How to Document a Process So Someone Else Can Run It

Create step-by-step documentation that lets any employee execute your business processes without you.

1. Map the process from trigger to completion. Start with what kicks off the process and end with the final deliverable. Write down every step you actually do, not what you think you do. Track yourself for 2-3 cycles to catch the variations and exceptions you handle automatically.
2. Define inputs, outputs, and decision points. List what information, materials, or approvals are needed to start. Specify the exact end result and quality standards. Mark every place where judgment calls happen and write the criteria for each decision.
3. Write it as numbered steps with checkboxes. Use active voice and specific verbs. Include time estimates for each step. Add screenshots for software processes and templates for documents. Assume the reader knows your industry but not your specific systems.
4. Add quality controls and error handling. Build in checkpoints every 3-5 steps where someone can verify they're on track. Include common mistakes and how to fix them. Specify when to escalate and to whom.
5. Test with a different person. Hand the documentation to someone who hasn't done the process before. Sit nearby but don't help unless they're completely stuck. Note every question they ask and every place they hesitate.
6. Revise based on test results. Add clarification for every question that came up. Measure how long the test run took versus your estimate. Update the document and test again with a different person if major changes were needed.