How to Document Business Processes: A Practical Guide

Business process documentation is essential for creating consistent practices, clear communication, and efficient onboarding. For business owners, well-documented processes enhance quality, reduce risks, and ensure operational excellence. Here’s a step-by-step guide on documenting processes effectively, including flowchart symbols, tool recommendations, and guidance on selecting the right software for your setup. Let's get started!

Step 1: Understand the Key Elements of Process Documentation

Before choosing a tool or starting a process map, it’s essential to understand what effective process documentation entails. This understanding ensures that the documentation provides a comprehensive, reliable reference for anyone using or reviewing the process.

Key elements include:

• Process Purpose: Define why the process exists and what it aims to achieve, giving context for those following it.

• Inputs and Outputs: Identify what initiates the process (inputs) and what outcomes it produces (outputs). For example, in an onboarding process, the input might be a new hire’s profile, and the output might be a completed orientation.

• Roles and Responsibilities: Clarify who is responsible for each step in the process. Clearly defined roles reduce redundancy and ensure accountability.

• Process Steps: Describe each action or step needed to complete the process. Arrange the steps sequentially and logically.

• Metrics and KPIs: Define how the process’s effectiveness will be measured. For example, an onboarding process could have a KPI like “Time to Productivity,” tracking how quickly new hires meet performance goals.

Process flowchart for how to document a business process

Step 2: Mapping Out Your Process with Flowchart Symbols

Creating a process map with standard symbols can simplify documentation, making it visually intuitive and easy to follow.

Common symbols used in process flowcharts

Here are the most common symbols used in process flowcharts:

• Oval: Represents the start or end of the process.

• Rectangle: Indicates a specific task or action.

• Diamond: Used for decision points where different paths may branch.

• Arrow: Shows the direction of flow from one step to the next.

• Document Symbol: Represents documentation or report creation as part of the process.

• Database Symbol: Denotes data storage or retrieval, particularly useful if the process involves accessing databases or records.

When designing the layout, it’s helpful to follow a consistent left-to-right, top-to-bottom flow. This makes the process easy to follow, especially for new team members.

Pro Tip: “Always map your process from left to right, top to bottom. This natural flow mirrors how we read, making it easier for everyone to understand and follow.”

Standardising symbols and layout in your process maps helps ensure that documentation is clear and accessible for your team.

Step 3: Choosing the Right Tools for Process Documentation

The right tool for documenting your process will depend on your technical setup, budget, and the complexity of the process itself.

Here’s a look at popular options, including licensing costs and ideal use cases:

1. Microsoft PowerPoint

   • Overview: PowerPoint is a flexible choice for businesses using Microsoft 365. It’s suitable for basic flowcharting, integrates well with SharePoint, and avoids the need for additional software.

   • Licensing: Included with Microsoft 365, starting at around AUD $9/month for a single user in the Business Basic plan.

   • Best for: Businesses in the Microsoft ecosystem needing simple process documentation.

2. Google Slides

   • Overview: Google Slides, part of Google Workspace, is convenient for cloud-based documentation. It integrates smoothly with Google tools and can be embedded in platforms like Slab for easy access.

   • Licensing: Google Workspace starts at around AUD $10/user/month.

   • Best for: Google-based businesses needing a collaborative, cloud-native solution.

3. Lucidchart

   • Overview: Lucidchart is a robust tool for advanced flowcharting and complex processes.

   • Licensing: Starts at around AUD $10/user/month.

   • Best for: Teams that require advanced charting features and real-time collaboration.

4. Microsoft Visio

   • Overview: Visio is designed for flowcharting and diagramming beyond PowerPoint’s basic capabilities.

   • Licensing: Starting at around AUD $9/month for Visio Plan 1.

   • Best for: Organisations in the Microsoft ecosystem needing detailed visualisation of complex processes.

5. SmartDraw

   • Overview: SmartDraw offers an extensive range of templates, making it versatile for various types of charts.

   • Licensing: Starts at around AUD $10/month.

   • Best for: Businesses needing a wide range of templates and offline functionality.

