What are process documentation tools?

Process documentation tools are software systems that facilitate creating, storing, and disseminating information about business processes. 

They enable organizations to document the who, what, when, and how of tasks, making this knowledge available to stakeholders. 

These tools can range from simple diagramming applications to complex systems that integrate with other software for real-time collaboration and automation of a business process.

What are the different types of process documentation tools?

Process documentation tools include AI-powered knowledge management systems, collaborative document creation platforms, and solid diagramming software. 

They can be standalone tools dedicated to specific business process documentation needs or part of a broader suite of business applications. 

Some focus on creating visual process flowcharts, while others provide platforms for detailed narrative documentation, and others store all process documents. Let’s delve into some of the best options available.

Here are the most popular types of business process documentation tools: 

Process Mapping Software

• Creates visual representations of processes using flowcharts, maps, or diagrams.
• Ideal for complex processes with multiple steps or dependencies.

Document Management Systems

• Organizes and stores process documents.
• Offers version control, search features, and access controls.
• Ensures up-to-date and secure document management.

Knowledge Management Software

• Centralizes and organizes knowledge and information.
• Enhances access to company knowledge.
• Often includes features for content creation, verification, and sharing.
• Facilitates efficient knowledge sharing and retrieval within organizations.

Workflow Automation Platforms

• Documents processes and automates them without human intervention.
• Requires precise documentation of process steps.
• Offers insights through reporting and analytics for improvement.

Collaboration and Project Management Software

• Facilitates teamwork in creating and improving process documents.
• Can track progress using task lists or checklists.

Business Process Management Software (BPM)

• Covers documentation, automation, and optimization.
• Integrates with other tools and provides robust analytics.
• Best suited for complex processes with many steps and dependencies.

These types of tools offer various capabilities to streamline and enhance business process documentation and management. The choice depends on the complexity of your processes and specific needs.

1. Tettra

Documenting processes can be a headache. 

What’s new? What’s different? What’s the process flow for XYZ?

That’s where Tettra comes in. 

Tettra is a knowledge base powered by AI, offering a collaborative environment for teams that rely on Slack or Microsoft Teams. 

It’s designed to streamline the way information is captured, verified, and shared within an organization, especially for support teams. 

With a Q&A workflow, content verification process, and expert designation, it simplifies company knowledge sharing.

With documented processes, you’ll cut down on repetitive questions to your SMEs and engineering team. 

It’s the perfect place to store your process documents, work instructions, how-to guides, product release notes, feature requests, and standard operating procedures.

Pros:

• Offers robust integration with Slack and Microsoft Teams.
• Features a Q&A workflow for quick information access.
• Allows for content verification by designated experts.

Cons:

• May require onboarding time for optimal use.
• Limited to integration with specific communication tools.
• Could be less intuitive for users not familiar with Slack or Microsoft Teams.

“My colleagues and I appreciate Tettra for its ease of use and integration with Slack and Google. The functions and layout are not complicated, allowing all team members to familiarize themselves with Tettra pretty rapidly. This is a huge plus since we use Tetta on a daily basis and have lots of information to store. Given that my company is multilingual, we are also happy that Tettra can render non-Latin scripts without any problem.” – G2

2. Confluence by Atlassian

Confluence by Atlassian is a widely used tool for team collaboration, known for its capability to create, share, and manage work documentation, especially within software development teams.

Confluence stands out for its integration with Jira and its versatility in managing diverse content types, making it a favorite for agile project management, code documentation, and technical documentation. 

Pros:

• Offers comprehensive features for creating and sharing work.
• Integrates seamlessly with Jira for agile project management.
• Provides a versatile platform for various content types.

Cons:

• Can be overwhelming for new users due to its complexity.
• The extensive range of features may be unnecessary for smaller teams.
• The pricing model might be steep for startups and small businesses.

“We consistently use Confluence as a digital workspace where we come together and work closely to achieve a productive collaboration and communication experience through the project work. Confluence’s user-friendly interface has been giving us an easy time by making it easy to navigate through it. The learning curve proved to be simple and short, and that is why we were able to implement it really quick.” – G2

3. Microsoft SharePoint 

Part of the Microsoft Office suite, SharePoint is a robust platform for document management and collaboration, particularly favored by organizations already invested in Microsoft products.

SharePoint is a document management stalwart, providing powerful tools for collaboration across the entire Microsoft Office ecosystem, catering to businesses that need high integration and scalability.

 Pros:

• Offers deep integration with Microsoft Office products.
• Provides robust tools for document management and collaboration.
• Highly scalable for growing organizations.

