{"id":9502,"date":"2020-01-13T07:20:06","date_gmt":"2020-01-13T13:20:06","guid":{"rendered":"https:\/\/geekygirl.ca\/?p=9502"},"modified":"2023-05-26T12:39:06","modified_gmt":"2023-05-26T17:39:06","slug":"how-to-capture-your-processes","status":"publish","type":"post","link":"https:\/\/geekygirl.ca\/how-to-capture-your-processes\/","title":{"rendered":"How to capture your processes."},"content":{"rendered":"

Business processes are very important to the functioning of companies. They allow teams to easily understand and perform tasks, creating consistency in results and quality. Furthermore, it allows team members to identify and suggest improvements, helping the company grow and become more effective.<\/span><\/p>\n

Let\u2019s talk a little bit about capturing your processes and the methods you can use to do it.\u00a0<\/span><\/p>\n

It doesn’t have to be daunting\u00a0<\/span><\/h2>\n

Save time and energy by understanding what it is you are trying to capture. Start by defining the name, the purpose, the description and the boundaries of the process. You need to be clear in what the process does, where it begins and where it ends. That means you\u2019ll save time by not stressing about other things that might be related to the process but are not a part of it.\u00a0<\/span><\/p>\n

Create a plan of action before you begin. Having a plan will save time and make it less stressful. Make sure you have a timeframe (and do your best to stick to it), a list of team members that might participate and how they will participate, the method for storing and accessing the information needed, a way to test the process.<\/span><\/p>\n

Stay organized. Once you\u2019ve come up with a plan, try and stick to it as best as possible. Write things down! Documenting what you are doing is super helpful when something goes wrong. Rather than trying to guess what happened, you can look back and find the mistake. Plus, you can use this information to create a process for capturing processes! Which will make it way easier for the next times you do it!\u00a0<\/span><\/p>\n

Since I know capturing processes can be a little daunting, I am offering a NEW product called Easy Process Capture to help you with it. This is a personalized service to assist you on capturing your processes while automatically documenting it so that when you hire someone or when you delegate the task to someone on your team it can be completed the way that you want it to be.<\/span><\/p>\n

Begin by walking through the steps<\/span><\/h2>\n

What systems do you need in order to complete the process? List the systems that will be involved. Map out how the information and tasks flow between those systems. Sometimes it might go more than once through one of the systems, you want to make sure you have that clear before you start, so you don\u2019t skip any steps.<\/span><\/p>\n

What information do you need? Where is it stored? Who and how they get access to this information? The process has to be clear and easy to follow. One problem that can really mess up the function of a process is when it needs\u00a0 a piece of information that isn\u2019t there, and not stating how to get it.<\/span><\/p>\n

Who owns the tasks within the process? How many people are involved in completing the process? Assigning the tasks properly is important for a good workflow and to avoid confusion. Even with steps described perfectly, if the process doesn\u2019t state clearly who does what, you might end up with some tasks being done more than once and others not done at all.<\/span><\/p>\n

How does the communication flow between the people? That is of utmost importance, communication is key! If the team members aren\u2019t on the same page and aware of how the process is occurring the chances of mistakes happening are great.<\/span><\/p>\n

Ways to capture your processes<\/span><\/h2>\n

There are a couple of different ways you can document your processes. And there\u2019s also different software platforms you can use! Which ones you choose is really up to the message you are trying to convey, your style and personal preferences of both you and the people you\u2019ll be sending the message to<\/span>.\u00a0<\/span><\/p>\n

As I mentioned before, I offer a service for capturing processes. The great thing about Easy Process Capture is that it’s a “done with you” type of service. Meaning it can be adjusted to your unique needs!<\/span><\/p>\n

You can test a couple of different solutions and see what works best for you and your team. Ask your team what they think and analyze the results to see which methods work best! When choosing your options consider WHAT you are capturing, WHO will be using it, WHERE they\u2019ll be using it and HOW will they get access to it.<\/span><\/p>\n