Three reasons to optimise your process documentation
Do you have clear visibility of your business operations? Process documentation can help you achieve it. Using accurate models and definitions allows you to identify, target and resolve problems caused by poor visibility. We look at three key benefits of optimising your process documentation.
Process documentation forms the basis of a successful business
I worked at my last company for nearly 24 years. So when I was made redundant, an awful lot of useful knowledge about the business left with me.
This scenario repeats itself in companies across the world, every day.
Employees leave, for whatever reason, and take their knowledge of the organisation’s processes with them. How these processes work, who does what, when they do it, how long each task takes. It’s possible that the ex-employee was the only one who knew and now, there’s no-one to ask.
If processes were properly documented, this wouldn’t be a problem.
Of course, this isn’t the only benefit of having good process documentation. But it’s a good example of why process documentation is the foundation of a strong business.
Boost operational visibility, if you get it right
Process documentation outlines how to carry out a process from start to finish. It’s a way of tracking the tasks and timelines involved. It doesn’t show you whether the outcome is what you expected or wanted, merely how you got there.
It may be that you want or need to change the process. However, you must know how it operates first, to be able to design and deliver an effective transformation.
A typical process-mapping journey
Done well, process documentation brings benefits across three key areas
Gaining a better understanding of business operations means you can design appropriate, effective continuity measures. And if you work in a heavily regulated industry, connect controls to processes to ensure you remain compliant.
Not only does process documentation help you improve the processes themselves, it boosts the resilience of your teams. Empowering them to work effectively and produce reliable results increases confidence and encourages autonomy.
Process documentation creates an accurate baseline to work from, helping cut out costly mistakes.
Enabling teams to become more productive more quickly means they can make a valuable contribution sooner. The time-saving features of a platform like BusinessOptix, like stencils, templates and collaboration workflows, reduce the work needed to map processes. For example, in the data-gathering and verification phase of an audit.
Having an accurate visual representation of your ideal future state can help bring to life the impact of change. As a result, it’s easier to spot chances to improve performance or scope out new process models. And of course to identify and eliminate problems.
Collaboration tools – a useful feature of BusinessOptix – are vital in helping to achieve successful outcomes. Facilitating stakeholder engagement and communication makes it easier to reach a consensus for change.
Get support with developing process documentation
The process transformation platform BusinessOptix allows you to create, share and manage detailed models and information. As a longstanding BusinessOptix UK partner, we apply its functionality as part of a wider solution to deliver your business transformation.
Not sure where to start? Need help with something specific? Just leave your email address here for a free consultation with one of our experts.
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These resources will help you in your business transformation:
- How to run effective process discovery
- How to run a business process review
- Three steps to better scenario modelling
Article by Catherine Ellwood