Learn more about process documentation and choose the best process documentation software for you.
Published 25 Nov 2022
A process documentation software is a digital tool for organizing and visualizing the processes of a task, operation, or business in a way that is easy to understand and follow. Using a process documentation software, people can summarize their data into articles, logs, case studies, and other forms of documentation, as well as track the details and steps of certain tasks and processes.
SafetyCulture is a process documentation software used across multiple industries to help professionals with their business processes and project management. With SafetyCulture, managers and professionals from all fields can create process documentation files and track their processes as they go about their work. SafetyCulture offers an intuitive checklist builder for those who want to create checklists specific to their business processes, but there are also free templates in the Public Library that can be used and modified as needed. Similarly, existing business process documentation can also be uploaded to the SafetyCulture platform to be transformed into a checklist.
Additionally, managers and team leaders can easily lay out their plans with their team and improve their workflows by adding their members to a checklist and sharing other relevant templates with them through the cloud. Managers can also edit group permissions to protect company and team confidentiality by only allowing a specific set of people access to the team or company’s SafetyCulture account.
With SafetyCulture being a cloud-based and web-based platform, everything that happens on it is immediately saved and stored in the cloud in real-time. This allows for an easy, streamlined way to access, edit, and refer back to one’s documents, even after much time has passed.
Best For: All industries
Pricing: Free for teams with ten members or less. The paid version starts at $19 a month with a 30-day free trial.
Confluence is an online workplace and process documentation software that business owners and team managers can use to share information with their employees. With Confluence, teams can collaborate on different pages and projects, helping one another keep track of their team and individual business processes. Confluence can also serve as an archive of process documents for later reference.
Best For: Creating long-form and collaborative process documentation files within a team or organization
Pricing: Free for ten users or less. The paid plans start at $5.50 per user per month.
Lucidchart is a process documentation software focused on visualizing processes to make them more understandable. Here, processes can be explained and shared with teams through the help of easy-to-create and customize graphs, diagrams, and flowcharts.
Best For: Those who want a visual representation of their business processes
Pricing: Free for one’s first three editable documents. The paid version starts at $7.95 with no limit to the number of editable documents and with access to other features.
Evernote is a note-taking and storage software that many businesses use as a process documentation software. Team managers can create and track their workflows in Evernote through its workspaces, where members can note their active projects, tasks, calendars, and process pipelines. These said spaces can also be used to store and manage other documents related to workflow and process documentation, then shared with the whole organization or team.
Best For: Teams that like using notes for tracking and documenting processes
Pricing: Free plan available but with limitations. Paid plans start at $7.99 a month.
Hightail is a document management and process documentation software targeted toward creative businesses. Hightail offers a platform where changes and processes can be easily tracked and documented by collecting the annotations and versions created from edits in one place. The conversations made by the assigned people or reviewers per task or element of a project can also be saved to aid the process documentation process and give context to specific steps.
Best For: Those in the creative industry
Pricing: Free but with limitations. Paid plans begins at $12 a month.
ProcessMaker is an open-source process documentation software that is also often used for the automation of business processes. This software documents processes through the data entered by its users and automates it as directed, ensuring all tasks are completed and instructions are followed.
Best For: Automating workflows, documenting processes, and coordinating with stakeholders
Pricing: Dependent on the organization’s needs.
Microsoft (MS) Word is an all-around document creating, sharing, processing, and managing software that can be used for a wide array of purposes. It is known as a basic process documentation software as it has all the necessary to list down processes, visualize them, and keep track of their progress. MS Word is used by many people, making it an accessible software.
Best For: Basic documentation processes
Pricing: Free trial available. The paid version of MS Word is priced at $159. With the Microsoft 365 Suite, prices start at $6.99 a month.
Document360 is a knowledge base and process documentation software focused on sharing processes among business owners, their staff, and customers. Through this software, users can create portals, spaces, and sites where businesses and teams can store and consolidate all their tasks, processes, and goals to manage them better and share them around. Document360 also, by default, tracks all revisions done into its system, making it easier to note the changes in a process.
Best For: Sharing and creating wikis and other long-form documents with internal and external teams
Pricing: Free plan available with limitations. Paid plans start at $99 per project per month.
Gluu is a business process management and process documentation software for managing multiple tasks, projects, and goals. Gluu helps businesses understand their tasks and manage their process documentation through its organizational and task flow maps, dashboards, and feedback system.
Best For: Those who want a multipurpose business management processing software
Pricing: No free plans or trial available. Plans start at €9 (estimated $9.30) per user per month.
Miro is an online whiteboard that can be used to collect ideas and sort them among groups of people. Miro works much like a process documentation software in how it can be used to help create or improve processes through collaboration. The whiteboards Mirio has are also always stored in the cloud, making them easily accessible for later reference.
Best For: Those who like to create, analyze, and edit processes and process documents while collaborating with others
Pricing: Free plan available but with limitations. Paid plans start at $8 per member per month.
All kinds of work from all industries have processes workers must adhere to at all times. While some processes are easy to remember and live out daily, some are more intricate and need documentation to be properly recalled and carried out. Similarly, some occupations require many processes to take note of, thus making it necessary to have formal documentation or archive of all processes that can be referred to later on.
To help with remembering, tracking, and archiving processes, process documentation software can be a good solution. Process documentation software programs come in many forms and specifications, catering to different industries and the nature of work. Such software can show documented processes as wikis, graphs, flowcharts, tutorials, and policies, making it easier to digest and remember.
A good process documentation software, regardless of specialty and target industry, should have the following characteristics:
Process documentation software, however, can also do more than track and manage processes. Some other features a good process documentation software can have are:
Roselin Manawis is a content writer and researcher for SafetyCulture. She has experience in news writing and content marketing across different fields of discipline. Her background in Communication Arts enables her to leverage multimedia and improve the quality of her work. She also contributed as a research assistant for an international study and as a co-author for two books in 2020. With her informative articles, she aims to ignite digital transformation in workplaces around the world.
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