Writing a Procedure
When to use a procedure
For tasks requiring documentation or multiple steps, procedures are most helpful. You can decide whether you need to implement a procedure by looking at how other people typically do things and noticing any inconsistencies. It may be a sign that you need a written procedure to instruct employees if there are numerous differences in how different employees complete a particular process. Other scenarios where establishing a procedure might be beneficial include:
What is a procedure?
A procedure is a way to accomplish something that includes steps and instructions for every part of the job. Once established, procedures are frequently followed consistently to maintain a common understanding of what employees should do in various situations. In order for employees to follow procedures easily and for new hires to use them to understand how the office runs, those who write procedures usually make them as specific as possible. Each component of a business may have its own procedures, but you may find them in places like training manuals, information sessions, and guided tutorials.
How to write a procedure
Here are some steps for writing a procedure:
1. Plan your procedure
Before you start writing a procedure, think about the elements that might need attention. This can involve deciding which procedure to write and gathering details about it, such as who performs it, how long it should take, and what they might need in order to do so. The planning stage may also entail choosing a writing medium, such as paper and pen or a computer program, or deciding how the procedure will be organized, such as whether it will be a single list of sequential steps or a collection of detailed instructions.
2. Introduce the procedure
Start your procedure with a brief introduction. By doing so, you can talk about specifics like what the procedure does and who should use it. Additionally, you can use this section to emphasize why it is crucial for the company to implement the procedure. An introduction can be brief but should contain enough details to acquaint staff with the procedure and the reasoning behind its development.
3. List the necessary resources
Make a list of the materials that staff members might require to carry out the procedure effectively. Physical supplies or materials required for a project could be considered resources for a procedure, as could having a foundational understanding of the techniques the procedure employs. Additionally, you could provide employees with digital resources like passwords, key codes, or access codes so they can use any online tools that could be helpful for the process. You can ensure that your coworkers are ready for any action that the procedure may require by outlining the required resources.
4. Include additional media
Use audio and/or visual components from alternative media in your procedure. By providing visual examples and audio instructions, adding images, videos, or audio files to your procedure can help you explain more difficult concepts. If a step calls for a specific action that could be misinterpreted if written down, you could also use a video to demonstrate it in your procedure. Alternative media can add variation to your process so that staff have more than just text to refer to.
5. Test your procedure
Determine how effective your procedure is through a trial run. Giving your procedure to a small number of employees in a controlled setting and watching how they use it will allow you to test it. Based on your observations, this can demonstrate which parts of the procedure effectively communicate information and which parts may require revision. Employees who try the procedure can also provide feedback on what they found to be particularly helpful about it.
For instance, if one of the steps in your procedure is to create a spreadsheet in Excel, you can compare the spreadsheets that test participants create to one another and to a sample spreadsheet that you create in accordance with your preferred guidelines to see how employees interpret the instruction. After that, you can decide if your instructions are detailed enough or if you need to provide more information.
6. Implement your procedure
Put your procedure into practice in the office. To do this, you might distribute your procedure to the teams that utilize it or hold an informational meeting to introduce the procedure to the office. In this phase, you can also interact with team members to provide assistance if inquiries about the procedure’s use or its particular steps come up. Because of the careful planning, development, and testing that goes into your procedure, it is likely that staff members can follow the instructions you provide simply and easily.
Here is an illustration of how to send clients check-in emails:
Introduction: An important aspect of our business is sending clients check-in emails. Being aware of the progress we’re making with each client helps us make sure we’re giving them everything they need because we service multiple accounts at once. The two primary employee groups most likely to use this procedure frequently are account executives and sales representatives. The steps for sending a check-in email to your clients are outlined in this procedure, including how to address them, what to include, and how to sign off.
*Resources: This procedure calls for the following resources:*
Steps for sending check-in emails to clients:
What is procedure explain?
Procedure 1a is defined as a specific method of doing something or acting. b : a step in a procedure. a series of actions carried out in a routine, specific order, such as a legal or surgical procedure b: a set of computer instructions with a name that can be used to activate it
What are the steps of a procedure?
- Step 1: Align to business process. …
- Step 2: Define the scope of the procedure. …
- Step 3: Gather process information. …
- Step 4: Create a standard structure for procedures. …
- Step 6: Communicate and provide training.
What are examples of policies and procedures?
- Code of conduct. Most businesses have a common policy known as a code of conduct.
- Recruitment policy. …
- Internet and email policy. …
- Mobile phone policy. …
- Smoking policy. …
- Drug and alcohol policy. …
- Health and safety policy. …
- Anti-discrimination and harassment policy.
Whats in a procedure?
A procedure is a way to accomplish something that includes steps and instructions for every part of the job. Once established, procedures are frequently followed consistently to maintain a common understanding of what employees should do in various situations.