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"