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Start with a clear purpose

Before you create a process, be clear about what it's for. Each process should describe one outcome. If you are trying to show more than one outcome, split the work into separate processes.

Always include a start and an end

Every process must have:

• a clear start, showing when the process begins
• a clear end, showing when the process is complete

Without both, it is hard to understand where the process begins, ends or succeeds.

Describe the work in steps

Each step should describe one action:

• write steps in the order they happen
• keep step descriptions short and clear
• if a step feels too complex, break it into smaller steps or a sub‑process

Show who does the work

Each step should show who is responsible:

• use roles and teams
• avoid using named people

This keeps processes accurate when staff change roles or leave.

Show tools and resources

Include systems, tools and resources when they are needed for a step. This helps people understand dependencies and supports future improvement or automation.

Use decisions where outcomes differ

Use a decision when the process can follow different paths.

For example:

• approval given or not given

Each decision should:

• be clear
• lead to defined outcomes

Avoid vague or open‑ended decisions.

Use parallel paths when work happens at the same time

Parallel paths show work that happens at the same time.

Use them when tasks:

• do not depend on each other
• can happen at the same time

This helps to identify where time can be saved.

Use loops for repeated actions

Use a loop when a step repeats until a condition is met.

For example:

• reviewing information until it is complete

Always include a clear exit so the loop does not run forever.

Keep processes simple and realistic

A good process shows how work actually happens, not how it should happen in theory. Avoid unnecessary detail, but include enough information for someone new to understand the process.

Review and improve

After creating a process:

• review it with people who do the work
• check for missing steps or unclear decisions
• update it when the work changes 

Processes should improve over time.