Microsoft Word - Handout - How to Document Workflows.docx

Administration & Finance

Human Resources | Employee and Organization Development

Documenting Workflows

Table of Contents

Introduction ................................................................................................................................ 2

Process Overview ...................................................................................................................... 2

Task Analysis ........................................................................................................................... 3

Setting up Programs and Files ....................................................................................................... 4

Setting up SnagIt ...................................................................................................................... 4

Setting up the Ribbon in Microsoft Word ....................................................................................... 7 

Setting up the Template in Microsoft Word .................................................................................... 8

Getting Started with Documentation ............................................................................................. 10

Using the MS Word Documentation Template .............................................................................. 10

Capturing Screens with SnagIt .................................................................................................. 13

Using the SnagIt Editor ............................................................................................................ 15

Recording the Screen Using Camtasia ........................................................................................ 17

Editing a Camtasia Screen Recording ......................................................................................... 18

Using the Wiki Internal Documentation ....................................................................................... 20

Resources .............................................................................................................................. 23

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Introduction

When you are documenting your workflows, in a sense, you are providing training material for another

person to do the job. Here are some tips to get started:

 Less is more: Simplify the process to the simplest approach and least number of steps possible.

Simplify the presentation of the information so that the document contains only what is required

and is presented as clearly as possible. Avoid irrelevant information, such as the history of a

process, unless it contributes to the motivation of the learner (e.g. demonstrates why the process

is important, negative consequences of not following it properly, etc.)

 Think like a novice: If you are experienced in this process, try to think like you are new to it or

ask someone less familiar with the process to test your documents. As an expert, you may skip

steps or combine multiple steps in ways that a novice may find confusing.

 Provide the big picture: Help the learner develop an overall concept of the process that they can

fit the tasks or steps into. You may or may not be there when they are learning the process. One

way to do this is with a process map. Below is a simple example of a process map for the workflow

documentation process.

 Include Background information: You will often be describing procedures, but it may be helpful

to include some supporting information at the beginning or end of your documentation. Some

examples might include:

o Key roles/personnel

o Acronym definitions

o Computer system definitions

o Frequently asked questions

 Organize the Files: Set up a common folder for all the files related to a project. Consider adding

subfolders for each asset type:

o Audio

o Documents

o Images

o Video

 Use the template: Using the documentation template described in this document reduces the

time and effort required to document the workflow.

Process Overview

Start

process as

usual

Save

Document

in Shared

Location

or the Wiki

Open Word

Template

Decide:

Video or

Images

Open

Camtasia

Open SnagIt

Document

as you work

Video

Images

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Task Analysis

You can jump right in on a task you are currently performing or do a simple task analysis. To do a task

analysis, start a document and write down the primary responsibilities of your job. Divide these job duties

into tasks. This task may have multiple subtasks. Subtasks would ideally contain between 5 to 9 steps and

be able to be completed within 30 minutes. If a task or subtask contains too many steps or takes too long

to complete, try to break it down further into additional meaningful subtasks.

Why 30 minutes:

 Provides opportunities for practice

 Fits attention span

 Provides manageable blocks of

material for ease of instruction and

learning

 Allows flexibility in situations where

operating conditions require short

periods of training

 May be easily modified as

specifications, processes, procedures,

equipment, etc. are updated

 Gives trainee sense of

accomplishment

 Allows for immediate and specific

feedback

From: USDA National Resources Conservation Service

http://www.nrcs.usda.gov/Internet/FSE_DOCUMENTS/nrcs142p2_051333.pdf

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Setting up Programs and Files

Setting up SnagIt

1. Open SnagIt by double clicking

on the icon in the System Tray,

located in the lower right

corner of the screen.

2. The SnagIt window will open.

3. Select the + sign beside

Presets.

4. Select New preset…

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The Edit Preset dialog box will

open. Select Image.

Use the following

a. Selection: Region

b. Effects: None

c. Share: None

d. Preview in Editor: On

e. Copy to Clipboard: On

f. Capture Cursor: On

g. Time Delay: On

3 Seconds

h. CTRL+ALT+C

(Choose a hotkey that

doesn’t conflict)

Select Save Preset.

