How can you document workflows for future reference?

1 Choose a format

The first step to document workflows is to choose a format that suits your needs and preferences. There are different ways to represent workflows, such as text descriptions, flowcharts, diagrams, or checklists. Each format has its advantages and disadvantages, depending on the complexity, frequency, and variability of the workflow. For example, text descriptions are easy to write and understand, but they may not capture the visual aspects and dependencies of the workflow. Flowcharts and diagrams are more graphical and logical, but they may require more time and skills to create and maintain. Checklists are concise and practical, but they may not show the big picture and the reasons behind the workflow.

3 Create a draft

The third step to document workflows is to create a draft based on the information you gathered. You should use the format you chose and incorporate best practices to make your workflow documentation clear, accurate, and consistent. Simple and specific language should be used, as well as symbols, colors, or labels to highlight key elements or actions. Additionally, consistent naming and numbering conventions should be employed, with arrows or connectors showing the direction and sequence of the workflow. Conditional statements or branches can be used to illustrate alternative paths or scenarios, while annotations or comments can explain the logic or rationale behind the workflow. Finally,

tags can be used to display code blocks or commands.
###### Validate and revise
The fourth step to document workflows is to validate and revise your draft with the relevant stakeholders. You should seek feedback from the people who are involved in or affected by the workflow, as well as from experts or reviewers who can provide guidance or suggestions. You should ask them to check the accuracy, completeness, and clarity of your workflow documentation, and to point out any errors, gaps, or ambiguities. You should also ask them to confirm that your workflow documentation meets their needs and expectations, and that it aligns with the goals and standards of your business operation.
###### Publish and share
The fifth step to document workflows is to publish and share your final version with the intended audience. You should choose a platform or medium that allows you to store, access, and update your workflow documentation easily and securely. You should also consider the format, layout, and design of your workflow documentation, and how it will be displayed or printed. You should make sure that your workflow documentation is visible, accessible, and understandable to the people who need to use it or refer to it. You should also communicate the purpose, benefits, and instructions of your workflow documentation, and encourage feedback and collaboration.
###### Review and update
The sixth and final step to document workflows is to review and update your workflow documentation regularly. You should monitor the performance, results, and satisfaction of your workflow, and identify any changes, issues, or opportunities that may arise. You should also solicit feedback and suggestions from your stakeholders, and incorporate them into your workflow documentation. You should keep your workflow documentation current, relevant, and useful, and reflect the best practices and standards of your business operation.
######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?