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
Example Trigger Phrases
- "Document this process: [description]"
- "Write a process guide for [workflow]"
- "Map out how [process] works"