I am about to kick off a new project with a client and I’m keen for some ideas about a tools choice for documenting processes & procedures!
Background
The scope of the project is to design and document a process framework at the following levels:
Value stream overview
Process overview
Sub-process breakdown
Procedures
As part of this I need to choose and implement a system for documenting these processes and procedures. It is particularly important that the tool becomes something that the business can own and adopt as I will only be documenting a couple of ‘demo’ procedures (before they complete the rest).
What I’m after
Recently I have been using SharePoint as my go-to tool for documenting procedural-level instructions (with a navigation page to link between each procedure). BUT in this case the processes that link the procedures together will be far more complicated / less linear, so I’m not convinced that this is the right tool this time.
Also, a lot of the users will need to access these procedures / processes from mobile devices - so I need a tool that will work in both environments.
So - I would love to hear your go-to tools and suggestions here!!
I saw your post and thought I’d share an option you might find helpful.
Given that the project mainly needs to document processes and procedures in a way that is accessible on mobile devices, one approach you could consider is building a very basic Power App.
This approach could suit your project because:
• Designed for mobile: Power Apps work well on both mobile and desktop.
• Simple navigation: You can build a homepage with buttons or lists linking users to processes, sub-processes, and procedures.
• Easy to maintain: If you connect the app to a SharePoint list or library, the business can update content easily without needing to edit the app itself.
• Low barrier to adoption: If the organisation already uses Microsoft 365, there would be no extra licence cost for a basic app like this.
At a high level, it could look like:
• A homepage where users select a value stream or process.
• A second screen showing the sub-processes linked to that area.
• Clicking through to view procedures or step-by-step instructions.
• Optional: a basic search or filter if needed later.
If you want something that feels more like a real app rather than browsing SharePoint pages, this might be a good fit.
It also sets them up to manage and grow the content themselves after the project handover. PowerApps is quite underrated IMO and allows for no/low code solutions.
Assumptions for This Approach:
• The organisation already has Microsoft 365 licences, including access to Power Apps and SharePoint.
• Users will have reliable mobile data or internet access when using the app.
• The content structure (processes and procedures) can be kept simple and lightweight.
• A SharePoint list or library will be used as the data source (to avoid needing premium licences).
• Someone within the business will be available to lightly maintain the Power App after the project ends.
• Content ownership is agreed and clear for future updates.
Limitations to Be Aware Of:
• The app will require internet access – offline mode isn’t available unless extra development is done.
• Updating the content is easy (through SharePoint), but structural changes to the app will still need Power Apps editing skills.
• The initial setup will take longer than setting up simple SharePoint pages or a wiki site.
• The app is best suited to short, clear instructions – it’s not ideal for displaying very large, heavily formatted documents directly.
• If the library grows very large, the app may need more advanced filtering or navigation features to stay user-friendly.
• Basic users may need a short introduction or guide to accessing and navigating the app.
Promapp would definitely be a great out-of-the-box solution for documenting processes and procedures. It’s designed exactly for that kind of structured, multi-level process management.
That said, it can be terribly expensive, especially for smaller organisations or projects that don’t need all the advanced features like reporting, review cycles, and governance workflows. So whether it’s the right fit would really depend on the client’s budget and long-term plans.
If they’re investing in broader process maturity across the business, it might make sense. But if they just need a practical, mobile-friendly way to document a smaller set of processes and procedures, a lighter option like SharePoint, Confluence, or Notion might be more realistic. Notion/Confluence also require additional licensing.