Overwhelmed by Process Documentation Errors? Here’s How to Simplify
When it comes to business operations, effective process documentation is an unsung hero. It promotes harmony, enhances management and accountability, and drives efficiency across the organization. However, many teams often find themselves tangled up in a web of confusion and frustration due to errors in documentation.
Whether you’re a seasoned professional or just starting, knowing how to avoid process errors is essential for maintaining a smooth flow in your business engine. This article will walk you through the common documentation errors and highlight strategies to overcome these challenges so you can maximize your business’s potential.
From not involving the right people to using the wrong tools, in this article we’ll navigate through the most common challenges that can hinder your business from reaching its full potential.
So, fasten your seatbelts as we dive into the heart of process documentation, unraveling the complexities and highlighting solutions that can significantly impact the success of your business.
What is Process Documentation and Why is it Important?
Process documentation is the practice of systematically recording each step involved in a business process. It’s more than just writing instructions; it’s about providing a clear and accessible roadmap for employees to follow. Good documentation not only improves consistency but also empowers your team to work more efficiently. By avoiding errors in documentation, you set the foundation for smoother operations and a better customer experience.
Jared R Chaffee, Global Head of Geopolitical Risk & Crisis Response at Morgan Stanley, states without clear and easy-to-understand documentation, you could be setting your staff up to fail (Medium).
“Process documentation gives you the “so what” and is critical to creating an efficient and effective way for your organization to perform their jobs. It allows them to perform to your standards in a consistent way, achieving higher levels of service for your stakeholders and clients.”
What kind of processes should be documented?
Not every process requires documentation, but certain types of processes benefit greatly from it.
Choose the 20% that are going to make the 80% difference in your business. And check out our article “The Top 10 Processes every business needs.“.
Here are some critical areas where documenting processes can make a significant impact:
- Accounting processes:
- Systematically record, summarize, analyze, and report financial transactions to provide accurate and timely information for decision-making and regulatory compliance.
- Onboarding and training processes;
- Set your team up for success from day 1 and keep them engaged to maintain consistency in your business.
- Customer support and service:
- Smooth out complaint handling and ensure your customers are onboarded for success.
- Information technology processes:
- Ensure system maintenance for maintaining and updating IT systems.
- Project management:
- Utilize processes for defining project scope, timelines, and resources.
- Change management processes:
- Ensure change happens smoothly and efficiently with rollout across clients and team members without fail with change management processes.
Take a look at our templates gallery to see examples of how to get started with documenting processes in your business.
The 10 Most Common Process Documentation Errors
1. You see a mountain instead of a hill ⛰️
The first hurdle that many businesses come across is thinking that the task of documenting their processes is more of a mountain than a molehill. It seems like such a daunting thing to undertake, and so it gets pushed down the priority list. If this is an issue your team is coming up against, the best thing you can do is just take things one step at a time.
Take a look at some of the processes that are likely to have the biggest impact on your business – which are the ones that people ask you about the most? What causes the most headaches?
These are always a good place to start. Prioritization is the key to getting started, even if you only focus on one process at a time.
2. You forget to explain the ‘why’
When you start introducing documented processes, people will want to understand why you’re choosing to do things this way and how it will benefit them and make them more productive. In the nicest possible way, people tend to be quite egocentric when it comes to things like this, so make sure you appease this by explaining what’s going on and being clear about how it will impact them.
3. You are not getting feedback from those who execute❓
No matter how senior you are in your business, it’s unlikely that you’ll know every small detail of each process that goes on in every team. It’s really important for those who are going to be following the processes to be involved in creating them, giving suggestions and recommendations on the best way to set them up. Make sure every person in the platform gets a voice to improve processes. You’ll find so much value doing this.
4. You only let managers write the procedures
Within most teams, there will be subject matter experts who can provide a huge amount of value when it comes to building out your process documentation. Make sure you include them in the procedure writing activities, finding the knowledge in everyone’s head and using this to build a strong foundation.
Get everyone into the habit of writing things down and sharing information throughout the business, giving everyone the opportunity to contribute.
5. You think that processes stifle creativity
We’ve had feedback from a few of our clients that they worry that introducing strict procedures will stop people feeling as though they can be creative.
This is just a misconception.
In reality, it’s the complete opposite of this. The more your team feels supported and guided in their processes, the more it will open doors for them and give them the headspace they need to be as creative as they like.
