Let’s say you have your process discovery sessions and you start piling up the documentation. Where are you going to keep it? Please don’t commit it to paper. Few people will take the time to track it down to read it, and if you have a bunch of copies around the company, every time you need to make a change, it’s a nightmare to keep everything in sync.
The obvious answer is a web-based solution. But, surprisingly, there really isn’t anything off-the-shelf that is cheap, easy to set up and use.
So, I got together with a software developer and we came up with an app we call The Process Library. When I am working on documentation for my consulting clients, I can give them something they can’t get anywhere else, their own virtual Process Library.
All the documentation that I generate from process discovery goes in the Process Library. Users can then log in to access the process maps, policies, checklists, forms, guides, tutorials and all that good stuff via the site. You can search by process or by department.
Zero training needed. It’s just a website and we all know how to use a website. There is also an easy-to-use back-end for administrators to add and edit process documentation. No coding required. It’s just like a word processor.
And the best part is that you can link the documents all together, including the maps, to make it easy to follow a process or get additional information.
If you are a user and you want more detailed information on a particular step in the process, you can click on an icon and be taken straight to any relevant documents. That can be a policy document, a checklist, whatever page the admin has linked it to. And, of course, you can search it if you are not sure where to look.
There is a back-end for administrators to add/delete/edit text, process maps, pdfs, forms, checklists etc. and make the links between them. They also add and manage users so you keep control of who has access to your process documentation. It’s the same idea as WordPress, only for process documentation.
The Process library has all you need. Easy navigation, interactive maps, search, secure access. My clients love it.