July 12, 2024

Richard Blakeley on How Documenting Everything (Even Meetings and Followups) Can Improve Workflow

In the corridors of modern businesses, where the clatter of keyboards is the soundtrack of productivity, a silent yet profound revolution occurs. It’s not heralded by the blare of trumpets but by the meticulous documentation of workflows. Richard Blakeley argues that documenting everything—from meetings to follow-ups—is not just a practice in diligence but a strategy to turbocharge workflow and, by extension, business success.

The Unseen Backbone of Business Operations

Workflows are the unsung heroes of any organization. These systematic processes, which employees engage in daily, often without much thought, form the backbone of business operations. Yet, it’s precisely because these workflows become so ingrained that their potential for optimization is frequently overlooked.

Richard Blakeley suggests a paradigm shift: rather than accepting workflows as they are, businesses should actively document and then seek to improve upon them. This approach can significantly enhance performance and productivity across various levels of an organization.

What Exactly is a Workflow?

At its core, a workflow is a standard operating procedure designed to achieve a specific business outcome. It consists of a trigger (the event that starts the workflow), the work (the tasks undertaken in response), and the result (the outcome produced by these efforts).

The Value of Workflow Documentation

Workflow documentation involves mapping out every step of these processes. The benefits of such documentation are manifold:

Aligns Teams: Clear, accessible documentation ensures all team members understand their roles and responsibilities, fostering a unified task approach.
Improves Processes: By making workflows visible, teams can identify bottlenecks and inefficiencies, paving the way for process optimization.
Boosts Efficiency: Documenting workflows can reveal opportunities for automation, speeding up operations and freeing up time for strategic initiatives.
Standardizes Outputs: Adherence to optimized workflows guarantees consistent, high-quality results.
Preserves Organizational Knowledge: Comprehensive documentation ensures continuity, enabling new hires to become proficient and quickly maintain their work quality.

A Step-by-Step Guide to Effective Workflow Documentation

Documenting a workflow is a task that requires attention to detail and a structured approach. Here’s a five-step guide to doing it right:

Define the Workflow

Begin with a high-level overview, noting the trigger, the end conditions, milestones, and specific tasks. The depth of detail will vary depending on the team’s familiarity with the process.

Identify Inputs and Outputs

Understand and document what resources each task needs and what deliverables it produces. This ensures all necessary materials are available and clarifies the purpose of each task within the workflow.

Document Steps

Map out every process step, assigning responsibility to roles rather than individuals. Break them down for complex tasks until the entire workflow is laid out. Collaboration with the team here is critical to ensuring completeness.


Before finalizing, have stakeholders from different areas review the documentation to ensure it’s comprehensive, relevant, and efficient. This step helps streamline the workflow for maximum productivity.

Visualize the Workflow

Creating a visual representation of the workflow, such as a flowchart or Gantt chart, can significantly improve comprehension and accessibility, offering a quick, at-a-glance understanding of the process.

The Road Ahead

In the grand scheme of things, documenting workflows is a small step. Yet, as Richard Blakeley posits, these small steps lead to giant leaps in business efficiency and productivity. By taking the time to document and optimize workflows, organizations can enhance their operations and foster a culture of continuous improvement.

In an era when business is faster than ever, the ability to streamline and refine workflow processes is not just an advantage—it’s necessary. Documenting everything becomes a powerful tool in an organization’s arsenal, one that paves the way for innovation, growth, and sustained success.

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