In our previous blog, “Identifying Your High-Impact Business Processes”, we showed you how to identify the high-impact process to get a clear image of all the required steps.
Having a clear and realistic view of all the steps will allow you to put your finger on all the problems and make the appropriate improvements.
Documenting standard business processes is important for several reasons. First, it helps ensure that everyone in the organization follows the same procedures. This can help to avoid confusion and mistakes. Second, it can help to improve efficiency by making it easier for new employees to learn the procedures and for existing employees to review them. Finally, documenting standard processes can help to improve customer satisfaction by ensuring that they are consistently followed.
In the end, the person best suited for documenting the process should be someone who understands the context of this process from beginning to end and its objective and outcomes.
Take a close look at your business. Evaluate some of your business processes that are not working smoothly.
Choose one, so we can complete the process. Now document your choice.
A high-level outline begins by going through the specific process, typically developing a simple bullet point list. This list, per se, is now your high-level outline.
To document this, you are OK to use pen and paper, a whiteboard, or a Word document as your tool.
When you finish outlining the main steps, you can work through the process once again from the beginning.
Document every step using as much detail as you can. Make careful notes of each action and every decision regardless of the size or importance.
Use the tools best suited to your style, such as:
Whichever tool you use, just make sure that it is the simplest and easiest one for you.
Note instances where the activities are sequential and events dependent on other tasks to be completed first.
As well, look for tasks that are parallel and events that can happen at the same time in the process.
Here are some examples of what you need to do:
If possible, have another person video you demonstrate the process step by step.
You can also add audio to the video by having someone discuss the steps as you make them.
An example of a “blog writing” documented process might be as follows:
Title of Process
Blog Post for _____________ (client’s name)
1 x 1000-15000 word blog post(weekly) written for ( clients name and client blog)
(Links to example blog posts)
(Links to any blog post template or checklist.)
Write Blog Posts
In conclusion, documenting business processes is important for several reasons. It can help to improve efficiency, identify areas for improvement, and provide a reference for training new employees. Additionally, it can help to ensure that tasks are completed correctly and in the proper order. Taking the time to document business processes can save time and money in the long run.
For more on the benefits of systems in running your business, click here.
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