What are the best practices for designing and documenting business processes before automating them?

2 Define the automation scope and objectives

The next step is to define the scope and objectives of the automation project, i.e., what parts of the process will be automated, why, and how. This can be done by setting SMART (specific, measurable, achievable, relevant, and time-bound) goals, aligning them with the business strategy and vision, and prioritizing them based on the expected value and feasibility. Defining the scope and objectives can help clarify the automation requirements, expectations, and success criteria.

4 Document the process details

The fourth step is to document the process details, which includes information, instructions, and specifications that will guide the automation implementation and execution. To do this, create a process document that contains a process overview summarizing the purpose, scope, objectives, and benefits of the process; a process diagram illustrating the flow, steps, actors, and dependencies; a process narrative describing the steps, inputs, outputs, triggers, rules, and exceptions in detail; a process checklist listing tasks, actions, and deliverables for each step; a process glossary defining terms, acronyms, and abbreviations used in the process; and a process appendix providing additional information or references for the process. Documenting the process details can help guarantee accuracy, completeness, and clarity of the process information.

5 Validate and test the process design

The fifth step is to validate and test the process design, i.e., to verify that the process meets the automation goals, requirements, and expectations, and to identify and resolve any issues or errors in the process logic or functionality. This can be done by conducting a process walkthrough with the process owners and stakeholders, soliciting their feedback and suggestions, and making any necessary adjustments or improvements. It can also be done by performing a process simulation or pilot with a sample data set or a subset of users, measuring and evaluating the process performance and outcomes, and addressing any gaps or glitches. Validating and testing the process design can help enhance the process quality, reliability, and usability.

6 Maintain and update the process documentation

The sixth and final step is to maintain and update the process documentation, i.e., to keep the process information current, relevant, and accessible throughout the automation lifecycle. This can be done by establishing a process documentation owner who is responsible for reviewing, revising, and communicating the process changes or updates, as well as a process documentation repository where the process documents are stored, organized, and secured. It can also be done by creating a process documentation standard that defines the format, style, language, and frequency of the process documentation. Maintaining and updating the process documentation can help support the process automation maintenance, monitoring, and improvement.

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?