Move From Chaos to Clarity with Business Process Documentation
With the ongoing workforce and technology changes of the past few years, business process documentation is a more critical than ever. Developing that documentation can help your organization discover and standardize its own best practices… but the effort can also be time-consuming and difficult to do correctly.
As a result, many businesses end up with inconsistent results, lost institutional knowledge, difficulty managing growth, and a lot of waste. If this sounds like your company, Orion’s team can help.
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Is your team in constant chaos?
There is a shocking disconnect between management’s understanding of how processes are executed and what actually occurs on the front line. Miscommunication is rampant, and it often leads to inefficiencies, errors, and frustrated employees.
Multiple teams working on a single project, outside contractors doing part of what used to be your team’s work, the Great Resignation, and the pandemic that forced everyone to work remotely—All these points to the importance of having clear, documented processes to get work done.
Without this alignment, you’ll end up with more complaints and meetings trying to put out fires. You’ll be constantly following up, doing more phone calls and emails, and still end up not knowing the status of where things are. You’ll be spending more time training new team members.
What would you do if you actually get to spend your time executing?
Documenting your business processes will help you simplify your day-to-day activities and avoid those issues. When everyone is on the same page, things just work better. Take a closer look at how business process documentation can benefit your company:
Improve customer satisfaction = Happy Customer
When there is no clear process in place, employees are left to their own devices to figure out how work should be done. This leads to different people doing things differently, which often results in inconsistency, duplication of work tasks, inefficiencies, bottlenecks, and rework. Having a standardized process for every task eliminates guesswork and allows for a more consistent and productive workflow.
When highly skilled employees leave your organization, fall ill, retire, or resign, they take with them years of hard-earned, experienced-based knowledge. Do you have a system in place that captures institutional knowledge that is easily transferrable to future leaders before they leave? Not having a documented process causes significant business slows down as others work to learn and carry the load. These “invisible” costs associated with turnover are the most damaging to an organization’s bottom line, competitive advantage, and long-term success.
By documenting your business processes, you can discover valuable opportunities for process improvement. It forces you to ask questions like, “Is this step still necessary?” and “Is there a way to combine, automate, off-load or further improve this step?” Improvements are needed for your business to keep up with changing times.
Train new employees
If you have a clearly defined process in place, it will be much easier to train new staff and new team members. They’ll know exactly what is expected of them and how they should do their job. This dramatically reduces the time required to bring a new hire to profitability. Imagine a new hire producing work products at an acceptable level of quality on day 1 as opposed to day 90.
Automate the boring stuff
By documenting your process, you will be able to identify the tasks that can be automated and put on autopilot. This reduces the waste of resources on mundane, repetitive tasks; and free up your team’s time so they can focus on more value-added and money-making tasks and activities.
Sharing of best practices
When you document your business processes, you create a central repository of information that can be used to share best practices across the organization. Everyone can access this knowledge base and find the information they need when they need it. This helps to improve efficiency and quality while also reducing the learning curve for newbies and team members.
Save time and money
Inefficient processes often lead to waste in terms of both time and money. Through process documentation, you will be able to identify inefficiencies and waste areas, such as time delays and high processing costs and make changes that will reduce the overall cost of your operation. This also gives you the opportunity to re-invest time and money into areas where growth can occur. Scaling your company can’t happen without time and money.
How Orion’s Business Process Documentation Services Can Help
Orion’s team of experts has extensive experience in documenting business processes. We will work with you to understand your unique needs and develop a customized solution that meets your specific requirements.
Our 5-step process ensures that your business processes are accurately documented and that all stakeholders are aligned on the new process.
Step 1: Prepare, Plan, and Orient
We will work with you to prepare for the project, develop a detailed plan of action, and orient all stakeholders on the new process.
Step 2: Elicit & Map
We will work with you to elicit and map the current business process. This will involve conducting interviews, interactive workshops, and other discovery activities.
Step 3: Validate & Engage
We will engage all stakeholders in the process of validating the newly documented business processes. This will ensure that the process is accurately represented and that all stakeholders are in agreement.
