A process specification provides clear instructions for completing a task, often using standardized language and flowcharts. It is used in manufacturing and other industries to ensure accurate and reproducible results. Terminology guides can be helpful in creating and understanding process specifications.
A process specification is the provision of clear, detailed instructions to allow anyone to follow a series of steps to complete a task, such as putting together an object or correctly formatting a report. These steps can follow a strict set of rules to make them as standardized as possible so that the reader can easily understand them. In other cases, the process specification may include non-standard language or discussion topics and may be less universally understandable.
In a process specification, the reader follows a series of steps arranged in the form of a flowchart. At each step, there may be forks to reflect different approaches to the process or different end products. If the reader follows the steps exactly, he will end up with a final product that should be indistinguishable from one produced by someone else following the same instructions. The process specification may allow for individually produced products or provide instructions for mass production using manufacturing equipment.
Manufacturers use the process specification to ensure standardized and accurate completion of projects. This document can be sent to another factory who will be able to produce the exact same end product by following the steps. The steps detail the types of materials to be used, their colors and method of assembly, and provide detailed drawings and discussions of manufacturing techniques. The document’s clear guidelines make it possible to reproduce products without the personal instructions of someone experienced in their manufacture.
Manufacturing is not the only task that can be standardized with the process specification. Software development, document generation, and other tasks can be completed with guidelines of a similar nature. In all cases, the goal is to create clear, understandable instructions that will be executable by anyone with basic training in that area of interest. An administrative assistant familiar with word processing programs, for example, can follow the instructions for creating a report for use by administrators.
Writing a process specification requires a detailed understanding of the process and the language used in that particular industry. For some processes, terminology guides and standardized conventions are available. These can be a useful resource both for the people who prepare the specifications and for the team members who need to read and follow them. If questions arise about the process specification, the guide can usually provide the answer by defining the language used and allowing the reader to understand exactly what is meant by a given statement.
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