Workflow documentation is the process of storing, tracking, and editing business documents that shape your workflow.
In other words, workflow documentation outlines your business processes and workflows.
Document workflow management is a system used to capture, generate, track, edit, approve, store, retrieve, retain and destroy documents associated with business processes. Digital document workflow helps organisations to reduce often large amounts of paperwork that slow down day-to-day operations. Purchase orders, invoices, holiday requests, proof of delivery, despatch, payroll, vehicle documents, supply chain information, claim forms, insurances, and more. The majority of businesses are document-heavy and how documents are managed affects running costs, staff productivity, profitability and customer satisfaction. Documents get passed from one department to the next, requiring approval or changes at each stop.
Define the process
First things first, you need to outline the process of the workflow. It’ll be a top-level overview of what you envisage the specific workflow to involve.
Review the following information:
- Where the workflow begins
- Where the workflow ends
- Any milestones to hit along the way
- What’s involved at each stage of the workflow
Confirm the output
Now you need to identify what the output should be. Will you have made a sale? Launched a new product? Hired a new employee? Whatever it is, make sure you’re clear on what the outcome should be. This will give you the direction you need to make sure your workflow delivers what you want.
Document the step-by-step process
Now you know what the workflow involves and what the outputs are, you can document the entire workflow step-by-step.
Review your data on where you need to start, where you need to finish, and what your key milestones will be. You can then focus on filling in the gaps between each key milestone to get you from start to finish.
Review the workflow process
Once you’ve outlined the entire workflow, it’s time to scrutinize it. Double-check everything before you roll it out to your team. The last thing you want is to distribute the business process documentation only to find an error somewhere down the line.
Align your team
When you have a clear process, it’s easy for everyone to follow it. There’s less room for error, and team members won’t be confused about what actions they need to take.
Improve your processes
Workflow documentation helps teams improve their business processes. Think about it. If you’re tracking and documenting your workflow, it’s much easier to identify room for improvement. Without workflow documentation, you simply won’t have this level of clarity.
Work more efficiently
Using digital documentation allows you to speed up your day-to-day processes and focus on tasks that matter.