Introduction to the Process Library Checklist:

Process Library Checklist

If you're reading this, you clearly value processes and the myriad benefits they bring.

But simply having processes doesn't mean you're organized. In fact, it could be confusing for people to navigate here, there, and everywhere looking for the processes they want.

That's where a process library comes in. Process libraries are document management systems that allow you to structure and organize your processes in a fluid, accessible way.

This Process Library Checklist helps you to create and, later, review your company's process library.

Here's how the checklist works.

First, you'll answer a dropdown regarding whether it's your first time running this process or not.

If it's your first time running this process, conditional logic will supply you with tasks to ensure all processes are documented, create the process library's architecture, then begin optimizing the process library by establishing a tagging system and setting user access permissions.

If it's not your first time running the process, you'll move straight onto the process library review steps. These steps guide you through reviewing the library yourself, on top of getting feedback from colleagues, and then making any useful changes.

The team at Process Street - state-of-the-art BPM software - suggest you go through the review steps every quarter/every 3 months. This is so the process library is always optimized and never outdated.

Simple, right?

Being organized and productive has never been so easy.

This checklist can be used for creating a process library anywhere, like in your company's intranet, for instance. But by creating a process library in the Process Street app, you're able to undergo agile process management at scale.

Specifically, you'll be able to:
1. Create a culture of processes in your company
2. Iterate and improve processes quickly (seeing as live processes are updated for all members immediately whenever process changes are made)
3. Track progress and pull integral data incredibly easily, especially with features such as the checklist dashboard

To get a glimpse into how other companies are using Process Street to create their process library, check out the following video.

Getting started:

This first task will dynamically adapt the rest of the checklist to suit your needs, thanks to the workflow automation feature conditional logic.

Confirm your process library progress

Confirm your process library progress.

First thing's first: You'll need to confirm whether this is the first time you're running this process or not.

If it is the first time (answer "Yes" via the dropdown below), conditional logic will adapt this checklist and provide you with tasks to set up a process library.

If you've already done that (answer "No" via the dropdown below), then you'll be shown process library review tasks instead. 

Double-checking processes:

Now that this checklist has been adapted accordingly, it's time to crack on with ensuring your company's business processes are all in order. 

Double-check all necessary processes are documented

Double-check all your business's necessary processes are documented.

There's no point in having a process library if half of your business's processes aren't documented.

Check that all necessary processes have been documented. You may need to contact managers and higher-ups in other departments to get confirmation.

Then, answer the dropdown below.

Selecting "No" - thanks to conditional logic again - will cause the checklist to change and prompt you to assign the relevant people to document any currently undocumented processes.

However, selecting "Yes" will take you to the steps for creating the process library.

Assign colleagues to document processes

Assign the relevant colleagues to document processes.

In the last step, you confirmed that other processes need to be written before you start setting up the process library.

The first 5 form fields are members fields. Thanks to role assignments, all you need to do is to type the names of the people you'd like to document the currently undocumented processes in the form fields.

They'll be assigned to the next task - "Document additional business processes" - that'll tell them what to do. 

Then, use the second form field to write down which currently undocumented process should be documented, and who should do it.

Process Street pro tip: If you're planning on building out the process library in Process Street, you may want to create an initial folder where the assignees can document the currently undocumented processes. 

Ensure the right number of colleagues have been assigned to the next task. To double-check, click on the "Assign button" in the next task and make sure "Colleague to document processes #1" - and whoever else needs to be assigned - are.

Document additional business processes

Document additional business processes that are currently undocumented.

This task is to be done by the assigned employees, not the checklist creator.

If you're reading this, you've been assigned by {{checklist.created_by.name}} to document a currently undocumented process.

Below, you'll see a colleague assignment list, which lets you know who's in charge of documenting the currently undocumented processes.

Once you've read through the list, step to it and document the appropriate process (it's for a good cause)!

After you've documented the process, use the "List of added processes" box to write down the name of the process you've documented.


