When this happens, try to edit your existing screenshots instead of a total re-do. While we want our content to be evergreen, even the best content will eventually require updates.
#How to make word documents for free software
They allow you to avoid frequent updates to your content, such as cases when buttons move around in software applications. Simplified User Interface graphics are great for this application as well. Being mindful with your approach can help you keep your content up-to-date longer. For example, try not to use version numbers in software, dates, or references that could quickly become irrelevant. Aim for evergreenĪs you plan and work through documenting a process, try to avoid examples and text which will quickly become outdated. This image shows an example of a screenshot of the PowerPoint interface that has been updated to a simplified user interface graphic, showing where to click to insert a picture. This allows you to cover up unnecessary sections to eliminate distraction. With screenshots that you capture for use in your documentation, one way to highlight a particular action is to use the Simply tool in Snagit to create simplified user interface (SUI) graphics. There are several ways to do this, but in general, your guiding principle should be to boil down the communication to the essentials. Keep it simpleīe mindful of your audience’s cognitive load – eliminate unnecessary distractions from your content so that your audience can focus on what is important. Snagit allows you to easily capture screenshots and add text callouts, numbered steps, and other customizable annotations to draw attention to a particular area to convey information. Our favorite tool to use for process documentation is Snagit.
#How to make word documents for free how to
Including screenshots in your documentation is one of the fastest, most effective ways to show colleagues how to do something. Research shows that 67% of people understand information better when it’s communicated visually. Below are a few things to keep in mind as you plan, create, and maintain process documentation. Best practices for effective process documentationīefore diving into creation, let’s cover some best practices for process documentation. Awareness of sticking points in a process may be all that it takes to get resources allocated to make incremental improvements. It can also highlight pain points, which can result in action items. In turn, this can lead to workflow improvements, such as eliminating duplicate steps or tasks. It allows employees who aren’t close to a particular area of the business some insight into tasks outside their immediate team and/or department.
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Of course, you can still create process documentation when you have an immediate need to train a colleague, too! Provide process transparencyĪdditionally, documenting processes helps maintain transparency within an organization. Your employees might not like missed paychecks simply because no one else knows how to use the payroll software.ĭocumenting processes before it becomes absolutely necessary means less stress and pressure when staff members may already be stretched thin. Imagine a scenario where your payroll person is out for a week, month, or even longer. If the processes for completing that work haven’t been documented, that can lead to confusion, missed deadlines, and decreased productivity - not to mention lower team morale. As noted above, having a vacancy can mean that other team members have to pick up work. Often, when a new employee joins the team, they are filling a vacancy.
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Your new employee can start their job with confidence, and you don’t have to spend precious time away from other duties. Having documented processes available can help alleviate that problem. Offering clear instructions to your new teammates enables them to help themselves through their onboarding process rather than being completely dependent on their trainer.Īdditionally, team vacancies often mean other members may have to pick up the slack and might not have the time to train someone new. Process documentation helps train new hires. Process documentation isn’t exclusively used for directions or helping coworkers. This is an example of a screenshot that could be used within process documentation, illustrating how to record your screen using TechSmith Camtasia.