Rename the preset

“Documentation”

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Add a hotkey by clicking in the

“Add a hotkey” box and press

CTRL + ALT + C.

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Setting up the Ribbon in Microsoft Word

This will only need to be done once. If you have customized the ribbon yourself prior to this, please

know that this process will eliminate your customizations.

Right Click on the Ribbon and

Select Customize Ribbon.

Select the Import/Export

button.

Choose Import customization

file.

Browse for the file named

“DocumentationTemplate.expo

rtedUI”

Select Yes to replace the

existing Ribbon customizations.

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Setting up the Template in Microsoft Word

Following this process will help keep the Quick Parts from “disappearing.”

You should have a copy of the

MS Word template named “Cal

Poly Process Documentation

Template.”

Save the template in

Documents > Custom Office

Templates.

Note: If the folder doesn’t

exist, you can create it.

Click on the File tab and

choose Options.

In Word 2013: Select Save and

change the Default personal

templates location to:

C:\Users\username\Documents

\Custom Office Templates

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5. In Word 2010: Select

Advanced > File Locations

(button near bottom). Then,

select User templates and click

the Modify… button. Change

the location to:

C:\Users\username\Documents

\Custom Office Templates

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Getting Started with Documentation

Using the MS Word Documentation Template

The MS Word template, combined with the Training Guides tab on the Ribbon, is designed to streamline

the process of creating documentation and help make documentation more uniform. This process relies

on the use of Quick Parts to place tables into a document. The tables have the steps in the left column

and an example, image or description in the right column that corresponds to the step.

1. The template should be located

in Documents > Custom Office

Templates

2. Create a document based on

the template by double-clicking

on the template file.

3. Start a new page by selecting

Insert > Page Break

4. Add a pre-formatted table by

selecting Insert > Quick Parts

and Choose a Table that meet

your needs.

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When adding a second table,

numbers will continue from the

previous table. To reset the

numbers, right-click on the

first number in the list and

select Restart at 1.

Add a brief description under

the heading for the table.

Type the first step in the left

column.

Paste the corresponding image

from SnagIt, in the right

column and resize it.

To increase the accessibility of

the document, add an

alternate description to the

image by right-clicking the

image and selecting Format

Picture…

a. In the Format Picture

pane, Choose Layout

and Properties

b. Add a Description.

10.

To add additional rows,

select Table Tools > Layout >

Insert Below.

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11.

To automatically update the

Table of Contents:

a. Click in the Table of

Contents

b. Select Update Table…

c. Choose Update entire

table

d. Click OK

Tip:

Depending on your needs, consider adding tables/sections for

Definitions, FAQs, Resources and/or Troubleshooting Common

Problems.

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Capturing Screens with SnagIt

The instructions below assume that the keyboard shortcut for SnagIt (described in a previous section)

has been put in place.

1. Be sure the screen you are

working with is visible and you

are at the step in your process

that you would like to capture.

2. Press CTRL + ALT + C. There

will be a delay of 3 seconds.

3. Decide if you need a Menu or

Cursor.

Menu: The time delay allows you to capture an open menu.

Cursor: If you want to include the cursor, place it in the

appropriate location for the screen shot. If you do not want to

include the cursor, move it out of the area you will capture. You

can also delete the cursor later using the SnagIt editor.

4. Section or Whole Window?

a. Section - Drag a box

around the portion of

the screen that you

want to capture.

b. Window - Click on a

window or dialog box to

capture the entire

dialog box.

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The screen image will be

copied to the clipboard. The

image will also open in the

SnagIt editor so that you can

edit it if desired.

Editing the image?

No: If you do not need to edit the image (e.g. to add highlights),

then you can close the SnagIt editor and paste the image into

your documentation.

Yes: Use SnagIt to edit the image as described in the next

section.

Tip:

Capture only the portion of the screen that is necessary to convey

the meaning, while providing enough information to understand

the context and so that the user can find the correct location.

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Using the SnagIt Editor

With the SnagIt settings that were put in place in a previous section, the editor will open automatically

when a screen is captured.

To add an arrow, click Arrow in

the menu. To add a circle or

rectangle, select Shape.

