1. Flowcharts
Flowcharts are visual representations of processes, showing steps, decisions, and flow from start to finish.
- Use standard symbols (e.g., rectangles for actions, diamonds for decisions).
- Keep it simple and readable.
- Show sequence and dependencies clearly.
Tip: Flowcharts make complex processes easier to understand at a glance, reducing miscommunication.
2. Swimlane Diagrams
Swimlane diagrams show who does what and when across different roles or departments.
- Each “lane” represents a role or team.
- Map tasks along a timeline to show ownership and handoffs.
- Highlight bottlenecks or overlaps in responsibilities.
Key Insight: Swimlanes help teams see accountability and avoid duplicated or missed tasks.
3. Process Maps
Process maps are step-by-step visualizations of a workflow from start to finish.
- Identify inputs, outputs, and key steps.
- Include decision points and dependencies.
- Use consistent symbols and labels for clarity.
Pro Tip: Process maps are especially useful for onboarding, SOP creation, and identifying inefficiencies.
4. Documenting a Feature for Users
User documentation explains how to use a product or feature clearly and practically.
- Title & Purpose: Explain what the feature does.
- Step-by-Step Instructions: Numbered steps with screenshots if possible.
- Expected Outcome: What users should see or achieve after completing steps.
- Tips & Notes: Highlight common mistakes, shortcuts, or best practices.
Rule: Assume the user has never seen this feature before. Clarity is more important than brevity.
5. Clarity, Sequence, and Coherence
Good process and user documentation requires:
- Clarity: Avoid jargon; use precise verbs and measurable outcomes.
- Sequence: Steps must follow the logical order of execution.
- Coherence: Make sure all steps, diagrams, and notes tell a consistent story.
Tip: Test your documentation by giving it to someone unfamiliar with the process. If they can complete the task without asking questions, it’s good documentation.