6. You are not assigning ownership
Many organizations put a huge amount of focus on getting things documented, but forget that their procedures need to move as the business does. One of the most important pieces is knowing who in the business will be responsible for reviewing and keeping the procedures up to date. By assigning ownership, you close any potential gaps and ensure that your documentation doesn’t become stale, always remaining relevant and useful. More than that, you encourage ownership and pride with subject matter experts. It’s a win-win!
7. Not leveraging documentation to its full potential
Documentation is a great way to bring clarity to your team and explain what’s expected of them – particularly helpful for onboarding new hires and training existing staff. But many businesses aren’t using them to their full potential.
By showing your team the amount of effort that you put into making them successful in their career, they are more likely to get a great first impression of the business, and feel more inclined to stay with you. Process component is also a way to maintain culture in a business, so it’s important that you instill every piece of documentation with core values in mind.
8. You think people will dig into folders to find what they need
Always bear in mind that you could create every single piece of documentation that your team needs, but if they can’t find it, it’s completely useless. If they can’t find it within a few seconds of looking, they’re just going to give up and go and ask someone.
According to research carried out by McKinsey Global Institute (MGI), an average team member spends about 20% of their working day searching for the information they need. This equates to a huge $10,000 per year for every employee who earns the average salary. So don’t make it hard for your staff! Make your documents visible, make them clear, give them the shortest route to find a solution.
9. You’re not utilizing the benefits of technology 💻
There are so many different options out there for documenting your processes, but yet many organizations aren’t taking advantage of this.
Technology helps;
- ✅ In actual documentation
- ✅ Speed up the process of documentation
- ✅ Team members access company knowledge
To find the best SOP Software that aligns with your business needs to minimize documentation errors and improve accessibility.
10. Your documentation is boring and employee unfriendly
There is a reason no one reads your company documents. 72 page manuals are so 2010!
People don’t tend to get excited about documentation, but it’s such an important element for any organization. If you want your employees to read them and use them, make them as engaging as possible. Use gifs, images, videos – anything which will make them more inviting to look at and follow.
Best Practices on How to Avoid Documentation Errors
To make the most of your process documentation, follow these best practices:
- Document for Clarity: Use clear language and avoid jargon to ensure everyone understands the instructions.
- Centralize Documentation: Store all documents in an accessible, well-organized location, such as a company wiki or document management system.
- Regular Updates: Assign responsibility for regular reviews to keep documentation current and relevant.
How to Correct Documentation Errors Efficiently
Spotting and correcting documentation errors is essential to maintain accuracy and consistency. Here’s how to do it effectively:
- Conduct Regular Audits: Schedule periodic reviews to catch outdated information.
- Gather Team Feedback: Encourage team members to report any inconsistencies they find.
- Use Version Control: Keep track of changes and updates to prevent confusion.
Bottom line? Get started documenting your processes today!
Documentation is SUPER important if you’re going to grow and scale your company.
BUT making these common mistakes is going to impact it’s efficacy in your business.
In addition to avoiding the common mistakes in documenting processes, remember to;
- 💡 Document for clarity! (and keep it standardized).
- 💡 Organize your documentation in a central repository or company wiki
- 💡 Make documentation accessible
Want to find out more? Take a look at the full webinar hosted by our Co-Founder, Gary Vanbutsele.
Get documenting & training NOW
FAQs about Process Documentation Errors
What are documentation errors?
A documentation error occurs when documentation fails to accurately describe a specific function of a program, does not meet the agreed-upon requirements, or does not provide clear guidance for users to operate the program effectively. This is why it is so important to write documentation processes well.
How to reduce document error?
- Start with a Solid Checklist 📝: A checklist keeps your documentation on track and ensures you cover all necessary points without overlooking details.
- Proofread and Refine: Take the time to scan for any spelling, grammar, or formatting issues. These small details make a big difference in clarity and professionalism.
- Get Fresh Eyes 👀: Have someone else review your document. A second opinion can spot things you might have missed.
- Use Consistent Templates and Formatting Tools: Templates bring uniformity to your documents, ensuring they’re clear and easy to follow. Formatting tools help keep everything aligned and visually consistent.
What kind of outcomes result from documentation errors?
Poor documentation practices can significantly impact business operations, decision-making, and legal matters. Inaccurate, incomplete, or subpar documentation can lead to operational inefficiencies, compliance issues, and legal risks. This often results in poor business outcomes, costly mistakes, and potential financial losses.
