The Process Documentation Template

Use this template to document any process in your organization. Fill out each section thoroughly for maximum clarity.

Process Name: [Clear, descriptive name]

Process ID: [Optional unique identifier]

Version: [Version number and date]

Owner: [Person accountable for this process]

Purpose: [What outcome does this process achieve?]

Scope: [What is included and excluded from this process?]

What starts this process?

Trigger details: [Specific description of what initiates this process]

Required inputs:

Prerequisites:

Step 1: [Step Name]

Actor: [Who performs this step] System: [What tool/system is used] Description: [Detailed description of what to do]

Inputs for this step:

Outputs from this step:

Notes/Tips:

Step 2: [Step Name]

Actor: [Who performs this step] System: [What tool/system is used] Description: [Detailed description of what to do]

Decision Point: [If applicable]

• If [condition]: Go to Step X
• If [condition]: Go to Step Y
• Otherwise: Continue to Step 3

Step 3: [Step Name]

[Continue pattern for all steps]

Primary outputs:

Success criteria:

Exception 1: [Problem Description]

Detection: How do you know this happened? Resolution: What do you do? Escalation: Who do you contact if you can't resolve?

Exception 2: [Problem Description]

Detection: Resolution: Escalation:

General Escalation Path

1. First contact: [Name/Role] - [Contact info]
2. Secondary: [Name/Role] - [Contact info]
3. Emergency: [Name/Role] - [Contact info]

Typical duration: [X minutes/hours] Best case: [X minutes/hours] Worst case: [X minutes/hours]

Deadline/SLA: [If applicable]

Upstream processes: (What feeds into this process?)

• [Process name] → This process

Downstream processes: (What does this process feed into?)

• This process → [Process name]

Related documentation:

• [Link to related doc]
• [Link to related doc]

Use this checklist each time you complete the process:

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