Good documentation saves time. Find out why it’s worth it and how to do it properly.
How procedural documentation becomes a process manual
Documentation refers to the process of making information available for further use. Any information that is documented (in writing) is therefore available to anyone who needs it. We will explain how to create a Procedural documentation will become a process manual. Up-to-date documentation saves time that would otherwise be spent compiling the required information from scratch. In order to structure a work area and thereby eliminate unnecessary or duplicated work processes, the relevant tasks and processes are systematically recorded. This is followed by the creation of (concise but clear) documentation of the processes, resulting in a ‚process manual‘. In this manual, all staff can check at any time how specific procedures are handled within the organisation. This also serves as a useful introduction for new staff to the tasks they will be carrying out.
Examples of administrative processes include, amongst others, holiday and sick leave policies, the internal exchange of information and meetings, the registration of new customers, project documentation, incoming and outgoing post, invoicing and dunning procedures, etc. Another advantage of process documentation is that all relevant tasks are carried out in the same way. This means that employees do not have to develop their own procedures (‚reinvent the wheel‘). Documentation saves time. In addition to, or as an alternative to, process documentation, clear job descriptions bring significant efficiency benefits. A description of the tasks and responsibilities associated with each role makes it easier for employees to carry out their duties comprehensively and in line with management’s requirements. Furthermore, even experienced staff can benefit from a reference guide where they can look up procedures that only arise occasionally or that they carry out whilst standing in for a colleague. A good job description prevents tasks from being carried out twice or left undone because responsibilities are unclear. Employees know exactly where and when they need to carry out their tasks.
Procedural documentation for digitisation
One specific type of documentation is procedural documentation. Procedural documentation in accordance with GoBD serves to demonstrate compliance with the requirements of the German Commercial Code (HGB), the German Fiscal Code (AO) and the GoBD regarding the recording, posting, processing, retention and disposal of data and supporting documents. For example, as soon as a company wishes to switch to a digital filing system to save on paper and storage costs (due to the retention period of up to 10 years for financial records, for instance), it requires procedural documentation. However, it is not just digital document storage that needs to be described in procedural documentation; many other processes must also be covered. The procedural documentation must meet certain standards and be kept up to date. When supplemented with descriptions of further processes outside the scope of the GoBD, this results in a process manual. Opti.Tax Doku provides support with sample procedural documentation to assist in the creation and maintenance of procedural documentation.
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