What is documentation? How do you document properly?
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What is documentation? How do you document properly?
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Answer:
Documentation is a material that provides official information or evidence or that serves as a record.
Step 1: Identify and Name the Process
Figure out which process you are going to document first. Determine its purpose (why and how the process will benefit the organization) and provide a brief description of the process.
Step 2: Define the Process Scope
Provide a brief description of what is included in the process and what is out of the process scope, or what is not included in it.
Step 3: Explain the Process Boundaries
Where does the process begin and end? What causes it to start? And how do you know when it’s done? Get these boundaries well defined.
Step 4: Identify the Process Outputs
Establish what will be produced by the process or what result the process will achieve once it is completed.
Step 5: Identify the Process Inputs
List down what resources are necessary to carry out each of the process steps.
Step 6: Brainstorm the Process Steps
Gather all information on process steps from start to finish. Either start with what triggers the process or start at the end of the process and track back the steps to the starting point.
The brainstorming session should involve those who are directly responsible for the process tasks or someone with extensive knowledge of it, as they can provide precise data.
Step 7: Organize the Steps Sequentially
Take the list of steps you’ve come up with and put them in a sequential order to create a process flow.
Keep the number of steps to a minimum and if a step includes more than one task, list them under the main step.
Step 8: Describe who is Involved
Decide each individual who will be responsible for the process tasks. Define their roles. Keep in mind to mention their job title rather than their name.
Also be considerate about those who would be referencing the document. Write it in a way that any employee with a reasonable knowledge can read and understand it.
Step 9: Visualize the Process
This is to improve clarity and readability of your documentation. Using a process flowchart, neatly visualize the process steps you’ve identified earlier.