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As a new product or solution comes together, stakeholders may not have easy access to all the proposed software methodologies in one location. A Request for Comment (RFC) paper can help bring all development information together and act as a forum for stakeholders and teams to refine the new product or solution. This process can also help inform further decisions on how to proceed with development or to not continue a project.

Anatomy of a Request for Comment Paper

An RFC paper typically includes the following types of information:

• Overview: The overview includes a high-level description of what the new product or solution does. This section can also include links to any related documents or sites that explain the new product or solution.
• Architecture: The architecture section includes any architecture diagrams for the new product or solution, as well as more in-depth explanations of each part of the architecture.
• Testing: The testing section includes what is tested and how the testing is completed.
• Appendix: The appendix includes a list of the RFC paper recipients and when it was sent out for comment. A sub-section of the appendix lists all of the comments received from stakeholders, as well as any further discussion on those stakeholder comments.

The RFC Paper Process

The Request for Comment paper process begins with gathering all the information for the new product or solution, which might include sourcing existing documentation or developer/subject matter expert interview. This information is then formatted into the Overview, Architecture, and Testing sections as necessary.

Next, a first draft of the RFC paper is sent to any knowledgeable developers or subject matter experts to ensure accuracy. Once this first draft is approved, the RFC paper can be sent out to stakeholders for comment.

Comments are collated into the Appendix section as they are received. Any further discussion that arises from those comments is also included. A Request for Comment paper is considered “complete” when all stakeholders and development team members are able to add comments, discuss those comments further, and resolve issues with any proposals contained therein.

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Does your organization have a system in place for storing and organizing documents? No matter the size of your business, procedures, and processes make up the core of how your company operates.

Process documentation is the act of documenting procedures, processes, and tasks. Think about all of the moving parts that make up your organization. Maybe you have a receptionist and sales department. Perhaps you have a marketing team and an executive team. Every branch of your organization carries out different tasks each day that can be broken down into some sort of step-by-step process. 
 
Without process documentation, a sales team might not know how to catalog a lead. A marketing team might not know how to assemble an email campaign. At the end of the day, processes help streamline your operations so your business can function better and thrive.

Why it Matters

There are many reasons why process documentation is important, including the following:

• Improves training: Quality process documentation ensures when there is staff turnover or team members moving from department to department, everyone knows what to do at a given time. For new staff, process documentation makes training easier and cuts down on the amount of time that other team members have to spend training and teaching newbies. 
• Eliminates redundancy: Process documentation is a good way to help eliminate multiple copies of the same document. It helps streamline the documentation process so the same document isn’t being stored in multiple places at once. 
• Improves overall business processes: When team members have access to thorough process documentation, they’re more likely than not to be able to complete tasks and responsibilities on their own. This efficiency can improve and benefit the business as a whole.
• Operational consistency and efficiency: Process documentation is imperative for organizations that want their business to operate efficiently and consistently. Additionally, streamlining documentation and making it more concise makes it easier for leaders to audit and enforce processes.
• Decreases risks: Having process documentation on hand helps cut down on operational risks that could arise with governmental entities and clients.

Organization Improves Efficiency

If your organization lacks process documentation, it’s not too late to get started. Think of process documentation as a blueprint for how your organization operates. It should be the first thing you look at when making major business decisions or adjustments to departments. To get started with your own process documentation plan, consider doing the following:

• Inventory your current business processes.
• Follow a structured template to document your processes by department.
  • Accuracy is key. When detailing your processes, don’t skip steps. Make sure that everything is detailed, concise, and easy to follow.
  • Validate the processes you document to ensure accuracy
• Communicate the process documentation to relevant team members.

What Does Your Process Documentation Look Like?

These are just a few reasons why process documentation matters. Without precise processes for members of your organization to follow, your business operations will falter. Quality, efficient processes save organizations time and money so more resources can be spent on business growth. What does process documentation look like for your company? If you don’t have a documentation process in place, there’s no time like the present to get started.

Contact us if you’re interested in our services at collin@canrightcommunications.com