Process documentation for SMB's (small and midsize businesses) can feel like a complicated task, but it doesn't have to be. It's one of the best ways to simplify an overall task or process.
When working for an SMB, outsourcing and delegating are essential factors in keeping the business ahead, and that is where process documentation can help. Without the right process documentation, delegating tasks is nearly impossible.
Process documentation also allows for scale and helps any input turn into an output. Whether the business has to do with chemistry, e-commerce, or online service, there needs to be process documentation to keep everything organized and consistent.
What is Process Documentation (and Why Does it Matter)?
Process documentation is one of the essential parts of staying organized while running an SMB.
Process documentation essentially outlines all of the required steps that teams need to take in a specific process or task. With process documentation, there is consistent and up-to-date documentation on the job as it is happening. When the process is complete, and a team records the process, the documentation is saved and used to keep tasks consistent.
It is essential to have written documentation of tasks and processes within companies to keep an SMB running smoothly. Having a guide that all employees(managers included)can refer to prevents future confusion and errors.
The Benefits of Process Documentation:
- 1) Organization
- 2) Consistency
- 3) Quality Control
- 4) Training
- 5) Efficiency/Speed
The Benefits of Process Documentation
There are many benefits to process documentation for tasks and processes in SMB's.
- Organization
- Consistency
- Quality Control
- Training
- Efficiency/Speed
Organization
One of the most significant benefits of incorporating process documentation is the organization. In any business, the organization is the key to keeping the operation running smoothly. A lack of organization can cause miscommunication, lost information, and a sub-par result of a company's product or service.
Consistency
Consistency is vital when running a business of any kind. Consistent products and services create a reputation for the company as being reliable. When using process documentation, things run smoothly, and the processes for tasks are accessible for employees and managers to review.
Having a written guideline for how to do specific tasks is the best way to keep employees from making frequent mistakes and improve quality control to ensure that every product and service is up to a company's standards. Process documentation is essentially a manual
Quality Control
With process documentation, businesses will keep an eye on tasks and processes as they are happening. When a company has a job guideline to refer back to, tasks are much easier to manage on a micro and macro level.
If any technical or manual issues arise during a process, tracking down and rectifying the problems will be a lot easier if there is a guide to refer to. The more detailed that an SMB's process documentation is, the easier it will be to notice small errors in a task.
Training
Training is one of the essential aspects of hiring and managing employees. When there is an SMB process document, there is a way to train employees on the employee's task efficiently.
Even if the trainer has been working at a company for years, it is still necessary to have a written guideline, as documentation is updated to reflect any updates or changes made over time.
Efficiency/Speed
Process documentation for SMB's also helps reduce the amount of time spent on a task and the overall project.
Trying to work off memory on complicated tasks, or have a large number of steps, can slow down the overall process. When performing a task, an employee can self-check their progress as long as they have an organized document to refer to.
In the same boat, process documentation is also critical regarding delegation and outsourcing. When a company first starts, the first hired employees should be documenting each step of any tasks they are performing and completing in their role.
After the initial process documentation, it is much easier for a CEO to train new hires and adjust the documentation to fit the workplace as the company progresses.
A business owner or manager may delegate the necessary workload according to the available process documentation. Reviewing how difficult tasks are will make assigning the right person to a job much more comfortable.
Assigning an employee to a task that they are good at is a good way to keep a steady workflow and improve team morale.
Types of Processes to Document
Process documentation covers a broad topic of tasks and processes that need documentation.
Any step that helps set up, further, and completes a task or process in a project should always have documentation. Some examples would be within a training guide for fast-food employees that are working in the kitchen.
Every kitchen has its steps to complete a specific entree and rules to keep the kitchen healthy and clean. All of the rules and actions required to be taken and followed in a kitchen should have documentation, either in a training guide, a company or even in a video format.
Ways to Document Processes
Process documentation can seem like it is solely about paperwork, but the truth is that there are many ways to document a process.
The way that an employee of an SMB may view process documentation can come in many different ways. These forms can include a video tutorial, a company policy/handbook, a checklist, a flow chart, and even plain images.
As long as there is a company-approved form of documentation on every task needed to keep a company running, it doesn't matter how a company presents its documentation.
However, individual companies may find that a specific method of process documentation may work best for them. An example would be a company that has its employees working remotely. Remote workers should access the process documentation online, which may lead to documents in a .pdf and other similar files.
How to Document a Process
While you can document a process in almost any format, there is a guideline that SMB's should follow when they are documenting.
