A procedure is a well-known way to do something so that the result can be predicted. A procedure is anything that the people on your team do as part of their regular work. Organizations standardise and write down procedures to make employees more productive and get results that can be predicted. Standard operating procedures are also the name for a set of written procedures (SOPs). Most of the time, these can be found in an internal knowledge base. In this article we will teach you How to Write Procedures.
How to Write Procedures
Here are some steps to help you write procedures for your business:
Select a procedure
If you are writing more than one procedure for a business, think about which one you want to start with. You could write a procedure for an important process first, or you could start by writing a procedure for a small task. For example, if you are writing a set of procedures for a production company, you might start by writing a procedure for a single machine and then move on to writing procedures for the whole department. This can help you get more practice and get better at writing steps.
Connect with team members
After you choose the process you want to write about, think about who is an expert on that subject. If you are writing instructions for a task you have already done, you may have a lot of information you can use. If you are a manager writing procedures to make your team more efficient, you might want to talk to the people who do the tasks now. For example, if you are in charge of a marketing team, you could talk to the graphic designer about how they make a logo. Someone who has already done the job can often give step-by-step instructions and tips.
Before you start your process, you might want to talk to the people who do the process or tasks. You can send them an email, give them a call, or set up a meeting to help you gather information for the procedure.
Consider your audience
Before you write your procedure, you should think about who will read it. The content can change depending on who it is for. For example, if you are writing for experts in the field, you might use more complex words and ideas. If you are writing for new employees or professionals from outside the company, you might want to define more terms, add more graphics, and make steps even easier to follow.
Write an introduction
After you know who you are writing for, you can start writing your introduction. Usually, this is one or two paragraphs. You could say who should follow the procedure and when in the beginning. You could also say why the procedure is important and how it can help the people on your team.
Create a resource or materials list
Make a list of all the materials and resources someone will need to do the task below the introduction. For example, if you are writing a procedure for a painting company, your materials might include paint, a paintbrush, a roller, and safety gear. The resource list tells professionals what they need to get together before they can follow the instructions.
In this section, you can also add digital information or other resources. For example, you can remind team members here if they need a password or digital access code. If team members have more questions, you can also give them a link to a how-to video or other outside resources.
Draft steps and instructions
You can start writing the steps and instructions under “Resources.” You could work with the people who do the work to help you figure out these steps. And you could start by making a general list of steps. You can change the order of the steps and add more information afterward.
Add visual elements
Graphs, charts, and diagrams can help explain information that is hard to understand. Think about adding pictures to steps that are hard to understand. For example, you could show team members more about a procedure by using pictures with arrows that are labelled.
Review and revise writing
After you write down your steps and instructions, you might want to go back and fix them. Try to make your writing as easy to understand and useful as you can. You can write clear instructions by using action words and short sentences.
Conduct a procedure test
You could have someone read and follow the instructions as part of a procedure test to help you figure out what needs to be changed. Depending on the task, you may do the procedure yourself or ask a member of your team to do it. This can help you change the order of the steps and see where you might need to add a step to make the process clear.
Ask for feedback
After you have tested your procedure, you might want to get feedback from more than one source. First, you can ask professionals who do the task often what they think. They might give suggestions or add information to help teach. Then, you could ask for advice from a team member who does not do that task often. They might ask questions or point out parts that need more explanation.
Make final adjustments and repeat if necessary
You can make changes based on the feedback you got. This can help you fine-tune the process and get better results. Depending on how much you change, you may want to test again or get more feedback. You can use this method to do other things in your company.
FAQ
What should a procedure manual include?
Based on what people told you, you can make changes. This can help you get better results and fine-tune the process. Depending on how much you change, you may need to test again or get more feedback. You can use this method to do other things in your company.
What are the six procedures?
Control of Documents, Control of Records, Internal Audit, Corrective Action, Preventive Action, and Control of Non-Conforming Products are the six procedures. Six procedures are Control of Documents, Control of Records, Internal Audit, Corrective Action, Preventive Action, and Control of Non-Conforming Products.