In the Quick Styles pane on

the right, select the style you

would like.

In the Tool Properties pane,

adjust the settings as desired.

For example, the thickness or

color.

Click and drag to add the

shape to your document.

Tip - Hold the Shift key

while dragging a shape to

make an arrow straight, or to

create a perfect circle or a

square.

Other helpful edits.

Note: These may appear under

“More” in the toolbar.

Blur

Step

(Automatically numbered)

Shapes

(Circle or Rectangle)

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To copy the image to the

clipboard (to use in MS Word),

select the Copy All button in

the upper right of the SnagIt

Editor.

To use the image on the Wiki,

select Share > File. Then,

browse for a location to save

the file.

Tip:

Consider avoiding the color red for highlights. Red has been shown

to have a negative impact on learning.

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Recording the Screen Using Camtasia

Open Camtasia from the Start

Menu.

Select Record the Screen

Select the red record (rec)

button.

Settings used:

a. Full Screen

b. Webcam Off

c. Audio On

Tips while recording:



Talk through the recording process.

 If you make a mistake, clap 3 times and keep going; you

can remove the section later.

Press F10 to stop the

recording. Alternatively, select

the Camtasia Recorder icon in

the Taskbar and click Stop.

Select Save and Edit, located

in the lower right of the

window.

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Editing a Camtasia Screen Recording

Press play to review the video.

Select any errors by dragging

the red and green handles to

highlight the appropriate

section. Remove the mistake

by clicking the scissors icon or

by pressing the CTRL + X on

the keyboard.

To adjust the audio, select the

Audio button.

Drag the green line up or down

to increase or decrease

volume.

To add captions, select the

More button and choose

Captions.

a. Position the playhead

where the caption will be

added.

b. Click Add caption media.

c. Type text into the text box.

d. If necessary, drag the

caption ends on the

timeline to sync the caption

with the audio.

e. Repeat for all remaining

captions.

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Select File > Save project to

save the project so that you

can edit it later if necessary.

Select File > Produce and

Share… to create a video file.

Select MP4 only (up to 1080p).

Select Next.

Name the video, choose a

location and select Finish.

Tip: Once saved, upload

to the Wiki or place in shared

location, such as your

department’s shared drive.

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Using the Wiki Internal Documentation

1. Open the Campus Wiki from

the Portal and access your

department’s Wiki space.

Note: If your department does

not have a Wiki space and

would like to begin using the

Wiki, please contact IT.

2. Create a new blank page.

3. Add a descriptive title, such as

“How to Book a Room”

4. Creating headings on the page.

Headings might include:

Introduction

How to …

FAQs

Additional Resources

5. Insert a table with two

columns. Place your cursor in

the new table.

6. Remove the Heading Row by

selecting the Heading row

button.

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7. Add a Heading Column by

selecting the Heading column

button.

8. Select the gear shaped Table

settings icon.

9. Check Insert a numbered

column.

10. Add a brief step description

in column 2.

11. In the third column, add the

images or videos you created

using SnagIt or Camtasia.

12. To increase the accessibility of

the document, add alternate

text by selecting the image and

choosing Properties. Add a title

and alternate (Alt) text that

describes the image.

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13. The final example might look

like the following.

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Resources

Visit afd.calpoly.edu/training/ and select Toolkits > Documenting Workflows for more

information and resources.

Task Analysis

 USDA NRCS Template

Creating a Process

Flowchart

 Flowcharts in Microsoft Word

 Flowcharts in Microsoft Excel

Using MS Word

 Using Quick Parts

 Using Styles

 Using Templates

 Using Tables

Using the Wiki

 Wiki Central

SnagIt

 TechSmith Video Tutorials

 Lynda: Learn Snagit for Mac

Camtasia

 TechSmith Video Tutorials

 Lynda:

o How to Create Instructional Videos in Camtasia

o Learn Camtasia: Advanced Techniques

o Screencasting Fundamentals

o Camtasia Studio 8 Essential Training

All TechSmith Tutorials

https://www.techsmith.com/tutorial.html

Creating Documentation

Lynda: Creating Procedure Manuals and Documentation