Do you have a procedure database for your business?
Policies and procedures are an essential part of any organization. Together, policies and procedures provide a roadmap for day-to-day operations. They ensure compliance with laws and regulations, give guidance for decision-making, and streamline internal processes.
What is a procedure?
The definition of a procedure is an order of steps to make something happen or how to do something. An example of a procedure is cracking eggs into a bowl and beating them before scrambling them in a pan.
Here are some good rules to follow:
- Write actions out in the order in which they happen,
- Avoid too many words,
- Use the active voice,
- Use lists and bullets,
- Don’t be too brief, or you may give up clarity,
- Explain your assumptions, and make sure your assumptions are valid,
- Use jargon and slang carefully.
Procedures are the workhorses of a company. While policies guide people’s decisions, procedures show the “how to’s” for completing a task or process.
Procedures are action-oriented. They outline steps to take and the order in which you need to take them. They’re often instructional, and you may use them in training and orientation. Well-written procedures are typically solid, precise, factual, short, and to the point.
➜ Want to get a template? You can purchase my template database with the full procedure on how to make procedures here❗️
➜ You can get more freelance business templates on my website
When Do You Need a Procedure?
Not everything needs a procedure, so don’t create procedures for basic tasks — otherwise, all your team members will ignore them. Instead, the number-one rule of procedure writing is to make sure there’s a reason to create them. For example, perhaps people forget to take specific actions, maybe they keep on getting things wrong, or perhaps tasks are so long and complex that people need a checklist if they’re going to get things right.
A written procedure is necessary only if the issue is important or if there will be a significant benefit from clarifying a process. Before you begin, ask yourself if people need or want to know about something.
You need a procedure when a process.
- Is lengthy (example: year-end inventory).
- It is complex (example: benefits administration).
- It is routine, but it’s essential that everyone strictly follows the rules (example: payroll).
- Demands consistency (example: handling a refund request).
- Involves documentation (example: disciplining a staff member).
- Involves significant change (example: installing a new computer system).
- Has severe consequences if done wrong (example: safety guidelines).
In a company, it’s typical for many things to get done without written procedures. There are “unwritten rules” and informal procedures. But sometimes, these unwritten rules need to be set in the procedure. This may need to happen when.
- Similar questions are asked repeatedly.
- People seem confused.
- There are too many ways that people interpret the procedure.
How do you write a procedure?
If you already got my template, just follow the process and use it as a guide to writing your own procedures.
Each procedure includes:
- When is the process completed?
- The purpose
- The tools
- When was it last updated
- A step by step process
- A breakdown of all the steps with screenshots
- A video guide showing how it’s done
Tips for preparing to write your procedure
Before you write your procedures, consider following these tips to help you prepare:
Choose a format
You can choose from a variety of formats when drafting a procedure. You may use a software program, a word processing document or a pen and paper. Consider your organization’s preferences when selecting a format. Also, consider who will review the procedures and how often. It may be easier to revise and share a typed document.
Personally, I recommend using Notion
Select a layout
Consider how you want to display your information. This can vary depending on your organizational style and the particular procedure. For example, more lengthy procedures may be in an instruction manual, while short procedures may be in a checklist structure. Consider using bullets, numbers and checkmark boxes to help you organize your procedure.
Personally, I recommend using two columns. On the left, write down your step-by-step. On the right, embed your video breakdown.
Review current procedures
Your company may have procedures they currently use. Consider reviewing the current procedure documents when writing your own. This can help you determine which layout and structure work best for your company. You may also find your organization has a procedure related to a similar task. You may review and revise a current procedure to help you write your own.
➜ Want to get a template? You can purchase my template database with the full procedure on how to make procedures here❗️