Cons:

• The interface can be complex and clunky.
• Customization requires a significant level of IT expertise.
• Can be cost-prohibitive for smaller businesses.

“Microsoft SharePoint provides an excellent platform for collaboration. We use it as our Intranet, but it’s also the foundation of OneDrive and Teams. As a result, our entire company runs on SharePoint in one way or another. Every Team member uses it every day. We’ve integrated OneDrive, which runs on SharePoint, as our file storage for all our users’ information. This makes transitioning from one device to another seamless. SharePoint is easy to set up, and once you learn its quirks, administering it is not difficult.” – G2

4. Guru

Guru offers knowledge management and internal wiki capabilities, complete with a browser extension for quick access to company information and seamless app integration. Guru is an internal wiki that streamlines company knowledge, making it accessible with a few clicks via a browser extension, enhancing productivity and information retrieval.

 Pros:

• Provides a centralized knowledge base for company information.
• Browser extension allows for easy access to data.
• Seamlessly integrates with a multitude of apps.

Cons:

• The search function may require optimization for better results.
• Initial setup and organization of information can be time-consuming.
• Browser extension reliance may not suit all users.

“AI feature is amazing! I love it when Employees can type in their questions and it can directly bring them an answer from our FAQs or informative Cards among the hundreds of documents and Folders created in the platform. I also like the display of items in each Card and how user-friendly it is. I also like the approval process for verifying cards.” – G2

5. Lucidchart

Lucidchart is a visual workspace tool ideal for creating process flowcharts and diagrams, offering a user-friendly platform for data visualization. 

This tool stands out for its intuitive drag-and-drop interface, allowing users to visually map out processes and workflows, making it a favorite among teams that value visual learning.

Pros:

• Intuitive user interface for creating flowcharts and diagrams.
• Facilitates real-time collaboration and feedback.
• Useful for employees across diverse departments and remote teams.

Cons:

• The free version has limited functionality.
• Can become expensive with add-ons and premium features.
• May have a learning curve for complex diagramming.

“As a new user, I love how easy it is to edit or manipulate multiple items simultaneously. Creating a room is easy if I need to add a step in my diagram flow. Editing the chart in real-time with collaborators was much more helpful than I realized. When I first signed up, a rep from Lucid had a Zoom call with me to ensure I knew how to use the features best for my particular needs.” – G2. 

6. Asana

Asana, primarily known as a project management tool, also provides robust features for process documentation and tracking, suitable for teams following agile methodologies. Asana helps teams track workflow and document processes within a user-friendly interface, integrating task management with process documentation for agile and remote teams.

Pros:

• User-friendly interface simplifies process documentation.
• Agile methodology features enhance project tracking.
• Integrates task management with process documentation.

Cons:

• The free plan offers limited documentation features.
• Some users may experience a learning curve.
• Notifications can be overwhelming and require fine-tuning.

“To start, Asana has so many features it’s hard just to pick one as my favorite. One of my top favorite features is the ability to plan projects with timelines, assign tasks, and then reference the project year to year so we don’t have to reinvent the wheel yearly. We put tasks on repeat, so it’s awesome not to have to remember.” – G2. 

7. Trello

Trello is renowned for its simplicity in documenting and tracking processes using Kanban boards, making it ideal for managing straightforward workflows and smaller projects. With an intuitive card-based system, Trello allows users to manage their tasks and processes visually, offering a straightforward project management and documentation approach.

Pros:

• Simple, intuitive Kanban board interface.
• Great for managing and tracking straightforward workflows.
• Suitable for small teams and uncomplicated projects.

Cons:

• Limited functionality for complex project management needs.
• Power-ups necessary for additional features can add costs.
• Lacks built-in reporting and analytics tools.

“Besides the functionality, I really like the pricing/plans that are available in Trello. Even in the standard version, you receive unlimited storage, which is very useful for my use case (agile development). Trello is easy to use and set up/implement as it comes as SaaS. You can also integrate it with tools like Miro or Zapier.” – G2.

8. Process Street 

Process Street shines when it comes to managing recurring checklists and procedures, offering an interface that makes it simple to create, track, and update process templates. This tool is ideal for teams that need to manage and replicate processes frequently, providing a clear structure for checklists and ensuring consistent workflow execution.

Pros:

• Excellent for recurring checklists and procedural documentation.
• Intuitive interface for creating and updating process templates.
• Helps ensure consistency and compliance in workflow execution.

Cons:

• May not be as well-suited for one-off or ad-hoc project management.
• The user interface could be improved for ease of navigation.
• Lacks depth in customization options for more complex needs.

