Process Documentation is Key to Great Workflows

Process documentation is a vital step in any business process. It helps you to visualize the steps involved in a process and what it should look like as a workflow. From there, you can more easily and successfully build an automated version of the workflow.

We recommend using an intelligent workflow automation solution to do this. But first:

Process Documentation Means Mapping Your Workflows

Process documentation involves examining your processes and mapping the various tasks it takes from the start of a process to the end, and all the subtasks in between. This allows you to see exactly how work happens in your organization.

It’s also a great point of reference for new employees or for the business itself to reference when trying to benchmark and analyze their processes to figure out where improvements can be made.

Good Process Health is Good Business Health

Businesses are basically made up of a complex web of different processes, and if they aren’t mapped properly, breakdowns and bottlenecks can appear. By properly documenting processes, you can gain important insight into how your organization functions and make improvements where necessary.

For example:

Imagine if every time one of your sales team made a sale, they took it upon themselves to produce ad-hoc sales orders, got customer sign-off before the sale discount had been approved by their manager, and then stored their documents on their own personal hard drive. There would be chaos in the sales department.

This is obviously an exaggerated example, but when it comes to executing a large project or even just carrying out everyday tasks, repetition and standardization is important. And that’s why process documentation is key.

The Benefits of Documenting Your Processes

When managing processes, a key goal is improvement. And improving processes leads to:

  • Cutting out mistakes
  • Lowering costs
  • Reducing resources needed for tasks
  • Increasing employee and customer satisfaction
  • Improving efficiency
  • Boosting productivity

Steps for Documenting Processes

Process documentation is straightforward as a concept and has clear benefits for an organization. But to carry it out correctly there are a couple of important steps you should consider.

Talk to Your People

Most people, if asked about a specific process in their job, can likely give a point-by-point explanation of what they do. Their explanation will include how they begin, what other subtasks need to get done, and what they require from their colleagues to complete the process in its entirety.

They could also probably point out which part of the process is most tedious or the places where potential delays tend to arise. That’s why, when documenting processes, your employees are the first people you should consult.

Take Time to Develop Your Workflows

Automating workflows can save a lot of time and stress, not to mention tedium. But if you don’t plan what processes you need to automate and how, you could end up trading the drudgery of completing mundane, repeat tasks for trying to fix or straighten out workflows that don’t seem to work the way you want them to.

Taking the time to make sure the workflows (i.e. the documented processes) you are automating are logical and relevant will save a lot of time in the long run.

Nintex Helps You Make the Most of Documenting Your Processes

Once you have documented your processes and drawn out the workflows, you can move on to automating them. Nintex is the no code automated workflow solution. So, no matter what department your employees work in, they will be able to automate those processes in a matter of hours, rather than days or weeks.

Our solutions enable you to automate your processes by using a simple drag-and-drop interface to create powerful, intelligent workflows. Tasks can be arranged to be distributed to specific users as a stand-alone process, or as part of a larger project.

The focus of process documentation is to plan, execute and analyze processes in an attempt to improve them. One of the key ways of improving your processes is through workflow automation. Solutions like Nintex Workflow and Nintex Workflow Cloud can significantly improve efficiency across a wide variety of processes in organizations of any size. Workflow automation is getting more and more sophisticated.

With Nintex, you can take the work you do on your processes and, in just a few clicks, you can turn manual processes into automated processes.

To find out more about Nintex and how it can help your organization utilize great process documentation and build intelligent, sophisticated automated workflows, get in touch with us today.

 

 

Chris Ellis

Nintex Technical Evangelist Chris Ellis brings years of experience as a software engineer and a lifelong passion for technology to the role. Based in Melbourne, Australia, he loves showing people the value and simplicity of the Nintex workflow platform. When not working, he enjoys snowboarding and traveling (he has fond memories of a six-week trip in Southeast Asia). Follow him on Twitter @ce1906