Business process documentation (BPD) refers to a the process of preparing a communication guide for the employees, customer service employees, managers, and outsiders with reference to the most efficient way to undertake a business process. Whenever you need to deploy and execute business process documentation, you need to realize that it can easily be the single most important determining factor for future success.

There are various aspects of the deployment that can increase your odds for creating a successful business process. Regardless of the aim of the documentation, executing the activity accurately will highly be determinant of the level of success in you firm. These aspects will allow you to make the best out of BPD while achieving the key goals in for your organization.

Business Process Documentation: The 6 Facts You Need to Know

1. Recognize that BPD is More than a Manual

Many companies fail to realize that a business process document is more than a manual. In actuality, a well-designed BPD is an active and internal part if the business process management project. It is supposed to be used for a variety of activities such as data collection, analysis and design. As an illustration, well-designed BPD easily proves that process redesign and mapping may help in deeming the best way for creating an efficient and effective supply chain.

Once you realize that BPD is part of the project, you will be able to define the supply chain clearly. Moreover, you will be in a position to define the processes accurately. BPD will cover most of the tasks that fall under supply chain management with the advantage of its holistic approach.

2. Say No to Deviations

Process documentation is only as strong as the value chain since it will allow you to stay focused. You have to commence the entire process by studying, understanding, and representing the chain as simplified and definable activities. Each of these activities should be sound in terms of scope. Therefore, they must contain the products, processes, and services.

Whenever a new thought comes to your mind with respect to the value chain, you need to be able to determine whether it is a shortcut to success or a distraction. This takes years or experience in the industry. It is also highly unlikely that instinct will take you very far.

3. Avoid Focusing on the Departments

BPD will make it possible to take away the company’s attention from managerial units to the production lines where it belongs. It is extremely important that your company develops a clear idea of the value chain. The easiest way to determine whether you are on the right track on this is to assess how much focus you put on the departmental processes. This is because a firm that has a vague grasp of the value chain will focus on the work that the departments undertake.

Business process documentation requires you to comprehend the value chain and only use the departments as tools for reaching your ends. Focusing on the value chain is crucial. This is because it has a direct relationship with the value gain or failure, which is essentially an end product. Focusing on the value chain will also make it clear which processes are failing and which ones are succeeding on the BPD.

4. Know Your Project Variables

One of the best ways through which you can utilize business process documentation is by using the approach to understand the deliverables in your project. A business process documentation process makes it clear that deviating from the activities of your project is just as bad as deviating from the set goals.

This means that BPD will ensure that you stay on track even at the strategic level. The most important thing is that the value chain will have to justify its existence. Therefore, the end customer has to perceive the product as being more valuable than the resources and the efforts required to produce the item. This means that the value chain needs to create a profit in order to justify the project.

team meeting

5. Use High-Quality Indicators

The nature of key performance indicators that you choose for your business process will determine whether or not the BPD is successful. The indicators are vital since they offer an average perception of the efficiency of the processes. You do not want indicators that measure the objectives that are not crucial.

You have to settle for indicators which heavily focus on the real goals of the project with respect to your product. Whenever you find that there are improvements in work processes but no positive impact on the core product, it is time to have a second look at your parameter. You could be shooting yourself in the foot by focusing on the wrong indicators in such a case.

6. Monitor the Expectations

You need to monitor your expectations if you plan to make the best use of BPD. The best way to approach this is to focus on the agenda of the project. You have to keep in mind that effort needs to be justified by the agenda of the project. Moreover, the project needs to be feasible for your company in that it should produce a product or a service.

One key method that helps you in justifying your effort in a key process is ensuring that the vertical communication is flawless. The BPD allows you to communicate to your seniors and subordinates with respect to various key processes necessary to realize a certain product. In many cases, disappointments will come from the top. You have to keep the management in the loop. A well-executed documentation will allow you to do just that.

Bottom Line

Business documentation process is one of the best ways to synchronize efforts in respect to a key business process. With a well-planned and executed BPD, it becomes possible to achieve the internal goals of an organization quickly and efficiently. The documentation may also serve as a training baseline for new recruits.

Using BPD, you are able to troubleshoot problems arising from business processes. This is possible since every key stakeholder reads from the same script. Understanding the key variables, avoiding departmental focus, staying focused and monitoring the expectations are some of the best ways of making the most out of business process documentation.

Images from