Process analysis is a method of analyzing a process by breaking it down into chronological steps and explicating each stage so that readers can understand the process and, ideally, repeat it themselves. A process analysis is hence very similar to a standard set of instructions for a process, but it typically goes into much greater depth and often presents ideas and implications underlying not just the process but also its various steps. So the goal is to both instruct the reader and foster understanding.
The rationale for process analysis is fairly obvious. While a standard set of instructions can help a reader go through the motions to repeat a process, it does not necessarily impart the background information needed to understand why the process is the way it is, how it works, and how it can be used. Process analysis is thus ideal in contexts where the person learning the process is expected to eventually build upon it. This makes process analysis broadly useful in the arts and sciences, in government and policy, and in technology, among many other contexts.
Subjects and themes
Of course, not all types of process analysis tackle complex topics. Some may deal with everyday tasks or relatively simple processes. Such process analyses are commonly assigned in high school and college writing classes, and the assignment usually involves simply moving logically through the process in a coherent way and reflecting on it with minimal but enlightening commentary. These lighter process analyses may cover anything form how to exercise, to how to apply for a job, to how to quit smoking. Of course, these analyses may not be broadly useful, but they’re great as class exercises because they force students to think through processes methodically.
For more practical types of process analyses, the goal is usually to be as thorough as possible. For example, let’s say we’re writing a process analysis on how to shop for groceries (that this analysis may not be useful to many people is beside the point). The process analysis would not just be, “Go to the store, pick out what you want, pay, and go home.” It would instead involve a highly structured analysis of every stage of the process. And when we begin to look more deeply at this process, we would quickly begin to see that it involves much more than the basic steps. It could address issues such as how to save money shopping, how to find healthy foods, what times are best to go, how to choose a checkout line, and so on.
Obviously, when writing a process analysis, some detail selection is necessary on the part of the writer. It would not be practical to delve into every potential issue surrounding the process of grocery shopping. If one were to cover health issues, cost issues, and more menial matters such as choosing a checkout line, the analysis could quickly balloon to an unwieldy length.
That’s why it’s essential for a good process analysis to have themes. One theme often works well, but sometimes it’s acceptable to have multiple themes. A theme is different from a subject. Grocery shopping is a subject. The theme, for example, could be health. In this case, the analysis would focus on how to shop for healthy foods at the grocery, and all other details would come secondary.
It is not always necessary to choose a theme, however. For a basic process analysis on how to go grocery shopping, the analysis may consist of nothing more than a stage-by-stage and step-by-step series of instructions. But of course, straightforward process analyses without themes are usually unnecessary for everyday tasks like grocery shopping. They are best reserved for processes that are new to readers.
Process analyses for complex topics
With many process analyses that deal with complex processes that may be new to readers, it is usually unnecessary to choose a theme. For example, a process analysis on the development of a new computer technology does not need to use a theme to become more interesting or to cater to a subaudience. What’s important in such cases is that the process analysis recount the mere facts of the process in a step-by-step, logical way that can be understood by anyone who does not have first-hand knowledge of the subject.
This illustrates another dividing line between different types of process analyses. Some, such as those written as assignments in writing classes, are meant to entertain and enlighten about topics with which readers are most likely at least somewhat familiar. These should be creatively written and convey lots of personality. Other types of process analyses, such as the one about the development of a computer technology, do not benefit from too much creativity or personality. In fact, these may be bad things. These process analyses should be mostly concerned with getting down the facts along with any details that are necessary or useful for the reader’s understanding.
But while creativity should be set aside for process analyses dealing with technical or otherwise complex topics, that does not mean that some writing skill and careful thought is not required. On the contrary, one must be very careful and thorough when writing process analyses on complex subjects. For the writer, who is presumably quite familiar with the topic at hand, it can be difficult to know exactly which details are crucial for the reader’s understanding, which are easily inferred by the reader, and which can be left out entirely.
It is usually best to err on the side of thoroughness. It is okay if a process analyses includes a fair number of details with which most readers are already familiar. The key is not to overdo it. For the analysis of the development of a new computer technology, it is not necessary for the writer to include details with which anyone who has taken a basic computer course will already be familiar. What should be included is everything that is unique to this specific process. Details that fall somewhere in the middle are up to the writer’s discretion.
Structure of complex process analyses
Though process analyses are often rather difficult to write, one thing that makes them a little easier is the fact that they are formulaic. In fact, process analyses that do not follow a relatively rigid formula may be confusing and hence ineffective.
A process analysis should begin with an introductory paragraph. What this contains of course depends on the process in question, but it should contain concise definition of the process under analysis, a rationale for the process, and a rationale for the analysis. It is usually safe to stop there, but introductions can contain other elements if they are relevant to the reader as he or she begins moving through the analysis. And while introductions are usually best kept down to a concise paragraph, it can become two or three paragraphs if that’s what’s required to set up the step-by-step analysis to follow.
For analyses of complex processes, it’s usually not good enough to simply break the process down into a series of steps. This can be daunting to the reader and difficult to follow along with. It’s much more effective to break the process down into a manageable number of stages. Four or five usually work well, but of course the process will dictate a logical number. This way, at any given time the reader does not necessarily have to have the big picture in mind, but instead can focus on the much more manageable stage at hand.
At the stage level is where the process should be broken down into steps. When writing process analyses, many writers find it surprisingly challenging to figure out how best to break up the steps. Going back to the healthy grocery shopping example (ignoring for the moment that that’s not a complex process), let’s say you want to describe the part of the process where you leave home and go to the store. Should this all be one step—something like, “Go to the store”—or should it be broken down into smaller steps, including steps covering locking the door, getting in the car, parking at the grocery store, choosing a cart, and so on? This example may make step selection seem ridiculous, but writers of complex process analyses deal with this issue often.
There is a good rule of thumb for dealing with breaking down steps, and it is simple: If two or more consecutive actions work toward the short-term objective, they can be combined. So, in the grocery shopping example, the short-term objective is to get to the store, so all those substeps can certainly be included within the same nominal step. After arrival at the store, the process advances to the next step, where the next group of actions, all toward the same short-term objective, can be bundled.
Finally, the process analysis should wrap up with a conclusion. Again, the approach to the conclusion depends on the process and the style of the analysis. Some process analyses call for nothing more than a brief conclusion that reviews the major elements of the process (without being too redundant) and reiterating the big picture. When a short conclusion like this is sufficient, it’s best to be as concise as possible.
In other cases, it’s useful to go into a little more depth within your conclusion. If there are significant aspects of the process that do not come through during the steps themselves, here is a good place to discuss them. Think of the process analysis as being similar to write-up for a study. What has been learned from this process? Are there any significant issues that have been raised? Does the process suggest any future developments? How can the reader potentially improve on the process or revise it for future applications? If answering any of these questions would be useful to the reader, consider taking a few paragraphs to concisely outline any relevant information and analysis.
