What Is Workflow Documentation? - Deepstash
What Is Workflow Documentation?

What Is Workflow Documentation?

Workflow documentation is the roadmap to completing essential tasks at your organization. When done correctly, this documentation can be handed off to another individual at your organization, and they can complete the task completely independently.

Rather than a static guide, workflow documentation is a living, breathing record that allows you to track your progress and improve your processes. While software can help you create workflow documentation, you can use anything from a checklist to a whiteboard to make this record.

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MORE IDEAS FROM THE ARTICLE

  • Step 1: Define desired outcomes: Once you’ve defined your team’s desired outcomes, you have a better idea of the workflows that need to be documented, and you’re ready for step two.
  • Step 2: Carry out and capture every step of your current workflows: Now it’s time to perform your workflows in real-time and record each step as you go.
  • Step 3: Analyze ways to streamline and automate: The more you automate your workflow, the more time and energy you give back to your team so they can do more meaningful work.
  • Step 4: Continue to test and refine: Workflow documentation can and should change as your business grows and you better optimize your processes.

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  • It helps optimize processes: You can’t improve upon what you can’t even see.
  • It ensures accountability: Without workflow documentation, anytime there’s a blocker, it’s a challenge to find out who or what caused it.
  • It takes the confusion out of employee onboarding.
  • It eases merger or acquisition transitions. Workflow documentation is a tangible and intangible benefit to the buyer, and therefore, the seller.
  • It helps scale your business: For a business that wants to grow in a scalable manner, not only do the processes and workflows need to be documented, but they need to be systemized and automated.
  • It safeguards organizational knowledge: When an employee leaves your organization, what happens to the unique processes and systems they developed over the years?

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Workflow analysis has 3 goals:

  • To document and represent the workflows.
  • To improve an existing workflow that is problematic.
  • To optimize a smoothly operating workflow with automation.

When you start analyzing your workflows, you need to consider the business process, the data attached to it, timeframe, and frequency.

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The business process automation (BPA) approach

Automation in business can significantly reduce delays in data processing and workflow because of human error. The business process automation (BPA) approach can result in cost reduction and simplified procedures.

However, automation solutions can impact employees. Therefore, successful companies attempt to balance retaining employees and smart automation deployment that can boost efficiency, employee productivity, and customer satisfaction.

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Set Clear Expectations

A lack of clarity can lead to issues in hybrid teams; if employees don’t know who is responsible for what or what’s expected of them, both individually and as a team, it can cause conflict.

So, if you want to better manage conflict on your team, make sure you’re setting crystal clear expectations from the get-go—particularly if your team is still adjusting to working in a hybrid environment.

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