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Last updated on 2024年4月23日

How do you document your business processes?

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Mapping and documenting your business processes is a vital step to improve your operational efficiency, quality, and customer satisfaction. Business processes are the activities, tasks, and workflows that deliver value to your customers and stakeholders. By mapping and documenting them, you can identify bottlenecks, redundancies, risks, and opportunities for improvement. In this article, you will learn how to map and document your business processes using a simple and practical approach.

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Ernesto Mondragón

LinkedIn Top Voice & Creator | CoFounder JobGenius MX Agencia Digital | LinkedIn Expert | Conferencista Internacional |…
Pastor Cordero

Especialista de Procesos
Victor Gabriel

Analista de processos na afiadora e facas Campinas

1 Choose a process to map

The first step is to choose a process that you want to map and document. You can start with a high-level process that covers a core function of your business, such as sales, marketing, or production. Alternatively, you can focus on a specific sub-process that is causing problems or needs optimization, such as invoicing, customer service, or inventory management. The key is to choose a process that has a clear start and end point, a defined purpose and scope, and measurable inputs and outputs.

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Ernesto Mondragón

LinkedIn Top Voice & Creator | CoFounder JobGenius MX Agencia Digital | LinkedIn Expert | Conferencista Internacional | @Kigüi Growth Marketing & UX | Asesor de Branding Digital ????????????????
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Something that has been very useful for me is, first, to think in a specific process but in a general way. That is my inicial diagram. After that I use to analyze, one by one, the processes which are included into this diagram. Finally, I write a kind of step list for every single process and, to conclude the job, integrate them into a guideline or a handbook. But, I've found very interesting the challenge to know how to priotitize the relevance of each process that is included on the map.

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Victor Gabriel

Analista de processos na afiadora e facas Campinas
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Após reunir todas as informa??es necessárias para iniciar, verificar se todos os stakeholders est?o em seu mapeamento antes de iniciar o processo de documenta??o.

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Kamalini D.

HR Business Partner @ MTA | ex-Slack | MBA
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One thing I have found to be helpful was taking documentation of everything, then finding the right mapping process that works best for me.

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Tom Mascari

President
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Not sure how to prioritize what processes to map in what order? Then LISTEN.... Listen to the NOISE - the comments of 'pain' within your team. What tasks do they grumble about doing? Where do you hear pain due to high error rates and rework being done. What task does your team procrastinate on and avoid doing? Pick the next most PAINFUL process until you quiet the noise among your team. You'll quickly find your team will begin believing in an support your process mapping initiative when they see how it reduces their pain in trying to do their jobs.

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2 Gather information and stakeholders

The next step is to gather the information and stakeholders that are involved in the process. You need to collect data on the current state of the process, such as the steps, roles, resources, costs, time, quality, and performance indicators. You can use various sources of information, such as documents, reports, systems, observations, surveys, or interviews. You also need to involve the stakeholders who have a direct or indirect interest in the process, such as the process owners, managers, workers, customers, or suppliers. They can provide valuable insights, feedback, and suggestions for the process mapping and documentation.

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Irene J.

MA - LICDA. 9001 & 27001 consult
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Es importante entrevistar a todos los miembros del equipo, obtener la visión de los pasos que siguen cada una de las actividades brinda una gama amplia de datos que se pueden ordenar para lograr la mejor recopilación de información vigente, obsoleta y transversal que se genera en los procesos o departamentos de una organización.

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3 Draw the process map

Next, draw the process map using a standard notation and tool. A process map is a visual representation of the process that shows the sequence and flow of the steps, the roles and responsibilities of the participants, and the inputs and outputs of each step. You can use a simple notation, such as boxes for steps, arrows for flow, diamonds for decisions, and circles for start and end points. You can also use a more complex notation, such as BPMN (Business Process Model and Notation), which allows you to capture more details and variations of the process. You can use a paper and pencil, a whiteboard, or a software tool to draw the process map.