“The ability to let non-users access processes has been very helpful. We have used Process Street to create a Finance Resources page for all other employees to submit documents and look up information. Also, they are constantly providing improvements and new features. We use the product every day. Customer support is always helpful and follows up as needed.” – G2.

9. Scribe 

Scribe specializes in creating step-by-step guides automatically, perfect for quickly developing clear and visual documentation and training materials. ScribeHow takes the tedium out of process documentation by automatically generating guides from recorded steps, making it a valuable tool for training and standardizing processes. 

Pros:

• Automatically generates visual step-by-step guides.
• Streamlines the creation of training materials.
• Simplifies the documentation process significantly.

Cons:

• Automated guides may require additional customization.
• Depends on the quality of the recorded steps for accuracy.
• May not cover all the nuances of complex processes.

“Scribe is user-friendly and offers the ideal blend of screen recording and slide presentation features. This tool benefits every company’s training process.” – G2.

10. Miro

Miro offers an online whiteboarding platform that fosters collaboration and is exceptional for brainstorming, planning, and visualizing complex processes. Miro’s expansive canvas and toolkit facilitate team brainstorming and process visualization, providing a flexible and dynamic space for teams to collaborate effectively.

Pros:

• Collaborative whiteboarding is suitable for remote teams.
• Rich toolkit for brainstorming and planning.
• Excellent for visualizing complex processes and ideas.

Cons:

• Can become disorganized without proper management.
• May have a steeper learning curve for advanced features.
• Pricing can be prohibitive as more advanced features are locked behind premium plans.

“Miro is great for taking the thoughts inside my head and displaying them in an organized manner that can be understood by me and others who look at the web of content I made using Miro. Miro is excellent for taking abstract thought processes and research and representing the information more concretely and concisely.” – G2.

11. MindMeister

MindMeister focuses on mind mapping, aiding in the brainstorming, planning, and visual organization of thoughts and processes, especially useful in the initial planning stages. MindMeister offers a visually engaging way to capture and organize ideas, making it a go-to for teams beginning their documentation and planning processes.

Pros:

• Visual tool ideal for brainstorming and initial planning stages.
• Offers multiple layout options for organizational flexibility.
• Encourages creative thought processes and collaboration.

Cons:

• Mind maps may not be suitable for detailed process documentation.
• The transition from a mind map to an actionable plan can be cumbersome.
• May not be as effective for later stages of project management.

“MindMeister helps me organize and structure my business projects and ideas. Also helps me deliver presentations to clients for brainstorming projects and concepts super easily. So many templates to choose from and the help of icons and other visual elements to reinforce the mindmaps.” – G2. 

Why is process documentation important? 

Process documentation is the backbone of modern organizations, offering clarity, consistency, and continuous improvement. In this section, we’ll delve into why it’s essential for business success, from enhancing efficiency to ensuring compliance and fostering innovation.

Clarity and Understanding:

• Provides a clear and structured overview of workflows.
• Helps employees understand their roles and responsibilities within processes.

Consistency:

• Ensures that processes are consistently executed.
• Reduces the risk of errors or variations in task execution.

Training and Onboarding:

• Aids in training new employees by providing step-by-step guidance.
• Accelerates the onboarding process for new team members.

Process Improvement:

• Offers a basis for analyzing and optimizing existing processes.
• Identifies bottlenecks, redundancies, or areas for improvement.

Compliance and Auditing:

• Supports compliance with industry regulations and standards.
• Provides a documented record for audits and quality assurance.

Knowledge Preservation:

• Captures institutional knowledge that may be lost due to employee turnover.
• Ensures critical information is retained and accessible.

Efficiency and Productivity:

• Streamlines processes, reducing time and effort required.
• Increases overall productivity by eliminating inefficiencies.

Collaboration and Internal Communication:

• Facilitates effective collaboration by clarifying roles and dependencies.
• Improves communication within cross-functional teams.

Data-Driven Decision-Making:

• Provides data and insights for informed decision-making.
• Enables data-driven process enhancements.

Continuous Improvement Culture:

• Creates a culture of continuous improvement within organizations.
• Encourages employees to suggest and implement business process enhancements.

Process documentation plays an essential role in ensuring efficiency, consistency, and the overall effectiveness of an organization’s operations. It serves as a valuable resource for employees, management, and stakeholders alike.

Each of these tools offers unique features and capabilities, and the best choice will depend on an organization’s specific needs, team size, and existing workflows. 

It’s essential to weigh the pros and cons and consider user reviews to make an informed decision that aligns with your business objectives and enhances your team’s performance.

Want to store your process documentation effectively? Start with Tettra today.