Last week, we discussed the importance of process documentation in ensuring that your work leaves a lasting legacy once your consultation gig ends. This week, let’s dive into the next critical step: creating your own “Build Your Own Process Template” (BYOPT).
Often, we find ourselves borrowing templates that others have created, tweaking them to fit our needs. But what if you want to allow your creative juices to flow and design a template that truly aligns with your vision? If that resonates with you, then let’s explore how you can create your own process documentation template from scratch.
Understanding the Purpose and Audience
As an outsider documenting the process, it’s essential to understand the purpose of the document and, more importantly, the audience for whom you’re writing. One common trap consultants fall into is writing the process for their immediate project team. However, your audience needs to be broader.
Consider this: your process document will likely be incorporated into onboarding and job training materials. This means it must be accessible to both experienced personnel and new employees. Striking a balance between thorough, step-by-step documentation and concise language is key. Your document should be detailed enough to guide a novice but clear enough not to overwhelm.
When to Use Your Own Template
Before you begin crafting your template, it’s important to note that you should only use your own template if the organization you are supporting does not already have its own formal documentation process. If they do, it’s usually best to adopt their existing structure to maintain consistency across the organization.
If you find yourself using your own template, be prepared to augment it to support any compliance or security standards specific to the organization. Additionally, ensure that your consulting company’s name is included on the template. This not only gives credit where it’s due but also serves as a reference point for the organization. Think long-term: a few years from now, the people who were in place during your engagement may no longer be there. Clearly identifying that the process was documented externally will help maintain continuity and provide context if your services are needed again.
Establishing a Structured Framework
Before diving into the content, let’s talk about structure. A well-organized document guides the reader through the learning process. Your template should have a standard, repeated formal structure that maintains consistency across all documentation. Here’s a basic structure to consider:
- Header: Include the title and page number.
- Footer: Add the storage file path, last revised by, and last revised date.
- Body: Start with a table of contents that gives an overview of the high-level steps and sub-steps of the process.
Crafting the Content
Start your documentation with an overview. Think of this as the “tell them what you’re going to tell them” section. It should briefly introduce the reader to the process and help them decide if this is the information they need.
When documenting the process, use concise language. Every word should serve a purpose. Define any industry jargon or acronyms, ensuring that even someone new to the field can follow along. Remember, you’re not writing for the project team alone—you’re writing for a diverse audience.
Enhancing with Visuals
Include screenshots where necessary, but ensure they are clean, trimmed, and neatly outlined. Messy images can detract from your content and make your document look unprofessional. Adult learners often retain information better when it’s presented in multiple ways, so your images should complement the written content, enhancing the reader’s understanding. Avoid unnecessary images that clutter the document and take up valuable space.
Concluding Your Document
The final step in your documentation should wrap up the process. But don’t just stop there—use the conclusion to point the reader towards additional learning opportunities or areas within the organization where they can gain more clarity. This not only reinforces the process but also encourages ongoing learning and development.
Your Lasting Legacy
Remember, this document is your lasting legacy from your gig. It’s not just a guide—it’s a tool that will continue to add value long after your work is done. By creating a thoughtful, well-structured, and comprehensive process document, you ensure that your contributions have a lasting impact.
Creating your own BYOPT may take time and effort, but the result is a document that not only reflects your expertise but also serves as a crucial resource for the organization. This is how you leave a legacy that endures beyond your consultation.
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ALL2S CONSULTING LLC 