Identify the Process
The first step in documenting a process is to identify what the process is. If there is an action or task that repeatedly happens to ensure the company's success, no matter how big or small it may seem, then a company should consider the action as a process.
A process can include:
- Opening a store in the morning to set up the workday in the morning.
- Filling out daily paperwork.
- Completing customer service protocols.
- Anything else that must be met consistently.
An SMB should decide on its first process to document. Once a method has been chosen to document, the company should record its purpose or process and summarize the actions needed to complete the process.
Factors such as when the process starts, when it ends, and how many people may require it should all be considered before and during the documentation process. Summarizing the important factors of a process can help make the recording and documentation phase much easier.
Find the Appropriate Template
In order to make the process documentation accessible to all employees, the right template for the documents must be chosen. Like mentioned before, companies with remote employees will want to make sure their templates are accessible on an online platform or through a shareable file.
For a company to create a successful process document, the chosen template should be consistent among all process documentation. Selecting the same template makes a professional and uniform look. When all documentation has the same template, employees and managers will recognize the documentation easier.
The chosen template should also be easy to edit. Many companies are guilty of not updating their process documentation. After a few years of changes, the original documentation ends up irrelevant, as it does not reflect any new policies and changes a company may have.
For a company to keep all current and new employees on the same page, process documentation will have to be up-to-date with the company's current climate. When new employees read the outdated documentation, they are likely to feel confused and undertrained, leading to frustration and a higher turnover rate.
A popular option for process documentation is the use of images and diagrams that can be used to help explain the process. For many people, reading many words can cause them to lose focus on the overall objective of what they are reading.
By breaking up information into charts and diagrams, many people will have an easier time understanding how to process the data.
PEEMMM:
- 1) People
- 2) Equipment Needed
- 3) Environment(Environmental Requirements)
- 4) Materials Used
- 5) Measures to Test
- 6) Methods
All Aspects of PEEMMM
PEEMMM is a way to categorize the different elements that make up a process. PEEMMM is defined as:
- People
- Equipment Needed
- Environment(Environmental Requirements)
- Materials Used
- Measures to Test
- Methods
There are times when an SMB may be subject to process auditing. A process audit is used to ensure that a company is managing and documenting all behaviors, materials, resources, and tasks correctly.
When it comes to process documentation, a process audit will examine all documentation using the PEEMMM method.
People
The first letter stands for "people" and identifies if people are needed to complete a task and how many.
Equipment Needed
The second letter stands for "equipment" and is used to assess if any equipment is needed to complete a task and what kind.
Environment(Environmental Requirements)
The third letter stands for "environment." Some companies will have environmental factors to consider. An example would be construction and forest companies. The third letter helps identify and stress the importance of employees following any ecological regulations, codes, and laws.
Materials Used
The fourth letter stands for "materials." A company should assess what materials are needed to complete a task and how much material a company will need. The fourth letter is essential in regards to outsourcing and inventory.
Companies that sell a lot of products will need to keep an accurate inventory of stock to not lose out on profit.
Measures to Test
The fifth letter stands for "measures." In some tasks or processes, specific measures need to be taken to ensure good quality and safety. For example, a company working with any harsh chemicals will need to test and follow particular steps to prevent any injuries or illnesses due to the chemicals.
Methods
The last letter stands for "methods." This letter is used to identify any particular methods that will have to be followed to get the same result each time a task is completed.
Tips for Process Documentation Success
For a company to get a successful process document, there are some steps that you can take to help make sure your company is successful.
Use a Screencast Software
A screencast software can be used to record a video or narration through your computer.
Allow Others to Watch You do the Process
Many people are visual learners and learn best when they can see the process being done in action.
Be Thorough
While being concise is important, it is much more essential to be thorough. Explain details of a process, and leave very little room for questions to be asked.
Watch Someone Else Perform the Process
Watching someone complete a process is a great way to see how well the process documentation can relay necessary information.
Time the Process – Does it Match What you Thought?
All process documentation should have an estimation of how much time it will take to complete a task. When you perform the process, you can time yourself to make sure that it lines up with the time you initially thought.
Ready to begin process documentation? We have a tool that can help.
Document The GuideResources for Process Documentation
Many scholarly articles refer to process documentation. Reading through them can help you get as much information as possible to accurately document tasks, processes, and projects.
- This article talks about business process documentation.
- This article explains the process of writing policies.
- This article is related to incident process documenting
Delegate CX is here to help with Process Documentation!
At Delegate CX, we have made a basic template for you to use to document your processes. Click here to download.
Schedule a meeting with us, and we'll document one of the processes that you can outsource.
