Use this for any business process — copy it, fill it in, and share it with your team
How to use this template: Copy this for each process you want to document. Start with your most-repeated process first — you'll see immediate time savings. Write for someone who has never done this before and don't assume any prior knowledge.
Process overview
Process name
Process owner
Last updated
Next review date
Purpose
Why does this process exist? What problem does it solve?
Trigger
What starts this process? e.g. "Client signs contract" or "End of each month"
Our trigger
Outcome
What does success look like when this process is complete?
Our outcome
Frequency
Daily
Weekly
Monthly
As needed
Other:
Estimated time
Roles & responsibilities
Role
Responsibility
Contact
Tools & resources needed
Tool/Software:
Template:
Access to:
Templates/resources location
Step-by-step process
Step 1: ___________________________
Who
Time required
What to do:
1.
2.
3.
Important notes:
Common mistakes to avoid:
Step 2: ___________________________
Who
Time required
What to do:
1.
2.
3.
Important notes:
Step 3: ___________________________
Who
Time required
What to do:
1.
2.
3.
Important notes:
Quality checklist
Before marking this process complete, verify:
Troubleshooting
Problem
Solution
Who to contact
Success metrics
Metric 1
Metric 2
Version history
Date
Changed by
Changes made
Tips for great documentation
Write for someone who has never done this before — don't assume knowledge
Include screenshots or videos where helpful
Update regularly — set a quarterly review reminder
Test it — have someone else follow your docs and note where they get stuck
Keep it accessible — store in a central location everyone can reach
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