Colleague assignment list:

{{form.Colleague_assignment_list}}

Approving added processes:

The next task - and all the other upcoming tasks - are for the checklist creator to complete.

The next task is an approval task.

In this scenario, you're using the approval task as a review. You'll be reviewing if all the undocumented processes you wanted to be documented have been.

If they have all been documented, click "Approve".

If they haven't all been documented, click "Reject" and write a note informing whoever should've documented the process that you're waiting on them to do so.

Approval: Review of added processes

Will be submitted for approval:
  • Document additional business processes
    Will be submitted

Creating the process library:

Seeing as all your business's processes are documented and in order, it's time to start building the process library itself.

Plan out the process library's architecture

Plan out the process library's architecture.

The best way to create a process library is via folders.

But before you go making folders willy-nilly and without a goal of how they'll all fit into one another, create an architecture plan in the text box below.

You should think about:

  • How you want to divide folders (by department? by core processes or local processes? both?)
  • What subfolders there should be
  • What sub-subfolders there should be
  • What folders should be called to avoid confusion

For tips on planning out your process library's architecture, read Adam Henshall's article How to Create and Organize The Perfect Process Library.

Process Street pro tip: You might want to divide your processes, initially, into two folders: A 'live' folder and a 'staging' (or sandbox) folder. 

The live folder houses the processes your team currently use, while the staging folder is for testing and creating new processes. 

By doing this, you're creating a culture of processes and process documentation, you're allowing team members the freedom to try and experiment with new processes, and you're leaning towards an agile methodology.

Create the process library's main folders

Create the process library's main folders. 

With an idea of how you want to go about your process library and what it will look like, it's time to create the process library's main folders.

Don't worry about creating subfolders yet - that's coming up next.

To refresh your memory, variables have pushed in your plan from the previous task.


Process library architecture plan:

{{form.Process_library_architecture_plan}}

Add appropriate subfolders

Add the appropriate subfolders.

With the main folders created, it's time to start creating branches and adding subfolders, sub-subfolders, and even sub-sub-subfolders (and so on) if necessary.

To remind you of your process library architecture plan, check out the text below.


Process library architecture plan:

{{form.Process_library_architecture_plan}}

Optimizing the process library:

You've created a process library - success!

But to make it the best it can be, you'll want to ensure there's a process tagging system in place and that user access permissions have been set.

The following tasks will help you with that.

Establish a tagging system

Establish a tagging system for your processes.

As Process Street's Adam Henshall says:

"If you have a huge number of processes, then you may want to create an effective tagging system which helps you navigate through them all or even search related processes." - Adam HenshallHow to Create and Organize The Perfect Process Library

This adds another valuable way for people to find the processes they're looking for in your process library.

Process Street pro tip: You can tag your processes inside Process Street with the tag feature. Read the quote below to learn a little more about it.

"For example, you could have all of your templates organized into folders such as “Marketing” and “Support”, but then tag specific templates with “Content Creation” or “Onboarding”. That way, by clicking the “Content Creation” tag in your dashboard, you can bring up all templates with that tag." - Vinay PatankarCreating & Managing Tags

Alternatively, you might want to go for a different tagging system, such as the Dewey tagging system.

Decide which tagging system to implement and establish it. Then, write down how you established it in the text box below.

Set user access permissions

Set user access permissions.

Many processes need to be viewable and accessible by everyone in an organization.

But then there are processes - security and accounting procedures, for instance - that you only want to be seen by certain people.

Set the access permissions to folders (and/or the processes inside them) accordingly.

Process Street pro tip: In Process Street, you can set user permissions up easily for folders and processes alike.

Then, answer the dropdown.

Move processes into the appropriate folders

Move processes into the appropriate folders.

Now that you've set up the process library architecture how you want, move the business processes to their relevant folders.

Your process library architecture plan is shown below again via variables.


