One tip for writing clear and effective process documents is to use easy-to-understand language.
Business process documentation is the process of creating a written record of the steps associated with a specific business process or procedure. This documentation helps standardize procedures and establish best practices. Tips for creating clear and effective process documents include using easily understandable language, reviewing documentation by multiple parties, and writing detailed documents and simplified cheat sheets.
Many companies create business process documentation for training purposes. This means that many people who may have very different levels of understanding are likely to read the documents. To ensure maximum effectiveness, process documents must be easily understandable by anyone who might use them.
Experts generally recommend writing these documents using language equivalent to a ninth-grade reading level. Writers should also avoid the use of technical or industry jargon. When acronyms or industry terms are to be used, they must first be clearly defined. It is also a good idea to include a list of definitions when creating business process documentation.
While business process documentation is typically completed by a person trained in business process documentation development, it is important that they be reviewed by others before they are put into common use. If the person writing the documentation is not an expert in the process being documented, that expert should perform a review to ensure that the content is technically correct. The documents should also be reviewed by at least one person who is not completely familiar with the process so that any unclear instructions or missing steps can be identified.
Detailed documents are an essential part of business process documentation. Documents explain all the steps involved in a process and may also provide additional information such as software program requirements, legal restrictions, and contact information for various steps. While the documents are essential for a full explanation of the process, they may be too long or bulky to use on a daily basis.
One solution to this problem is to create a cheat sheet that only addresses the most critical steps and serves as a reminder when you’ve read all of the process documentation. These cheat sheets should provide an easy way to find basic information about each step. It may be advisable to provide the page or chapter number where information can be found in the full documentation so that the reader has a reference if additional details are needed. These sheets are often presented as flowcharts or schematics.