Process documentation | Product documentation

Process documentation

Good process documentation provides a clear and consistent explanation of what to do, how to do it, and when to do it. It is a key factor in achieving standardization of procedures and consistent quality in a product or service. It is also an important step to enable a lean thinking approach, and for achieving ISO and other quality certifications.

Process documentation also assists with:

• Error avoidance – proper documentation removes room for differences in interpretation and helps to avoid costly mistakes

• Process improvement – knowing exactly how a process is working is the first step in determining where improvements can be made

• Clarity – good documentation helps to define responsibilities and avoid duplication of effort or missed steps. It also creates better workflow and efficiency.

• Training – new employees learn the process more quickly

• Continuity –ensures that knowledge is retained over time despite changes in management and staff

• Compliance – documentation can be critical in warranty or legal disputes and can show compliance with required standards

Once a process is documented, it can be monitored and managed, and improvements can be identified. This also contributes a positive image to customers because it demonstrates that your business is well organized and serious about efficiency and product quality.

Our approach to documenting processes

Process documentation is often assumed to be text only, and therefore much too difficult to produce for complex manufacturing processes. There is no question that written text has definite limitations in these circumstances, but process “documentation” is not limited to text. BW&A uses a variety of techniques to document business processes, including:

• Written description of process steps

• CAD and other drawings or diagrams

• Digital images

• Flow charts and diagrams

• References to established quality standards (industry certification organizations / ISO), vendor reference material, safety standards, regulatory requirements, etc.

These documenting techniques are not restricted to a manufacturing environment and can improve the clarity of many administrative processes.

Other benefits of process documentation:

• Determining the impact of making changes; evaluating the costs of customer change requests or engineering/system changes

• Creating the task/activity lists needed in the preparation of project/production schedules

• Explaining requirements to vendors

• Providing data for product documentation and service manuals

• Showing customers how a product is produced, or how the service is delivered

Product documentation

Product documentation is closely related to process documentation, and has a number of important uses both internally and externally.

For ETO/project-based manufacturers in particular, documenting each product manufactured can be important for each of the following reasons:

      - Labour and materials records provide a useful reference for future warranty claims or service work,         and a base from which to develop quotes and estimates for new products
      - provides a basis for assessing potential process and product improvements
      - provides a “how-to” record of the manufacturing process which can be a useful reference during new         product development

External uses and benefits:

      - quality product documentation can be a value add-on for customers and may be an important         product differentiator in competitive markets.
      - safety regulations may require that the product is accompanied by operating instructions
      - service and maintenance requirements may need to be documented

BW&A can assist you in determining the best approach to creating and maintaining process and product documentation. We can also undertake the preparation of the documentation if you do not have enough resources available internally. Contact us for more information and to discuss you needs.

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