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Think of a business as a fleet of ships navigating through uncharted waters. Procedures are like detailed maps, ensuring each ship reaches its destination safely and efficiently. However, what happens when these maps are vague or incomplete? Each captain relies on guesswork, leading to chaos.
This lack of clear direction jeopardizes individual ships and puts the entire fleet’s success at risk. The same happens when procedures are poorly written. They lead to misunderstandings, inefficiencies, and errors, all of which significantly affect productivity and, consequently, the company’s bottom line.
Well-documented procedures are crucial for smooth operations in any organization. But how exactly do you write effective, easy-to-follow procedures?
In this comprehensive guide, we’ll walk through best practices for writing clear procedures, from understanding your audience to formatting for usability. To bring these tips to life, we’ll use real-world examples from various industries like tech, healthcare, and customer service.
Whether you’re creating user manuals lab protocols or internal guidelines, these actionable recommendations will help you craft procedures that inform and empower. Let’s get started!
Know Your Audience
The first step is understanding who will use your procedure. Consider:
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Background knowledge: Avoid jargon if users are less technical. Explain all acronyms.
-
Experience level Include more details for beginners Streamline for experts
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Learning style: Use more visuals for visual learners. Add storytelling elements for those who learn by narrative.
Tailor the procedure’s language, tone, and complexity to best serve your users.
Clearly State the Goal
Succinctly state the desired end result upfront.
Example
Title: Assembling Your New Bike in 30 Minutes
Goal: Upon completing this procedure, you will have fully assembled your new bike and be ready to ride.
Chunk into Small Steps
Break large tasks down into short, simple steps.
Example
Attach the front wheel:
- Lay the front fork on the ground with the top facing up.
- Pick up the front wheel and place the axle into the open fork ends.
- Secure by tightening with bolts on both sides of the fork.
Number the Steps
Numbering provides clear order and easy reference.
Example
Troubleshoot internet connectivity issues:
- Restart your router and device.
- Check WiFi network connections.
- Contact your internet service provider.
Use Simple Language
Explain unfamiliar terms. Use active voice. Limit jargon.
Example
The permeable membrane (a thin filter that lets some things pass through) allows the diffusion of oxygen molecules across the alveoli.
Include Visuals
Pictures, diagrams, and videos clarify complex steps.
Example
![Wire frame diagram showing cable connections]
Maintain a Friendly Tone
Write instructions conversationally, not formally.
Example
Let’s install the printer software together! First, turn on your computer and insert the software CD…
Allow Options
Provide flexibility for users to adapt steps to their needs.
Example
- Roast vegetables in the oven at 425°F for 30 minutes. For crispier results, broil for the last 3-5 minutes (optional).
Anticipate Issues
Include troubleshooting tips and warnings.
Example
Warning: Wear gloves when handling chili peppers to avoid skin irritation. If irritation occurs, wash hands immediately.
Build in Feedback
Invite user comments to continuously improve.
Example
Was this procedure helpful? Email any feedback on how we can improve it to [email protected].
Proofread Thoroughly
Double check for spelling, grammar, and formatting issues.
Example
Have a peer review to catch things you may have missed.
Test with Users
Have target users validate the procedure before finalizing.
Example
Ask 3 new employees to follow the onboarding procedures and provide feedback.
Maintain Updated Versions
Review and refresh procedures regularly.
Example
- v1, January 2020
- v2, March 2021: Updated screengrabs for new software
- v3, October 2022: Streamlined Steps 3-5 for simplicity
Following these best practices will ensure your procedures are clear, accurate, and usable. And real-world testing and feedback will help continuously improve them over time.
With these handy tips and examples, you have a blueprint for creating procedures that inform users and lead to successful outcomes. Now put them into practice as you write your next procedure!
Step 3: Highlight the Steps for Performing the Procedure
Now that you are ready to write the procedural text, you need to break it down into clear and concise steps. Each step should be specific, action-oriented, and ordered logically. At this stage, you can just list the tasks to make it easy for your employees to read through.
Use simple language and avoid jargon to make it easy to understand. For instance, if your procedure involves editing a blog post, include steps like “check grammar” and “check titles and subheadings.” These sub-steps are important for the team responsible for task execution. In addition, ensure that the steps are not ambiguous to avoid confusion. You don’t need to go into detail here so that anyone can understand the steps at a glance.
Measure the Success of Your Procedure
Apart from the feedback, you also need to evaluate the procedure’s effectiveness. Define clear metrics such as task completion time, error reduction, or user satisfaction surveys and analyze them regularly to gauge the procedure’s impact.
For example, in an onboarding process, your indicators of success can be reduced training time and increased new employee confidence. Measuring these outcomes allows you to identify strengths and areas for enhancement.
Here are some examples of a procedure that can guide you to create one:
SOP Example: How to write a Standard Operating Procedure – FASTER!
How do you write a procedure?
But how do you write them effectively? Write a procedure by clearly outlining the steps involved in a task or process. Keep your audience in mind and use simple, concise language. Break down the procedure into small, manageable steps and number them for easy reference. Use visuals, such as images or diagrams, to illustrate complex steps.
What are some examples of procedures in business?
There are many examples of procedures in business, but the procedures you write will depend on the work you do. In DevOps teams, for example, you’d probably see the following procedures: Committing new code. Writing tickets. Cross-team communication (e.g., getting tasks from designers). Collecting feedback from users. Handling customer complaints.
How do I write a procedure for a task?
The first step is to determine which task you want to write a procedure about first. You might prioritize tasks by importance or start by writing about the smaller tasks first. You can also create procedures for tasks in the chronological order in which you typically perform them.
How do I write a procedural procedure?
Writing procedures require you to document business processes or outline a step-by-step guide for a specific task. This section provides a comprehensive, step-by-step guide to help you master the art of procedural writing. A title acts as an identifier for your procedure.
