Process Documentation

Process Documentation Skill

Produces clear, structured process documentation that someone new to a role can follow without needing to ask questions.

Required Inputs

• Process name
• Process description (rough notes are fine)
• Who does this process (roles involved)
• How often it runs (daily / weekly / monthly / event-triggered)
• Tools involved
• Known edge cases

Output Structure

Process: [Process Name]

Owner: [Role] | Frequency: [How often] | Estimated time: [Duration]

Purpose

[1-2 sentences. Why does this process exist? What breaks if it is not done?]

Scope

In scope: [What this covers] Out of scope: [What it does not cover]

Prerequisites

• [Required access or information]
• [Any dependency that must be completed first]

Roles and Responsibilities

Process Steps

Step 1: [Step name]

• Who: [Role]
• When: [Trigger or timing]
• How: [Substeps numbered]
• Output: [What exists at end of this step]
• Tool: [System used]

[Continue for all steps]

Edge Cases and Exceptions

Common Mistakes

[2-4 things people get wrong the first time]

Escalation Path

[Name/role] → [Next level] → [Final escalation]

Review

Next review due: [Date]

Quality Checks

• Every step has a named role (not "someone" or "the team")
• Edge cases and exceptions table is complete
• Prerequisites are listed so someone new can prepare before starting
• Escalation path is named (specific people or roles, not just "your manager")
• Review date is set

Anti-Patterns

• Do not write steps without specifying who is responsible for each — ownership must be explicit throughout
• Do not omit the escalation path — every process must say what happens when something goes wrong
• Do not document the ideal process if the real process differs — document reality, then note improvements separately
• Do not skip edge cases and exceptions — they are where most process failures actually occur
• Do not produce documentation without a review date — undated process docs quickly become incorrect

Example Trigger Phrases

• "Document this process: [description]"
• "Write a process guide for [workflow]"
• "Map out how [process] works"