INTRODUCTION TO

DOCUMENTATION
Definition and Key Notes
>is a measurable business outcome.
>describe what a company expects to accomplish
over a specific period of time.
>might pertain to the company as a whole,
departments, employees, customers, or any other
area of the business.
 MANAGEMENT –
SUPPORTED

 are separate but should be linked to

processes and tasks.
 a guideline or the official position with
respect to a topic.
 do not contain steps or actions.
Think of policies as the result of “what should
happen” if you take the right actions.
 is the highest level description of a task or
series of tasks.
 It gives the big picture and overall work flow
of a multi-step task.do not contain steps or
actions.
 Providing employees this view helps them
see how everyone works together and how
their role fits in.
How does a particular function or area of your
business work and what happens?
“A PROCESS states what needs to be done and why”
 (sometimes referred to as “desk procedure”
or SOP) is more detailed than a process, but
not as detailed as a work instruction.

What happens, in what order, who does what to

whom and how.
“A PROCEDURE states how the process needs to be done”

1. When writing a procedure it is important

that you do not forget any of the steps

2. The best way to write an accurate

procedure is to actually do the procedure
and take notes about the materials being
used, the order of the steps and what the
final output look like

3. A procedure should always be written in

the present tense.
 A work instruction or detailed task that is
typically carried out by one person from start
to finish, in one sitting.
 change more frequently than processes and
procedures.
 They should be separate, but linked to the
other elements.
 INSTRUCTION
“A WORK INSTRUCTION explains how to carry out
the procedure”
1. Create detailed work instructions for each task that is needed to support
each of your procedures.

2. A good rule of thumb is: if the procedure does not give enough guidance
for someone to complete the task, create a work instruction.

3. Work Instructions are documents that clearly and precisely describe the
correct way to perform certain tasks . It describe, dictate or stipulate the
steps that must be followed to correctly perform any specific activity or
work.
FLOWCHARTING
BASICS
INTRODUCTION:

■Flowcharts use special shapes to

represent different types of
actions or steps in a process.
Lines and arrows show the
sequence of the steps, and the
relationships among them.
Arrow Symbol:
■ ARROW – denotes direction and order of process step.
The Oval - Start/End Symbol:

■ The oval is used to represent the start and end of a

process.
■ It usually contains the word "Start" or "End."
The Rectangle - Action or Process Symbol

■ Flowchart process shape is used to represent a process,

action step or an operation.
■ While these are pictured with rectangles, the text in the
rectangle mostly includes a verb.
■ For example, ‘Edit Video’, ‘Try Again’, ‘Choose Your Plan’.
Document Symbol:

■ A printed document or report.

The Diamond - Decision Symbol:
■ Decision shape is represented as a
Diamond. This object is always used in
a process flow to ask a question.
■ And, the answer to the question
determines the arrows coming out of
the Diamond.
■ This shape is quite unique with two
arrows coming out of it. One from the
bottom point corresponding to Yes or
True and one from either the right/left
point corresponding to No or False.
■ The arrows should always be labeled to
avoid confusion in the process flow.
Connector Symbol:
■ ON PAGE CONNECTOR – continues
the flow on the same page.
Connector Symbol:
■ OFF PAGE CONNECTOR –
continues the flow on a different
page.
 Flowchart Best Practices
■ Be Consistent-because flowcharts are comprised of many visual elements,
consistency within these elements makes flowcharts easier and nicer to look at. Be
sure to keep symbols, colors, sizes, font types and arrow tips as uniform as possible.
Your eyes will thank you.
■ Leave Enough Room-make sure that your symbols are not crowding each other and
yet are as close together as possible. Consistency of spacing is of the utmost
importance.
■ Remember, Less Is More-And while having options is good and can draw attention
where you need it, less is always more. The cleanest, most simple diagrams are
always easiest to read.
■ Proof Your Work-make sure that all your arrows are pointing where they should and
that the flow of your chart is clear. Then check for typos and other easy-to-miss errors
before sending your diagram into the world.
■ Get a Second Opinion-even though your diagram may make perfect sense to you, it
may not be clear to someone else. Always get a second opinion; it will save you a lot
of grief later on.
Flowchart Template
■ Flowchart is used for processes and procedures. Work Instructions and policies /
guidelines are not included
■ Atlantic Grains Inc. documentation follows below format when using flowchart in its
procedure:
FLOWCHART DESCRIPTION RESPONSIBLE FORMS