Step 4: Refine & Digitize
We will work with you to refine the process and digitize it for easy access and reference. This will ensure that the process is streamlined and easy to follow.
Step 5: Report Project Results
We will provide you with a detailed report of the project results, including process maps, process descriptions, and recommendations for improvement. This will help you to see the impact of the project and ensure that the goals were met.
What others say about us
It is great to hear that you have been a successful partner with IPF to document over 400 processes and make progress on improving them. Your firm’s groundwork with us really was the seed for this fruit. Thank you, Bob and Alice for all their work and inspiration.
Ralph, thank you for helping us with this project. You have done a superb job. Your knowledge of the techniques and ease that you exhibit in breaking-down a confusing and mangled process was impressive. All three of us have agreed that we couldn’t have asked for a more suitable person to work with us. The charts are impressive.
Discover the Magic in Your Business Processes
Good process documentation can be as simple as an easy-to-read swim line chart or as comprehensive as detailed procedures with accompanying graphics or videos. Orion will help you structure and create the documentation that best meets your organization’s business goals.
Elements of your process documentation may include:
- Purpose statement & success metrics (KPIs)
- System maps – The big picture
- Top-down & cross-functional flowcharts
- Step-by-step procedures or narrative
- RACI – Everyone’s roles
- FMEA (risk management) and control points
- Governance protocols – Who owns and updates the docs?
- IT system interactions – Touch points and/or data definition
Frequently Asked Questions
What is business process documentation?
Business process documentation is the act of creating a document that describes how work should be done. This typically includes a process map, which is a visual representation of the steps involved in a process, as well as a written description of each step.
Why is business process documentation important?
There are many benefits to business process documentation, including improved efficiency, standardized operations, greater production, reduced rework and waste that can lead to cost savings, greater profitability, increased employee morale, happier customers, and more. And by documenting your processes, you can discover areas of improvement for the business.
What technology/software are you going to use?
We are not technology experts and do not have one preference over the other. We believe what Bill Gates said about technology: “The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency.” That is why our partners don’t deal directly with technology; instead, they concentrate on the business processes themselves to ensure that they help to reach the company objectives.
How much does it cost to document my business processes?
The cost of business process documentation varies depending on the size and complexity of the project. Contact us for a free consultation to get an estimate for your specific project.
How long does it take to document my business processes?
Again, this varies depending on the size and complexity of the project. Generally speaking, a small project can be completed in 2-4 weeks, while a more extensive project may take 4-8 weeks or 6 to 9 months, depending on the availability of the subject matter experts and staff involved in the project.
Can you help us document our business processes?
Yes! Orion has a team of experts with extensive experience in business process documentation. We will work with you to understand your unique needs and develop a customized solution that meets your specific requirements. Contact us today for a free consultation.
There Are Hundreds of Companies That Does This, Why Should I Choose Orion?
Experience, Track Record, and Talent are Orion’s greatest assets and why companies have selected Orion over our competitors.
There are many companies out there promising to be the best at business process documentation, but none of them have the expertise of Orion. With over 25+ years in this business, we’ve trained 50,000+ business professionals and facilitated 500+ projects. These projects have resulted in reduced cost, increased capacity and ease of doing business, and greater employee engagement and customer satisfaction.
Business leaders want and need to be guided by the “voice of experience.” And the quality of a company’s services can only be as good as the men and women who deliver these services. That’s why Orion brings a Phenomenal Team to the table. We have no “junior” partners and no straight-out-of-school MBA graduates. Instead, Orion’s consultants hold, on average, fifteen years of professional and management experience prior to joining the Orion team and a track record of success.
We supply the skills, coaching, and project management needed to help your team achieve its goals. We “teach your team to fish” rather than making them hungry for more services. As a result, Orion’s clients enjoy long-term success because our methodology builds self-sufficiency and resilience. We build relationships and get to know your business inside and out so that we can create a custom strategy just for you.
I was initially skeptical…how can someone come in who didn’t understand our business help us to improve our business…that was alleviated after our first session. Any skepticism in the process was taken away after our first session.