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Tom Mascari

President
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LucidChart is a great online process mapping software. Very robust but you can also use the basic tools to get started. https://www.lucidchart.com/pages/ Looking for a Process Management Software tool to store and share all your processes among your full workforce, check out Touchstone Business Systems. https://www.businessdesigncorp.com/sop-documentation-software/

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Irene J.

MA - LICDA. 9001 & 27001 consult
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El mapa de procesos será uno de los primeros y últimos documentos en quedar ajustados. El inicio de la documentación de un proceso siempre da espacio a la mejora y a la re-dirección de ciertas tareas o actividades, incluir otras y excluir. Este documento determina la interacción que existe entre los proceso y a aclarar el inicio y fin de responsabilidades así como autoridadez.

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4 Validate and refine the process map

You will also need to validate and refine the process map with the stakeholders. Check if the process map accurately reflects the reality and meets the expectations of the stakeholders. You can use various methods to validate the process map, such as walkthroughs, simulations, tests, or audits. Then, refine the process map by eliminating errors, inconsistencies, or gaps. You can use various techniques to refine the process map, such as simplifying, standardizing, or automating steps, removing waste or duplication, or adding controls or checks.

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5 Document the process details

It is also key to document the process details using a structured format and language. A process document is a written description of the process that complements the process map and provides additional information that is not visible on the map. You can use a template or a guideline to document the process details, such as the process name, purpose, scope, objectives, inputs, outputs, steps, roles, rules, policies, procedures, risks, or improvement plans. You can use a clear and concise language that is easy to understand and follow by the stakeholders.

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Pastor Cordero

Especialista de Procesos
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Es importante conocer a la audiencia y documentar para ella. Conocer el perfil de quienes han de leer el documento y en función de ello escoger aquella modalidad de documentación mas apropiada, ya sean diagramas o textos estructurados. Esto nos asegura proveer a los usuarios con documentos que les resulten comprensibles, pues se trata en resumidas cuentas de instrucciones acerca de como proceder y de poco servirán si el usuario se ve forzado a descifrar algo muy sofisticado que el documentador le suministró, sólo por seguir rigurosamente la metodología del momento.

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Tom Mascari

President
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Touchstone is a great process management documentation system especially for small business. Enable your entire team to get involved documenting process and using them via a cloud based system. https://www.businessdesigncorp.com/sop-documentation-software/

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Irene J.

MA - LICDA. 9001 & 27001 consult
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El documentar implica un compromiso de redacción al detalle y en un lenguaje enfocado en terceros, para logra que los otros miembros del equipo comprendan correctamente las tareas asignadas para lograr que los procesos cumplan los objetivos; es importante recordar que la comprensión de cada miembros del equipo es diferente por lo que la redacción; el documentar es una tarea valiosa.

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6 Review and update the process document

The final step is to review and update the process document on a regular basis. You need to ensure that the process document is accurate, complete, and relevant to the current situation and goals of your business. You can use various methods to review the process document, such as feedback, evaluation, or revision. You also need to update the process document whenever there are changes or improvements in the process. You can use a version control or a change management system to track and communicate the changes and updates in the process document.

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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?

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Isabella Alves

Engenheira de produ??o | Especialista em Processos | Black Belt | Projetos | Melhoria Contínua | SAP PM | SAP PS | SAP FI-AA | SAP CO | Controladoria | ISO 9001
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Para organizar os processos já mapeados, invista em um software de gest?o de documentos. Além disso, defina uma lógica de identifica??o dos documentos por meio de códigos e estabele?a uma arquitetura de processos.

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How do you document your business processes?

1

2

3

4

5

6

7

1 Choose a process to map

2 Gather information and stakeholders

3 Draw the process map

4 Validate and refine the process map

5 Document the process details

6 Review and update the process document

7 Here’s what else to consider

Business Operations

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How do you document your business processes?

1

2

3

4

5

6

7

1 Choose a process to map

2 Gather information and stakeholders

3 Draw the process map

4 Validate and refine the process map

5 Document the process details

6 Review and update the process document

7 Here’s what else to consider

Business Operations

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