Process library architecture plan:

{{form.Process_library_architecture_plan}}


Process Street pro tip: Create a process you can follow for each time you need to move a documented process into the folder it's going to live inside. 

To help you out, steps for this process could include:
1. Standardizing the architecture formatting to be aligned with internal style guidelines
2. Applying the correct tag to moved processes
3. Including a step at the beginning which instructs you to define who runs the process, who manages it, whether it's automated in any way, and so on.

Once you've moved the processes into relevant folders, take a screenshot of the moved processes. (A screenshot of any processes in any folder will do.)

Communicating with colleagues:

Seeing as you've set your process library up, you'll want to communicate what you've done to your colleagues.

The next task will help you with that.

Tell the company about the process library

Tell your company about the process library.

You've achieved a great feat, which is planning and implementing a fully-functional process library!

Now, keep your company's employees in the loop and tell them all about it.

Use the email widget below to send off an email that informs them:

  • What the process library is
  • Where the process library can be found
  • How to use the process library
  • What to do if anyone has further suggestions

Remember to edit the email template appropriately before sending it off.

Success!

You've created a process library and told your company's employees.

Remember to schedule this checklist for next quarter/in 3 months to review your process library and ensure it stays in good shape.

Reviewing the process library:

Just as all processes and procedures need to be reviewed regularly, so does a process library. After all, new processes are introduced, old ones are cut, and so on.

The following steps will help you to review your process library. These steps should be followed every quarter.

Review the process library yourself

Review the process library yourself.

As the person behind the implementation of the process library, you know it well. So, take a moment to review the process library yourself.

Use the subchecklist as a reference guide for what to look for and keep in mind.

Then, if you have any observations or ideas on how to improve the process library, write them as notes in the text box.

  • 1
    Processes are in their correct folders
  • 2
    There are no unnecessary duplicate folders
  • 3
    Permission levels look appropriate
  • 4
    New processes are tagged accordingly
  • 5
    The process library architecture as a whole looks organized

Gather thoughts from colleagues

Gather thoughts from colleagues.

So you can get an understanding of how others are faring with the process library - and whether there are any improvements they'd make - check-in with your colleagues, gathering any thoughts and feedback they have.

You want to ask them questions such as:

  • How are you finding the process library?
  • Are you running into any issues?
  • Are there any improvements that could be made?
  • What is working well?

Try asking colleagues in different roles and various levels of seniority, so you can get an accurate view of what using the process library is like for everyone.

Then, use the text box below to write down colleagues's thoughts.

Consider process library changes

Consider making process library changes.

Below, you'll see variables bringing in your notes from the previous two tasks.

Read through them and consider whether any process library changes should be made.


Your thoughts:

{{form.Your_review_notes}}

Colleagues's thoughts:

{{form.Colleague_thoughts_&_feedback}}


If you think changes should be made after reading through, write down what those changes are, why they should be made, and how you'll go about doing it in the text box(es) below.

If no changes should be made skip this task and the following tasks and complete the checklist.

Don't forget to use this checklist to review your process library next quarter!

Implement useful changes

Implement useful process library changes.

If there are process library changes that seem worthwhile, implement them now. Variables are showing change ideas you wrote down in the last task.


Process library change ideas:

{{form.Process_library_change_#1}}

{{form.Process_library_change_#2}}

{{form.Process_library_change_#3}}

{{form.Process_library_change_#4}}


Use the text box below to write down information about the changes you implemented

However, if no changes should be made then skip this task and the following task and complete the checklist.

Don't forget to use this checklist to review your process library next quarter.

Communicate process library changes

Communicate process library changes to your company.

Similar to how you announced the process library via email to your company, you'll need to communicate any changes you made to the process library to them, too.

Use and edit the email widget appropriately, then send it out.

Success!

You've reviewed the process library and, if necessary, made changes and communicated them.

Remember to schedule this checklist for next quarter to ensure your process library remains in good shape.

Sources:

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