Archive for May 26, 2016

Is there ongoing value to documenting processes?

The myth that there is no ongoing value to documenting processes is only true if your organization does not create documentation with a multiple purpose approach. By creating multi-purpose process documentation, an organization positions itself to:
• Use documentation for training and reference for new Staff
• Reinforce and/or validate key information about the process for existing Staff
• Encourage cross-departmental knowledge-sharing and cross-training
• Educate potential Partners or Buyers
• Assist Auditors in gaining understanding of the business
• Provide a roadmap to consistency, sustainability, and growth
• More easily integrate processes due to mergers and acquisitions

This assists firms in orchestrating cross-departmental consistencies and avoids reinventing the wheel, thus ultimately saving an organization time, money, and resources.

Need help determining how to effectively document your processes? Contact Charlene Aldridge at 972.447.9787 or for assistance.

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Are you telling me there is more than one approach to documenting our processes?

As we continue our discussions on common process documentation myths, we must dispel the myth that there is only one “right way” to document your processes.

In fact, there are many effective methods to document processes. The “right” method for your organization may defer greatly from another organization. Each organization has unique requirements and needs. The way that the data is presented should align with the culture and objectives of the organization.

For example: A structured, controlled environment aligns better with formal, defined documentation; while a more relaxed culture encourages less formal methods of presenting the data.

Aldridge, Kerr uses a proven documentation methodology (Information Mapping) that assists us in aligning the written processes with a company’s culture and objectives.

Contact Charlene Aldridge at 972.447.9787 or to discuss how we can assist you in process documentation needs.

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I’ll Just Document What I Do

Our most recent newsletter identified some common process documentation myths. One of those myths that can cause problems is the belief that the person who performs a process is the best one to document it.

In reality, the person performing the process is so close to that process (think “hugging the tree”) that typically he/she excludes some key data when documenting. The person who performs the process is usually one of the least positioned individuals to effectively communicate the process specifics. His/her perspective is limited by the close proximity he/she has to the process. Using the tree hugging metaphor, he/she cannot see the forest (the whole process) because of hugging the tree (he/she is too close to it).

While the person (or persons) performing the process plays an integral role in data gathering, individuals outside of the process are better able to communicate and document the process.

NOTE: At minimum, someone external to the process should either write the documentation or validate it. Documentation should always be validated (tested) prior to implementation to ensure its effectiveness.

Contact Charlene Aldridge at 972.447.9787 or to discuss how we can assist you in documenting your processes.

And, be sure to sign up for our newsletter