‘Documentation’, this word sounds very familiar to everyone, but everyone dislikes the process of documentation. It is one of the most tedious tasks in the world.
At every stage in our life, documentation is one process that is mandatory and extremely important. It would be best if you had to have documents for everything, whether your job or passport or visa. The importance of documentation is incomparable.
When a job requires proper documentation, think about setting up a business without it. Do you think it’s possible? Do you even think it’s worth it? Again, the clear answer is ‘No.’
Business Process Documentation is mandatory while setting up a business, especially in the initial stages. However, once there is upscaling in the company, it becomes very difficult to catch up with the documentation process.
Always remember if you keep procrastinating this process in the initial stages, it will pile on so badly in the future that it can become a hindrance to your business while it’s upscaling.
It is a process that involves documentation related to every minute of tasks in a business. Some of the essential documentation processes are- Forms, Tutorials, Checklists, Policies, Company History, Company Literature and any related subjective information that the company wants to get documented.
Documentation is like designing a cookbook for your company. A cookbook is designed to document tested and tried recipes so that it can be helpful to share and reuse when required in the future.
When you document all the processes, policies and everything related to your company, it serves as a database for you and your future employees to understand the company standards and work accordingly.
Documenting Processes can be extremely boring, but it has tons and tons of advantages in a business infrastructure. Documentation can be an asset for the company’s progress, and it establishes a good company reputation in the industry.
A few benefits of Business Process Documentation are:
There are many types of Business Processes Documentation; some of them are,
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There are multiple steps to accomplish Business Process Documentation; they are:
Step 1: The first step towards documentation is understanding and identifying which processes in a business require documentation. It helps in time wastage on documentation of lesser priority processes in the company.
Step 2: After identifying the processes, it’s time to decide the scope of operations, including a short description of the process and its outcome.
Step 3: This step includes defining boundaries during documentation. The limitations include cause, duration, and starting and ending points.
Step 4: After defining boundaries, it’s important to establish the outcome after completing the process.
Step 5: All the establishments related to the processes are finished, and now it’s time to list the resources related to the defined company processes.
Step 6: Now, measures related to each defined process have to be created by consulting with the respective teams pertaining to the operations and arranging a brainstorming session to get an overall perspective and better output.
Step 7: Here, the process flow has to be developed, which includes arranging all the process steps in sequential order and enhancing the clarity of the steps to avoid complex process flows.
Step 8: It includes listing out the persons and their designations related to a particular process and vividly describing their roles for clarity.
Step 9: In this step, it’s important to visualize the process documentation created and find ways to enhance the readability by incorporating proper alignment and flowcharts if necessary.
Step 10: Establish the exceptions for situations when it does not go as was planned.
Step 11: During process documentation, it’s important to establish control points to eliminate and reduce the risks related to the documentation.
Step 12: This final step involves reviewing and proofreading the documentation.
Traditionally, documentation processes were manually done, but now, with the advancements in technology, there are different approaches to documentation, and they are,
Many companies find it extremely challenging to accomplish the documentation process. There are many challenges concerning the process documentation methods; some of the challenges will be discussed here:
Lack of Time: Most companies find it difficult to invest time in documentation as it takes up a lot of employees’ time and energy.
Changing Times: Since amendments are happening in this world daily, many companies think it’s futile to standardize and document processes.
Loss of Flexibility: Many companies think that if processes are documented initially, it challenges the flexibility of a process, affecting the company’s growth.
Increases Complexity: Many people think that standardization of processes can increase the complexity and induce a corporate culture in the company’s personal space.
Unnecessary Expense: Most companies think it’s unnecessary to waste the budget on documentation at the initial stages.
Establishing a great business is essential to start documenting processes as early as possible. It is also necessary to look forward to the brighter side and incorporate software tools to make amendments as and when required.
Business Process Documentation in businesses can be compared to a disciplined and dedicated person. Of course, being disciplined and dedicated requires some time and hard work, but the results are extremely fruitful; the same is true for process documentation in businesses.
Sometimes, it is better to see past the challenges and incorporate ways to resolve them. Entrepreneurs should feel fortunate to live in this world where technology can take up 50-60% of their workload and help reduce both human resources and costs. Therefore, it is advisable to make wiser decisions and incorporate the best techniques in the market to reach maximum growth.