process?
Are there certain conditions or events that mark the start?

4. Record required resources

Identify all resources required for the process:

What information, materials or tools are needed?
What skills or responsibilities are required?
Which systems or software are used or required?

5. Describe the process flow in detail

Structure the process into individual steps and define:

Which steps are performed in which order?
Who is responsible for which steps and from whom do you receive the necessary information?
Who are your stakeholders and what functions do they have? – Is it a responsible, advisory, processing or informing person?
How long do the individual steps and the entire process take?

6. Define results and outputs

Describe the outcome of the process:

What output, i.e. end products or services, will be created?
Who will receive the result?
Which process will be triggered afterwards?

7. Visualize and optimize processes

To present processes in a clear and comprehensible way, the use of BPM software such as ADONIS is recommended. Such tools help you to:

visualize processes
identify dependencies
avoid bottlenecks

The next step: process optimization

Well-structured process documentation is the key to greater efficiency, better collaboration and smooth operations. It forms the basis for optimization and automation. Take advantage of this potential and optimize your processes sustainably!

Reach your goal faster with the right support

We help you to document your processes in a structured and targeted way!

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7 steps to a successful process documentation

Basics of process description