Hello, fellow SOP writers and seekers of knowledge! Today, we'll embark on a journey into the world of one of the biggest problems when creating process documentation. In this journey, we face two common problems. One is when documents lack important information and leave readers lost. The other is when they have too much detail, making documentation hard to read and understand. We aim to find that sweet spot in the middle. 🧙♂️🖋️🌟

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Key steps

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Defining the Purpose

Our journey begins by clarifying why we're creating this document. Just as a builder needs a clear plan before starting a project, we must know the document's purpose to guide us. Start by stating why this document exists. Then, proceed with a clear purpose in mind.

Gathering information

Once we know our purpose, we focus on finding the information, much like a chef selecting ingredients for a recipe. We start by identifying what may be relevant, not focussing yet on essentials only. A mind map of relevant topics is an interesting exercise that can help you identify new and related pieces of information.

Prioritizing Information

The next step is to prioritize what matters most. Like organizing a room, we decide what belongs here and what should go in another space (document). It's about keeping things in order, separating what's essential to this document from what belongs elsewhere. Keep the purpose of the document in mind when doing this.

Organizing the Document

Even though the essential pieces are in a room, a room can be messy. Same with a document. Even though only the essential information is in a document, this information should still be structured and organized. With the purpose, essentials, and priorities in mind, we organize the document logically. Think of it as arranging items on a shelf to keep everything in its place.

✨ Tip: Use a SOP template to structure your document with ease.

The Power of Revision & Optimization

In the SowFlow tool, we have the option to add comments to process documentation. This helps readers immediately after consuming knowledge to ask questions and point out unclarities. We suggest you use this feedback! If a document has a clear owner in the organization, this owner should be prompted to optimize the document immediately so the next reader can replicate an SOP even faster.

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Your Document, a Masterpiece in the making

With these tips, the documents you share with colleagues will be better than ever. However, know that documents are not a static masterpiece, but always in flux. Update documents with the right level of detail and check regularly if all the essential information is still covered in the document.

Now, as you bring these lessons in practice, may your document purpose be clear, your document be organized, and your revisions make it shine. The true magic of process documentation is in finding that balance between too little and too much detail.

Craft your process documentation with clarity and precision. And for questions, you’re always invited to reach out to the SowFlow team! 🌟📜🔮

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