Count processes and decisions, not pages
Start with an inventory of the tasks to document. Note their frequency, business impact, known exceptions, and available subject-matter experts. A short approval procedure with several judgment calls can require more validation than a longer sequence of predictable actions. Decide which processes matter most before asking for a fee.
The work a proposal should distinguish
| Component | Evidence of completion |
|---|---|
| Capture | Observation or interview checked against real work |
| Drafting | Purpose, prerequisites, steps, decisions, evidence, and exceptions |
| Validation | Named subject-matter expert confirms accuracy |
| Usability test | An intended user attempts a representative task |
| Handover | Current version, owner, review date, and update method |
Why existing notes may not reduce the fee
Old screenshots, contradictory policies, and undocumented workarounds can increase verification effort. Ask the provider to inspect a sample before treating the existing document library as a complete source. If the underlying process needs redesign, distinguish that decision work from describing an already approved process.
Illustrative scope comparison
A team requests ten procedures. Four are stable and have experienced owners; six differ by location and have no agreed exception rule. Scope the stable four first or resolve the location differences as a separate workstream. Pricing all ten as identical documents hides the decisions that could prevent completion.
Protect the maintenance investment
Agree where current procedures live, who can approve edits, and when the team reviews them. Software changes and role changes should trigger a check. A handover that leaves every future edit dependent on the consultant creates a recurring cost that should be visible in the proposal.
Prepare a useful request for scope
- Provide a process inventory and a sample of existing instructions.
- Identify experts who can validate the work and reserve their time.
- Specify the intended users and required approval roles.
- Ask how many revision and test cycles are included.
- Confirm ownership and access to editable source files.
Related implementation resources
Discuss the operating problem
Elixir consulting starts at $5,000 per month, with final pricing based on scope. Bring a recent example, the current workflow, and the person who owns the result to define the appropriate implementation scope.