Efficient Task Documentation & Process Optimization
Budget: $250 – $750 USD
1. List All Your Core Tasks/Processes:
Brainstorm: From daily routines to monthly and quarterly tasks, list every task you perform. Don't worry about detail yet, just get them all written down. (This should be done and must be uploaded to your Vantage Performance Plan by your supervisor). I will review that all documents are there before the next quarterly meeting.
Categorize (Optional): Group into “topics”. For example, inspections related tasks.
2. Break Down Each Task into Step-by-Step Instructions:
Simultaneously perform and document the task: The best way to document a process accurately is to perform it while you're writing the steps down.
Clearly define the task name: "How to Process a Final Payment"
Consider the Who, What, Where, When, and Why:
Who performs this task? Who does not (if important)? For example, most final invoices are to go to the PMA, not the email inbox. (In this case, the “why” would be something important to note).
What requirements does a final invoice have in order for it to be processed?
Where should the final report required to process the final payment be saved? If ProjectWise, state specifically which folder and the path to get there.
When can the final invoice be processed? Are final pay apps different from final code inspection invoices?
Why? An explanation of why this task is being performed may be helpful depending on the task, but it is not required.
Approval:
Ask yourself if an approval is required for any part of the task. For example, a solicitation is received in the email inbox. Who must it have come from?
Write Each Step Clearly and Concisely:
Use numbered steps.
Document each “action” and start each step with an action…"Open," "Click," "Enter," "Verify", etc.
Be specific but don’t get “wordy”…you aren’t writing a novel.
Include formatting requirements. For example, document naming.
Be consistent in how you document each task.
Screenshots: When necessary, take screenshots. For most instructions you will be documenting, screenshots should not be required in more than 20% of the steps of the process.
Include Tips and Best Practices: Add notes about common mistakes or lessons learned.
Checks and Balances: Consider whether or not this task should have a mental or physical checklist for review when you think the task is complete in an effort not to miss any steps.
3. Format and Structure: Your instructions should be clear, easy to follow, and easy to read. Don’t get crazy.
· Font: The font we are using is Calibri. The size of the font is 11 for the content and 16 for titles/headers. More than two font sizes are too much (three if you count headers and footers).
· Colors: More than three colors total across the entire document is too much.
· Margins: The margins size we use is 0.5” all the way around, with a 0.3” header and footer.
4. Review and Test:
· Review your documents for spelling and grammar errors.
· Test your process document with a co-worker prior to management review. Ask your reviewer to give you feedback if there are any missing steps, if there is any unclear or ambiguous language, and if it flows well and is easy to follow.
5. Refine as You Go: Between now and March 16th make small adjustments as you identify areas for improvement
Brainstorm: From daily routines to monthly and quarterly tasks, list every task you perform. Don't worry about detail yet, just get them all written down. (This should be done and must be uploaded to your Vantage Performance Plan by your supervisor). I will review that all documents are there before the next quarterly meeting.
Categorize (Optional): Group into “topics”. For example, inspections related tasks.
2. Break Down Each Task into Step-by-Step Instructions:
Simultaneously perform and document the task: The best way to document a process accurately is to perform it while you're writing the steps down.
Clearly define the task name: "How to Process a Final Payment"
Consider the Who, What, Where, When, and Why:
Who performs this task? Who does not (if important)? For example, most final invoices are to go to the PMA, not the email inbox. (In this case, the “why” would be something important to note).
What requirements does a final invoice have in order for it to be processed?
Where should the final report required to process the final payment be saved? If ProjectWise, state specifically which folder and the path to get there.
When can the final invoice be processed? Are final pay apps different from final code inspection invoices?
Why? An explanation of why this task is being performed may be helpful depending on the task, but it is not required.
Approval:
Ask yourself if an approval is required for any part of the task. For example, a solicitation is received in the email inbox. Who must it have come from?
Write Each Step Clearly and Concisely:
Use numbered steps.
Document each “action” and start each step with an action…"Open," "Click," "Enter," "Verify", etc.
Be specific but don’t get “wordy”…you aren’t writing a novel.
Include formatting requirements. For example, document naming.
Be consistent in how you document each task.
Screenshots: When necessary, take screenshots. For most instructions you will be documenting, screenshots should not be required in more than 20% of the steps of the process.
Include Tips and Best Practices: Add notes about common mistakes or lessons learned.
Checks and Balances: Consider whether or not this task should have a mental or physical checklist for review when you think the task is complete in an effort not to miss any steps.
3. Format and Structure: Your instructions should be clear, easy to follow, and easy to read. Don’t get crazy.
· Font: The font we are using is Calibri. The size of the font is 11 for the content and 16 for titles/headers. More than two font sizes are too much (three if you count headers and footers).
· Colors: More than three colors total across the entire document is too much.
· Margins: The margins size we use is 0.5” all the way around, with a 0.3” header and footer.
4. Review and Test:
· Review your documents for spelling and grammar errors.
· Test your process document with a co-worker prior to management review. Ask your reviewer to give you feedback if there are any missing steps, if there is any unclear or ambiguous language, and if it flows well and is easy to follow.
5. Refine as You Go: Between now and March 16th make small adjustments as you identify areas for improvement