What are the most important steps to take when documenting automation processes?

2 Follow the standards and best practices

The second step to document automation processes is to follow the standards and best practices for automation documentation. Standards and best practices are guidelines and recommendations that provide consistency, clarity, and quality in automation documentation. They can be based on industry norms, regulatory requirements, or organizational policies. Some examples of standards and best practices for automation documentation are ISA-5.1 for instrumentation symbols and identification, ISA-88 for batch control, and ISA-95 for enterprise-control system integration. Following the standards and best practices will help you to ensure compliance, interoperability, and usability of the documentation.

3 Use clear and concise language

The third step to document automation processes is to use clear and concise language in the documentation. Clear and concise language means using simple, precise, and accurate words and sentences that convey the intended meaning and avoid ambiguity, confusion, or misunderstanding. Clear and concise language also means avoiding jargon, slang, or acronyms that are not widely known or defined. Using clear and concise language will help you to communicate effectively, efficiently, and professionally with the readers of the documentation.

4 Include relevant and sufficient information

The fourth step to document automation processes is to include relevant and sufficient information in the documentation. Relevant and sufficient information means providing the necessary and appropriate details and data that support the automation processes and their functions, features, and performance. Relevant and sufficient information also means avoiding irrelevant or redundant information that can distract, overwhelm, or mislead the readers of the documentation. Including relevant and sufficient information will help you to inform, instruct, and persuade the readers of the documentation.

5 Use diagrams and illustrations

The fifth step to document automation processes is to use diagrams and illustrations in the documentation. Diagrams and illustrations are visual representations that complement, clarify, or emphasize the textual information in the documentation. Diagrams and illustrations can include flowcharts, schematics, graphs, tables, charts, or pictures. They can help to illustrate the logic, sequence, structure, or layout of the automation processes and their components, inputs, outputs, or interactions. Using diagrams and illustrations will help you to engage, attract, and retain the attention of the readers of the documentation.

6 Review and update the documentation

The sixth and final step to document automation processes is to review and update the documentation. Reviewing and updating the documentation means checking, verifying, and correcting the accuracy, completeness, and relevance of the information in the documentation. It also means incorporating, modifying, or deleting the information in the documentation as the automation processes change, improve, or evolve. Reviewing and updating the documentation should be done regularly, systematically, and collaboratively, with the feedback and input of the stakeholders and users of the documentation. Reviewing and updating the documentation will help you to maintain, improve, and optimize the quality and value of the documentation.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?