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Essentials of Effective Process Documentation

Below are the tips to create an effective process documentation:

Establish Revision Control - All charts need a title box, which provides the document context: when it was created, who was involved, when it was revised, and so on.

Ensure Documentation Validity - What is documented does not always represent the actual process; this is why all process documentation must be independently validated. Make sure the process stakeholders confirm the process actually happens as the documentation says it does.

Make Your Charts User Friendly - Documentation may be used by multiple audiences with varying levels of process expertise. Your intent is to communicate, not confuse. Try to

  • limit acronyms, place a legend on the page as a reference

  • use standard symbols

  • minimize the number of symbols

  • use color: green for starting points, red for end point

  • avoid crossing connector lines, if possible

  • limit the use of on/off page connectors; if you have more than four, start looking to reformat the chart

  • avoid compressing too much content onto one page

  • stay consistent in your directional flow - move transactions from left to right or from top to bottom of the page

  • position transactions that happen simultaneously parallel to one another to illustrate the time concurrency

Flowcharting Symbols - There are dozens of symbols and icons that can be used to create a flow chart. Make sure you follow the KISS (keep it super simple) principle. You don't get bonus points for using more symbols.

How We Help

Hiring a consultant is a great way to improve your process documentation while engaging your team along the way, helping to create a culture of continuous improvement. Curious to learn more about how Chmltech can help your organization? Contact us NOW!

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