The solution to documenting Business Processes
Blog: Flokzu
So we all know the importance of documenting business processes and procedures. For one thing, it helps new employees get on board much faster and really understand the part they play in the organization. It’s also helpful for the rest of the team, since it clearly states who is responsible for what and what should be done at each stage of the process. So it basically provides a formal explanation and a guide to complete tasks.
But let’s face it, documenting a business process is hard, it’s even harder to keep it up to date and people don’t always actually use it.
We at Flokzu came up with the solution: documenting Business Processes automatically upon execution.
Processes need to be executed. That’s the only way things can get done in your organization. Documentation, on the other hand… not so much. Unless your business is legally required to document processes and procedures, it’s quite likely that it won’t get done. Since processes DO get done, if you create automated documentation upon process execution, you can make sure your processes get documented.
How it works:
Most business process documents start by doing a rough sketch of the process steps and identifying the positions responsible for each task. In Flokzu, you model the process workflow right from the start using BPMN. The task of modeling a process itself has many advantages, like fostering collaborative teams. The workflow diagram also provides a visual description of what the process looks like when successfully completed. Here is an example of a Recruitment Process:
The process configuration includes the workflow model and the definition of a process form, which collects all the information that will be required throughout the process. Continuing with the previous example, the Recruitment Process form would be this one:
After setting up the process in Flokzu, employees will immediately see the tasks assigned to them on their Inbox. Depending on their roles, they can even initiate a new instance of the process (e.g. the HR Department would be responsible for initiating the Recruitment Process). Assignees can complete tasks by filling in the form fields with relevant information, adding attachments and comments for the other team members.
Every piece of information entered, every file attached, every comment and decision made will be stored as a single document assigned to each process instance. This is stored securely in just one place and can be found within seconds using Flokzu’s search bar.
If you add a new field to the process form or a new task to the workflow, the document will automatically be updated. There’s no need to manually keep the documentation up to date. And voilà, you will have a process diagram with assignees and tasks, a process form with required information and a document to see all the relevant information entered and decisions made.
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