Process Documentation Skill

Produces clear, structured process documentation that someone new to a role can follow without needing to ask questions.

Required Inputs

• Process name
• Process description (rough notes are fine)
• Who does this process (roles involved)
• How often it runs (daily / weekly / monthly / event-triggered)
• Tools involved
• Known edge cases

Output Structure

Process: Process Name]

Owner: Role] | Frequency: How often] | Estimated time: Duration]

Purpose

1-2 sentences. Why does this process exist? What breaks if it is not done?]

Scope

In scope: What this covers] Out of scope: What it does not cover]

Prerequisites

• ] Required access or information]
• ] Any dependency that must be completed first]

Roles and Responsibilities

| Role | Responsibility | |---|---| | Role 1] | What they do] |

Process Steps

Step 1: Step name]

• Who: Role]
• When: Trigger or timing]
• How: Substeps numbered]
• Output: What exists at end of this step]
• Tool: System used]

Continue for all steps]

Edge Cases and Exceptions

| Situation | What to do | Who to contact | |---|---|---| | Edge case] | Action] | Name/role] |

Common Mistakes

2-4 things people get wrong the first time]

Escalation Path

Name/role] → Next level] → Final escalation]

Review

Next review due: Date]

Quality Checks

• ] Every step has a named role (not "someone" or "the team")
• ] Edge cases and exceptions table is complete
• ] Prerequisites are listed so someone new can prepare before starting
• ] Escalation path is named (specific people or roles, not just "your manager")
• ] Review date is set

Anti-Patterns

• ] Do not write steps without specifying who is responsible for each — ownership must be explicit throughout
• ] Do not omit the escalation path — every process must say what happens when something goes wrong
• ] Do not document the ideal process if the real process differs — document reality, then note improvements separately
• ] Do not skip edge cases and exceptions — they are where most process failures actually occur
• ] Do not produce documentation without a review date — undated process docs quickly become incorrect

Example Trigger Phrases

• "Document this process: description]"
• "Write a process guide for workflow]"
• "Map out how process] works"