Step 4: Selecting the Right Process Documentation Tool

Choosing the best tool for documenting your processes depends on several factors, including the complexity of the process, the need for collaboration, and the platforms your business already uses.

Here’s a step-by-step guide to help you make an informed decision.

1. Evaluate Process Complexity First, consider whether the processes you’re documenting are simple or complex. For straightforward processes with a limited number of steps, tools like PowerPoint or Google Slides can work well, as they offer basic flowcharting capabilities. They’re user-friendly, readily accessible within Microsoft 365 and Google Workspace, and ideal for documenting single-path processes.

2. Consider Your Platform Preferences If your business operates within Microsoft 365, PowerPoint and Visio are both convenient options. PowerPoint is excellent for basic mapping, while Visio provides more advanced flowcharting features for complex documentation. Google-based businesses, however, will find Google Slides a natural fit, as it integrates seamlessly with other Google tools and can be embedded easily within platforms like Slab.

3. Identify the Need for Collaboration or Advanced Features For more complex processes—especially those requiring detailed mapping, real-time updates, or team collaboration—dedicated flowcharting tools like Lucidchart and SmartDraw may be better suited. Lucidchart supports cloud-based, real-time collaboration, allowing team members to make updates simultaneously. SmartDraw offers a comprehensive selection of templates and works well both online and offline, making it versatile for businesses that need an extensive range of charting features.

4. Balance Cost and Functionality Finally, weigh your budget against the functionality required. For businesses that already use Microsoft 365 or Google Workspace, PowerPoint and Google Slides are cost-effective choices. If additional features are essential, Lucidchart and SmartDraw offer advanced options with a slight increase in cost, making them worthwhile for documenting complex or collaborative processes.

By following these steps, you’ll be able to select a tool that aligns with your business’s needs, technical setup, and budget, helping you document processes efficiently and effectively.

Step 5: Best Practices for Process Documentation

To ensure the documentation is effective and user-friendly, keep the following best practices in mind:

1. Be Clear and Concise: Use straightforward language and avoid jargon. Each step should be understandable to someone unfamiliar with the process.

2. Engage Relevant Stakeholders: Work with those involved in the process to capture all necessary details and ensure accuracy.

3. Update Regularly: Processes change over time, so schedule regular reviews to keep documentation current.

4. Store and Share Appropriately: Store documented processes in a central system, such as SharePoint or Slab, for easy access.

Final Thoughts

Documenting business processes is a valuable investment that boosts consistency, quality, and efficiency. A well-documented process supports smoother training, clearer communication, and better team alignment. Whether you choose PowerPoint, Lucidchart, or another tool, aim to create a clear, functional, and accessible map of your workflows.

Ready to Improve Your Process Documentation?

Effective process documentation can transform the way your business operates. By creating clear, accessible workflows, you’re setting your team up for success with consistency and efficiency. If you’re ready to streamline your documentation or need guidance on getting started, reach out to us! Our experts are here to help you select the best tools and practices for your unique needs.

Let’s make your processes work for you—contact us today to learn more!

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About the Author

Justeen Kirk, Founder & CEO of ISO Matters

Justeen Kirk is the dynamic Founder & CEO of ISO Matters, a boutique consultancy based in Wagga Wagga, NSW. With a wealth of experience in ISO and best practice management systems, processes, policy and procedure development, Justeen is dedicated to helping businesses achieve excellence and sustainable growth through robust frameworks and innovative solutions.

Known for her client-centric approach, Justeen works closely with micro and small business to understand their unique challenges and needs. Her commitment to integrity, excellence, and continuous improvement ensures that every client receives customised strategies that align with their goals and drive measurable results. Under her leadership, ISO Matters boasts a 100% success rate in achieving ISO certification on the first attempt, a testament to her expertise and dedication.

Beyond her professional accomplishments, Justeen is deeply invested in the community. She actively contributes to local organisations and initiatives, bringing her passion for fostering resilient and innovative enterprises to the broader community. This community-focused perspective enriches her consulting practice, ensuring that her work benefits individual businesses and also contributes to the overall growth and well-being of the region.

To discover how Justeen Kirk and ISO Matters can help your business thrive, visit our website.