5 Tips for Making Process Documentation Accessible to Everyone

Good process documentation contributes to smooth workflows within organizations. But how do you ensure that this documentation is accessible and usable by everyone, regardless of their role, technical knowledge, or background? Here are five practical tips for making process documentation understandable and accessible.

1. Use simple and clear language

A common mistake when creating process documentation is using jargon or complex terms. Not everyone in your organization is an expert in technical terms or business jargon. Therefore, use simple, understandable language and short sentences.

A good starting point is to write the explanation as if you were explaining it to a new employee who is just starting out. Avoid abbreviations and use a glossary if necessary.

Also read how SelfGuide can help with onboarding new colleagues.

2. Visual support

Images, diagrams, and videos can often provide more clarity than text alone. With SelfGuide, for example, you can automatically generate screenshots that show exactly how to perform a certain action.

Benefits of this:

• Users can visually follow the steps at their own pace.
• Less room for interpretation errors.
• Faster learning curves for new processes.

This visual support not only makes the documentation more accessible, but also more attractive to use.

3. Structure your documentation logically

An organized layout helps users quickly find the information they need. Therefore, ensure a logical structure and possibly bundle different instructions into a manual. Use the following format to keep the documentation clear:

• Chapters and subheadings to clearly delineate sections.
• Numbered lists of steps in a process.

A clear layout, combined with concrete instructions, helps users quickly find the information they need and ensures that they can follow the process effectively.

4. Operationalize process descriptions with concrete instructions

Process descriptions often determine “what” needs to be done within the organization, but often leave the question “how” unanswered. With tools like SelfGuide, you can easily add concrete instructions to process descriptions. These instructions describe step by step how to perform actions, supported by automatically taken screenshots.

Benefits:

• Better safeguarding of knowledge and processes.
• Clear guidelines for employees.
• Efficient and error-free execution of processes.
• Linking instructions to process descriptions creates a practical manual that can be directly used in daily practice.

5. Make it interactive and easy to update

In a dynamic work environment, it is crucial that process documentation is easy to maintain. With SelfGuide, instructions can be updated quickly when processes change. The digital and interactive nature of the documentation makes it accessible anywhere, whether on a laptop, tablet or smartphone.

Benefits:

• Always up to date information.
• Easy to use for employees at all levels.
• Suitable for a variety of devices and workplaces.
• Schedule periodic evaluations.

With these tips, you can make process documentation more accessible to everyone in your organization. Want to see how easy it is to put this into practice? Try it during a free trial SelfGuide and learn how to quickly and effectively improve your documentation and onboard your team efficiently.