How do you choose the best process documentation template for your business?

1 Identify your documentation goals

The first step is to clarify why you are documenting your processes and what outcomes you expect from it. For example, are you trying to standardize best practices, train new employees, comply with regulations, or optimize performance? Depending on your goals, you may need different types of templates that emphasize different aspects of your processes, such as inputs, outputs, roles, responsibilities, risks, or metrics. You should also consider how often you will update your documentation and how you will track changes.

2 Know your audience

The next step is to understand who will use your documentation and how they will access it. For example, are you writing for internal or external stakeholders, such as customers, suppliers, or auditors? Are they familiar with your processes or do they need more explanation? Do they prefer visual or textual information, or a combination of both? How will they find, read, and apply your documentation? Will they use a web browser, a mobile device, or a printed document? You should choose a template that matches the preferences and needs of your audience and makes your documentation easy to navigate and understand.

3 Choose your format

The format of your documentation refers to the way you present your processes, such as diagrams, flowcharts, checklists, or narratives. Each format has its advantages and disadvantages, depending on the complexity and nature of your processes. For example, diagrams and flowcharts are useful for showing the sequence and logic of your steps, while checklists and narratives are helpful for providing instructions and details. You should choose a format that supports your documentation goals and audience, and that is compatible with the tools and platforms you use.

4 Define your level of detail

The level of detail of your documentation refers to the amount and depth of information you provide about your processes. Too much detail can make your documentation overwhelming and confusing, while too little detail can make it vague and incomplete. You should balance the level of detail with the scope and purpose of your documentation, and the expectations and knowledge of your audience. You should also use consistent terminology and standards throughout your documentation to avoid ambiguity and inconsistency.

5 Review and refine your template

The final step is to review and refine your template before you start documenting your processes. You should test your template with a sample process and get feedback from your intended users. You should also compare your template with other examples and best practices in your industry or domain. You should look for ways to improve the clarity, accuracy, and usability of your template, and to eliminate any errors or gaps. You should also update your template as your processes change or evolve over time.